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Use Procore by matching your workflow to your project role: project managers and engineers typically handle setup, administration, finances, and coordination, while subcontractors focus on bids, project information, and assigned responses. Start by confirming your permissions, then learn the tools relevant to your work and follow the project from setup through closeout.
Start with the right learning path and access
Procore’s self-paced, role-based training covers relevant tools, common tasks, best practices, and actions in its iOS and Android apps. Its learning resources also include a platform tour, tool-by-tool instruction, product certifications, and role-based learning paths. Choose the path closest to your responsibilities: project manager or project engineer or subcontractor. See Procore Learning for the broader training options.
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Before attempting project setup or administration, ask your company or project administrator which permissions you have. Procore notes that project-manager tasks require appropriate company-level and project-level access. Being invited to a project does not necessarily grant the ability to change settings, create budgets, or manage contracts.
Set up the project hub
For a project manager or engineer with the necessary access, Procore’s project setup tutorial gives a useful starting sequence. The exact configuration depends on how the company runs projects, so treat the steps as a guide rather than a universal checklist.
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- Create the project. Use the project setup process available to your role and organization.
- Populate the project directory. Add the collaborators who need to work on the project and keep their contact details current. Procore’s tutorial says that adding a person to the project directory automatically adds them to the company directory.
- Review project documents. Check the Documents tool for project-specific files so you know where the team expects information to be stored and accessed.
- Prepare for field access. Procore recommends installing its mobile app on a smartphone or tablet for job-site use. Either form factor is optional; the cited setup guidance does not require a tablet or a rugged device.
Other setup work may include uploading plans and project information, configuring the project team, creating a budget and prime contract, and building submittals from specifications. These are role-dependent responsibilities, not steps every project collaborator should perform.
Use the tools in the order the project needs them
A project manager or engineer can think of the workflow in three phases. The tools used and the people responsible for them vary by project configuration and permissions.
Pre-construction
Depending on the project and your role, pre-construction work can include setup and bidding. Procore’s project-manager learning path covers creating and distributing bid packages, reviewing bids, selecting bidders, and converting bids into commitments.
Course of construction
During construction, use the tools that support the work your team is doing rather than trying to use every tool at once. Procore groups this work around monitoring activity, managing documentation and finances, and coordinating with design teams, subcontractors, and owners. Examples in its learning path include:
- Field records and quality: daily logs, inspections, photos, reports, punch lists, and observations.
- Project information and coordination: schedules, documents, RFIs, submittals, and meetings.
- Financial workflows: budgets, contracts or commitments, invoices, and change orders.
Agree with the project team on where each record belongs and who is expected to create, review, or respond to it. A tool may be visible to some users but unavailable to others because of project setup or permissions.
Post-construction and closeout
Closeout work in the project-manager path includes resolving punch-list items, extracting project data, and changing the project status to inactive. Follow your organization’s closeout process and confirm that required records are complete before changing the status.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Follow a subcontractor workflow
Subcontractors generally use Procore to participate in the general contractor’s project workflow, rather than administer the entire project. Depending on the project and assigned access, the official subcontractor learning path covers bidding and commitments, navigating the dashboard, and working with project information.
- Find and download project files; filter files when needed.
- Open drawings and compare revisions to identify changes.
- View or submit submittals and review RFIs relevant to your work.
- Check schedules and meeting information.
- Respond to punch-list items assigned to your team.
- Export RFI or submittal logs when your role and project access allow it.
Use the project’s configured tools and follow the general contractor’s instructions for submissions and responses. The learning path describes examples of tasks; it does not mean every subcontractor has access to perform all of them.
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Use mobile access for field work
Procore recommends its mobile app on a smartphone or tablet for job-site use, but it does not specify that a particular device type or rugged model is required. Check Procore’s support resources for current mobile setup and release information, since app compatibility and features can change.
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