What is a 'contact' in Procore and which project tools support the concept?
Answer
Some of Procore's Project Tools provide your project team members with the ability to create a 'contact'. In Procore, a contact (formerly known as a 'reference user') is a person whose name may be required as part of a data entry value, but does not have a user account to log in to Procore. Some examples of tools where you might create contacts include the following:
Example 1
An accident occurs on a construction site and the person injured is a site visitor with no affiliation to your project team or a subcontractor. In order to document the incident, you will need to enter that add that person's name to the 'Person Affected' list in the Incidents tool.
Example 2
On a job site, your subcontractors may hire craft workers, temp laborers and seasonal employees to perform activities. These individuals will need to be added to the 'Worker' list for the purposes of timekeeping with the Crews and Timesheets tools.Which project tools use the 'contacts' list?
When you create a 'contact' in Procore, the contact's name will be saved and available as a selection in the supported tools within all of your company's projects. It is important to note, however, that depending on whether or not the contact is designated as an employee of your company, the contact's name may or may not appear as a selection in other project tools.
A contact's information is also stored in the Project and Company level Directory tools. See Switch Between Views in the Project Directory and Switch Between Views in the Company Directory.
The table below provides more detail.
| If you added a contact to this field... | In this Procore tool... | And the following is true about the contact that you created... | Then Contacts are Shared with these Tools | ||
|---|---|---|---|---|---|
| Crews | Incidents | Timesheets | |||
| Person Affected | Incidents | NOT marked as an employee of your company |  |
 |
|
| Person Affected | Incidents | Marked an employee of your company | |
|
|
| Witness Name | Incidents | NOT marked as an employee of your company | |
|
|
| Worker | Crews | NOT marked as an employee of your company 1 | |
|
|
1 The setting "Can company employees be tracked on all projects" in the Company Timesheets tool must be enabled for contacts to appear across projects.
How do I create a 'contact' in Procore?
There are different methods for creating contacts documented in these tutorials.
- To add a contact using the 'Worker' field in the Crews tool. See Add a Worker.
Note: Workers added in the Crews tool will show as "employees" to select in the project's Timesheets tool. - To add a contact using the 'Person Affected' field in a Near Miss record on an incident, see Add a Near Miss Record to an Incident.
- To add a contact using the 'Person Affected' field in an Injury/Illness record on an incident see Add an Injury/Illness Record to an Incident.
- To add a contact using the 'Witness' field in the Incidents tool, see Add a Witness Statement to an Incident.