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Update the Company or User Import Template

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To update the company or user import template for the Company level or Project level Directory tool.

Background

As your company's Procore Administrator or your project's Directory Administrator, you have been granted 'Admin' level permission to either the Company Directory, Project Directory or both. Whether you are responsible for setting up your entire company's Procore account or responsible for setting up a new project, one of the required setup steps is to populate Procore's Directory tool with your user information (i.e., users are people, such as employees, who will be logging into Procore). You may also be responsible for adding any vendor records to the Directory (i.e., subcontracting companies, vendors and/or suppliers). For an overview about the import process, see Request Company and People Imports.

Note: When importing users to Procore, you can choose to have them imported at the Company or Project level. If you decide to import users to a project, those records will automatically be added to Procore's Company Directory. 

Before completing the steps below, follow the steps in Download the Company or User Import Template. After getting your copy of the import template, use the steps below to collect and format your import data. Then when you are ready to submit your request, continue with Send a Company or User Import Template to Procore or expedite the import process by performing your own import using the Procore Imports app. See Import Contacts into your Company Level Directory Tool (Procore Imports) for more information.

Things to Consider

  • Required User Permissions:
    • To update the import template: None. This task is performed in Microsoft Excel.
  • Company Import Template Requirements:
    For general considerations about updating an import template, see How do I prepare my data for import into Procore?
    • Required Row Data:
      Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
      • Each row requires a value in the Name column in order to create the company record. Other values in the same row can be blank.
      • Each row in the table corresponds to an individual vendor.
      • The import process will fail if you change the column header order in the template.
      • The import process will fail if you insert new columns, move columns or remove columns from the template.
      • The import process will fail if you modify values in column headers.
    • Required Column Data:
      • The first line of the table must include the header, which defines the fields in the Excel table and your company's vendor database in Procore.
        • If your company account has enabled the Company level ERP Integrations tool, your template is set up to automatically add one (1) of these column headers: Sage 300 CRE® Cost Codes, QuickBooks® Cost Codes, or timberline_vendor_id (this field is included only for customers with the legacy Sage Timberline Office (STO) integration).
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns or remove columns from the template.
      • The import process will fail if you change the column header order in the template.
  • User Import Template Requirements:
    For general considerations about updating an import template, see How do I prepare my data for import into Procore?
    • The XLSX file must be formatted as a table.
      Important! To avoid import failure:
      • Do NOT delete the column header row in the template. 
      • Do NOT change the labels on the column header row in the template. 
      • Do NOT add new columns to the template.
      • Do NOT add blank columns to the template.
      • Do NOT add empty rows (i.e., skip rows) to the template.
    • Required Row Data:
      • Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
      • Each row in the table corresponds to an individual user.
      • Each row in the table corresponds to a contact record (a.k.a., a user). At a minimum, each record requires a value for the contact's First NameLast NameEmail Address, and Permission Template. The column headings for the required fields have a RED background. All other columns and cells in a single row may be left blank.
    • Required Column Data:
      The first line of the table must include the header, which defines the fields in the Excel table and your company's contact database in Procore.
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns or remove columns from the template.
      • The import process will fail if you change the column header order in the template.

Prerequisites

Steps

Update the Company Import Template

  1. Download the User Import Template from the Procore web application. See Download the Company or User Import Template.
  2. Open the XLSX template in Microsoft Excel. 
  3. Complete the data entry as follows:
    Note: An asterisk (*) denotes a required field. 
    • *Name: Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive. If your company has enabled the Company level ERP Integrations tool, be aware that your entry is synced with an integrated ERP system that imposes character limits on imported project names. For details, see What is the maximum character length for a 'Company Name' in the Directory tool?
      Important!  To avoid creating a duplicate entry when importing entries to a Directory with existing records:
    • Entity Type: Select CRN (Company Registration Number) from the drop-down list. Then enter the entity's identification number in the Entity Id field. 
    • Entity Id: If you select an option from the Entity Type list, you must enter the appropriate number here. See Australian Business Number or Employer Identification Number.
    • Address: Enter the street or mailing address for the vendor/company.
    • City: Enter the full city name (e.g., San Diego, Seattle, Westchester). 
    • County: Enter the county abbreviation (e.g., WY, AVN, BD ). See UK County Abbreviations.
    • Postcode: Enter the company's postcode.
    • Country: Enter the full country name of the company's address (e.g., United States or Canada).
    • Business Phone: Enter the vendor's/company's business telephone number using the NANP number format (e.g., 805-555-0100). Do not use SPACES or parentheses as delineators. 
    • Fax Number: Enter the vendor's/company's business facsimile number using the NANP number format (e.g., 805-555-0101). Do not use SPACES or parentheses as delineators. 
    • Company Email Address: Enter one (1) full email address for the vendor/company. Typically, this is a general business email address (e.g., info@example.com). This field does not support the entry of multiple email addresses.
    • Primary Contact Email Address: Enter one (1) full email address for the primary contact at the vendor/company. Typically, this is a person's email address (e.g., jsmith@example.com). This field does not support the entry of multiple email addresses. 
      Important! The primary_contact must be an email address and the user associated with the email address must have a record in the Directory tool.
    • Default Tender Invitee Email Address: Enter the email address for the default tender invitee for that company. If there are multiple invitees, use the pipe symbol (|) as a separator and include a single SPACE on either side of the pipe symbol (e.g., jsmith@example.com | mjones@example.com).
    • DBA Name: Enter the company's Doing Business As name.
    • Website: Enter the vendor's/company's website.
    • Trades: Enter the vendor/company trade (e.g., Concrete or Masonry). If there are multiple trades, use the pipe symbol (|) as a separator and include a single SPACE on either side of the pipe symbol (e.g., Concrete | Masonry).
      Notes:
      • To type the pipe symbol (|), hold down your keyboard's SHIFT key and then press the backslash (\) key. On most US English keyboards, the backslash key is directly above ENTER or RETURN. However, your keyboard may be different. 
      • Trades let you filter records in the Project Directory. See Add or Delete Trades. They and also let you quickly create tender lists with Procore's Tendering tool. See Export a Tender Package's Tender List to a PDF or CSV). 
    • Business Type Considerations:
      Note: If local or national regulations restrict your organisation from the collection of this data, you must leave this cell blank.
      • Authorized Tenderer: Select 'Yes' to indicate if the vendor is authorized to tender on all your company projects (if you are importing at the Company level) or a specific project (if you are importing at the Project level). Select 'No' to indicate the vendor is not an authorized tenderer. 
      • Union Member: Select 'Yes' or 'No' to indicate if the vendor is a member of a union. 
      • Prevailing Wage: Select 'Yes' to denote that the company is subject to general prevailing wage determinations. Select 'No' to indicate the company is not subject to these determinations.
      • Small Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Small Business Enterprise. Select 'No' to indicate the company is not certified as a small business. Procore interprets a blank value as a 'No' entry. 
      • African American Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., African American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Asian American Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Asian American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry.
      • Hispanic Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Hispanic Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Native American Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Native American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Woman's Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Women Owned Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Disadvantaged Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Disadvantaged Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Historically Underutilised Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Historically Underutilized Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Minority Business Enterprise: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business Enterprise. Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Service-Disabled Veteran-Owned Small Business: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Service-Disabled Veteran-Owned Small Business). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • 8a Business Enterprise: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g.,  Socially- or Economically- Disadvantaged Business under the 8(a) programme). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • Affirmative Action.: Select 'Yes' to denote that the company is subject to affirmative action when tendering. Select 'No' to indicate the vendor is not subject to affirmative action.  Procore interprets a blank value as a 'No' entry. 
      • Certified Business Enterprise: Select 'Yes' to denote that the company registered with the Department of Small and Local Business Development’s (DSLBD’s) Certified Business Enterprise (CBE) Programme. Select 'No' to indicate the company is not a district-based (i.e., Washington D.C.) business.
      • Prequalified: Select 'Yes' if the contractor is on the relevant Prequalified Contractors Listing for the county in which it will be doing business. Select 'No' if the contractor is not on the listing. Procore interprets a blank value as a 'No' entry. 
      • Licence Number: Enter the company's contractors licence. 
      • Tags Keywords: Enter any keyword tags for the vendor here. Separate entries with a comma (,). You can enter up to 255 characters in this field.
    • Cost Codes:
      • Cost Codes
        Important! Your company's or project's cost codes should always be added, imported or synced before importing vendors. See Add and Edit Project Cost CodesRequest a Cost Code Import or Configure Cost Code Preferences for ERP Integrations.
        • If your company is using a Standard Cost Code list, enter the appropriate Division and Cost Codes. For example, if you have a two-tier cost code structure, you will need to enter the Division code and the Cost Code (e.g., 03-050). For a three-tier cost code structure, you might need to enter the Division, Division 1 and Cost Code (e.g., 03-10-050). 
        • If you want to associate multiple codes with the company, separate each code with the pipe (|) symbol and be sure to include a single SPACE on either side of the pipe symbol (e.g., 03-050 | 03-100) .  See Edit and Add Cost Codes and Descriptions.
      • ERP Integrations Cost Code List
        If your company has enabled the Company level ERP Integrations tool for a supported ERP system, this column heading corresponds to your specific ERP system. To change the column heading, click the Instructions tab. Then scroll to the 'To Complete This Template' section. Then, next to step 2, select one of these options:
        • Select Integration/None: Select this option if your company has NOT enabled the ERP Integrations tool. Note: You will also select this option if you are using the Procore + Viewpoint® Spectrum® or Procore + Integration by Ryvit. These integrations do NOT currently allow you to import cost codes (i.e., phase codes in Integration by Ryvit with a vendor record. 
        • SAGE 300 CRE: Select this option if you are using the Procore + Sage 300 CRE® and want to associate cost codes with a specific vendor record. See Sage 300 CRE®.
        • QuickBooks: Select this option if you are using the Procore + QuickBooks® and want to associate your QuickBooks costs codes with a specific vendor. See QuickBooks®.
        • timberline_vendor_id: Select this option if you are using the legacy version of the Procore + Sage Timberline Office (STO) integration. This is NOT common and is also NOT related to the current Procore + Sage 300 CRE® integration. 
          Note: Although it not commonly used, you can also add import data to this column if you are storing the Timberline Vendor ID (a.k.a., Accounting Vendor ID) in your vendor records.
    • Id: This field is for a vendor's pre-designated Procore unique ID that will only populate when you export the vendors list from your Directory.
  4. Save your updates by clicking File, then Save.
  5. When your data entry is complete, continue with Send a Company or User Import Template to Procore.

Update the User Import Template

  1. Download the User Import Template from the Procore web application. See Download the Company or User Import Template.
  2. Open the XLSX template in Microsoft Excel. 
  3. Complete the data entry as follows:
    Notes:
    • An asterisk (*) denotes a required field.
    • If you are pulling your user source data from a different spreadsheet, you MUST always separate the user's first and last name into separate cells. To learn how to do this before adding the data to the template, visit this article on the Microsoft Office Support site for assistance: Split Text Into Different Cells 
    • When you begin your data entry, the template's built-in data validation highlights the required cells with errors (i.e., missing data entry) in light RED until there are no detectable errors. 
      • *First Name: Enter the user's first name exactly as you want it to appear in the Directory tool (e.g., John).
        Important! First names are case- and punctuation-sensitive. 
      • *Last Name: Enter the user's surname exactly as you want it to appear in the Directory tool (e.g., Smith).
        Important! Last names are case- and punctuation-sensitive. 
      • *Email Address: Enter the user's full email address  (e.g., jsmith@example.com)
        Important! The email address must be unique to each individual. It is also used as the unique identifier for the user's profile.
      • *Permission Template: Enter the name of the project permissions template that will be applied to each user record. You must enter the name exactly as it appears in Procore. See Manage Project Permissions Templates.
      • Company: Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive in Procore. 
        Important!  If the vendor/company already exists in the Directory tool, enter the name exactly as it appears in the Directory to avoid creating a duplicate. See Add a Company to the Company Directory.
      • Is Employee: If the user is an employee of your company, select Yes from the list box. If the user is affiliated with a subcontractor, supplier or vendor, select No from the list box. 
      • Employee Id: If you selected Yes in the Is Employee field, you have the option of entering an employee ID. If you selected No in the Is Employee field, leave this field blank. 
        Note: If you attempt to enter an Employee Id without selecting Yes in the Is Employee field, the data validation in the worksheet will highlight the error in light RED. 
      • Job Title: Enter the user's professional title exactly as you want it to appear in the Directory tool. You can enter up to 255 alphanumeric characters. 
      • Address: Enter the user's address (e.g., company or mailing address) exactly as you want it to appear in the Directory tool.  
      • City: Enter the full city name for the user's address (e.g., La Jolla).
      • County: Enter the county abbreviation (e.g., WY). See UK County Abbreviations. If you enter a county abbreviation, you will be required to enter a Country Name
      • Postcode: Enter the postcode.
      • Country: Spell out the full country name.
        Important! Do NOT use abbreviations (e.g., United States or Canada). You MUST always spell out the full country name.
      • Business Phone: Enter the user's business telephone number using the NANP number format (e.g., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.
      • Business Phone Extension: Enter the user's business telephone number's extension.
      • Fax Number: Enter the user's business facsimile number using the NANP number format (e.g., 805-555-0106). How you enter the phone number here determines how it will appear in Procore.
      • Mobile Phone: Enter the user's mobile telephone number using the NANP number format (e.g., 805-555-0107). How you enter the phone number here determines how it will appear in Procore.
      • Notes: Add up to 255 alphanumeric characters. 
        Note: The notes you enter here populate the 'Tags / Keywords' field on the person's profile. Users can later search the notes field for matches using different Procore tools: Search and Filter the Company DirectorySearch and Filter the Project Directory and Search for and Invite Tenderers.
      • Work Classification: Enter the user's work classification. To learn which Procore tools interact with classifications, see Which Procore tools support 'Classifications'?
      • Company Permissions Template: Enter the name of the company permissions template that will be applied to each user record. You must enter the name exactly as it appears in Procore. See Create a Company Permissions Template.
  4. Save your updates by clicking File, then Save.
  5. When your data entry is complete, continue with Send a Company or User Import Template to Procore.

See Also