Skip to main content
Procore

Prepare Data for Import to the Workforce Planning Tool

Objective 

How to prepare data for a one time import to the Workforce Planning tool.

Background

The Workforce Planning tool at the Company level is Procore’s construction workforce management solution that provides real-time insight into your workforce's job assignments and availability.

To set up your Workforce Planning tool, Procore offers a one-time data upload to set up your projects, employees, and more. While only certain fields are required, it's recommended to fill out as much information as accurately as possible for the most complete setup.

Things to Consider 

  • Customers can use this process one (1) time to set up their Workforce Planning Tool.
  • No special characters (~`!@#$%^&*()_{[}]|:;“‘<,>.?/)
 Tip
  • Fill out as much information as possible for the most complete setup.
  • Review the spreadsheet for accuracy before submitting it.

Steps 

  1. Reach out to your Procore point of contact for the Workforce Planning Data Upload Template.
  2. Fill out the following information:
  3. Email the completed spreadsheet to your Procore point of contact.

Groups

Show/Hide Fields  

Required fields:

  • Group Name
    The title of Workforce Planning group. Hyphens (-) are accepted. Example: Kansas City
  • Group ID
    The abbreviated group identifier. Example: KS
  • Time Zone
    The time zone of the group location. Example: America/Chicago
    Additional Options:
    America/Chicago 
    America/Los_Angeles
    America/New_York 
    America/Denver 
    Australia/Brisbane
    Australia/Sydney 
    Australia/Adelaide 
    Australia/Darwin 
    Australia/Perth 
    Pacific/Auckland

Optional fields:

  • Address 1
    The address of the group location. Example: 1234 Main St
  • Address 2
    The address of the group location. Example: Suite 320
  • City/Town
    The city of the group location. Example: Kansas City
  • State/Province 
    The state abbreviation code of group location, formatted with all uppercase letters. Example: MO
  • Postal Code
    The postal code of the group location (for US Customers). Example: 62113
  • Country
    The country of the group location, formatted as a standard country code. Example: US
  • Contact Name
    The name of the point of contact for the group. Example: John Smith
  • Contact Phone Number
    The phone number for the group's point of contact.
    For the US and Canada, phone number format is XXX-XXX-XXXX. Example: 913-555-8225
    For countries outside of US and Canada, a country code must be entered. Example: +64 21 345 687 
  • Contact Email
    The email address for the group's point of contact. Example: test@test.com

Job Titles

Show/Hide Fields  

Required fields:

  • Job Title Name
    The name of the job title. Hyphens (-) are accepted. Example: Apprentice
  • Job Title ID
    The abbreviated job title identifier. Example: APP
  • Group ID(s)
    The group(s) the job titles are a part of. The ID must match Group ID in the 'Group' tab exactly. Example: KS
    If there are more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA 
    If the job title belongs to all groups, type 'All'. Example: All

Optional fields:

  • Job Title Color
    The HEX value associated with the Job Title. Example: #FFA500

Tags

Show/Hide Fields  

Required Fields:

  • Tag Name
    The name of certification/training/badging tag. Hyphens (-) are accepted. Example: OSHA 30
  • 5-Digit (Character) Identifier
    The abbreviated name of tag that can be easily identifiable. Example: OSH30
  • Group ID(s)
    The group(s) the tags are a part of. The ID must match Group ID in the 'Group' tab exactly. Example: KS
    If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA 
    If the job title belongs to all groups, type 'All'. Example: All
  • Does this Tag Expire? (Y/N)
    Whether or not the tag can expire, like a certification. Example: Y

Optional Fields:

  • Tag Color (HEX value)
    The HEX value associated with the tag. Example: #FFA500
  • # of Days Warning
    If this tag expires, a warning period (in days) can be set to notify users about expiring tags. Example: 60
  • Categories
    The name of the tag category the tag belongs to. Example: Safety.
    If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: Safety|Badging

Tag Categories

Show/Hide Fields  

Required fields:

  • Category Name
    The category names that are used to organize tags. Example: Safety

People

Show/Hide Fields  

Required fields:

  • First Name
    The first name of employee. Hyphens (-) and apostrophes (') are accepted. Example: John
  • Last Name
    The last name of the employee. Example: Smith
  • Group ID(s) Available To
    Which groups the employees should be visible. The ID must match Group ID in the 'Group' tab exactly. Example: KS
    If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA 
    If the job title belongs to all groups, type 'All'. Example: All
  • Status (active/inactive)
    The current status of the employee. Example: active
  • Assignable (Y)
    All employees must be added as assignable in the data upload. After the data upload is complete, you can update this in the Workforce Planning tool. Example: Y
  • Employee ID
    The employee's ID number. Example: B18283

Optional Fields:

  • Job Title ID
    The job title ID of the employee. The ID must match the Job Title ID exactly. Example: APP
  • Date of Hire (MM/DD/YYYY)
    The date the employee was hired. Example: 26/01/2016
  • Hourly Wage (XX or XX.XX)
    The employee's hourly rate. Example: 25.50
  • Mobile Phone
    The employee's mobile number.
    For the US and Canada, phone number format is XXX-XXX-XXXX. Example: 913-555-8225
    For countries outside of US and Canada, a country code must be entered. Example: +64 21 345 687
 Note
The same phone number can not be uploaded for different employees. Please remove any duplicate phone numbers.
  • Can Receive SMS (Y/N)
    Whether the employee should receive alerts and messages via SMS. Example: Y
  • Email
    The employee's email address. Example: test@test.com
 Note
  • If possible, this should be their work email address as this will be their log in to Procore, and receive notifications from Workforce Planning.
  • The same email address can not be uploaded for different employees. Please remove any duplicate email addresses.
  • Can Receive Email (Y/N)
    Whether the employee should receive alerts and messages via email. Example: Y
  • Address 1
    The employee's address. This is required for the employee to appear on the Workforce Planning map. Example: 1234 Main St
  • Address 2
    The employee's address. Example: Suite 320
  • City/Town
    The employee's city. This is required for the employee to appear on the Workforce Planning map. Example: Kansas City
  • State/Province 
    The employee's state abbreviation code, formatted with all uppercase letters. This is required for the employee to appear on the Workforce Planning map. Example: MO
  • Postal Code
    The employee's postal code (for US Customers). This is required for the employee to appear on the Workforce Planning map. Example: 62113
  • Country
    The employee's country, formatted as a standard country code. Example: US
  • Date of Birth (MM/DD/YYYY)
    The employee's date of birth. Example: 26/01/1980
  • Gender (M/F)
    The employee's gender. Example: M
  • Emergency Contact Name
    The name of the employee's emergency contact. Example: Jane Smith
  • Emergency Contact Relationship
    The relationship between the employee and their emergency contact. Example: Spouse
  • Emergency Contact Phone Number
    The phone number of the employee's emergency contact.
    For the US and Canada, phone number format is XXX-XXX-XXXX. Example: 913-555-8225
    For countries outside of US and Canada, a country code must be entered. Example: +64 21 345 687 
  • Emergency Contact Email
    The email address for the employee's emergency contact. Example: test@test.com

Projects

Show/Hide Fields  

Required fields:

  • Project Name
    The name of project. Hyphens, apostrophes, ampersand and periods are accepted. Example: Acme Stadium
  • Group ID(s)
    The group(s) the projects are a part of. The ID must match Group ID in the 'Group' tab exactly. Example: KS
    If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA 
    If the job title belongs to all groups, type 'All'. Example: All
  • Status (active, pending, inactive)
    The status of the project. Example: active.
  • Project Number
    The tracking number for the project. Hyphens (-) accepted. Example: AC2997

Optional fields:

  • Project Color (HEX value)
    The HEX value associated with the Job Title. Example: #FFA500
 Tip
Some customers color code their projects by Project Manager, Customer, Project Type, etc.
  • Address 1
    The job site's address. This is required for the project to appear on the Workforce Planning map. Example: 1234 Main St
  • Address 2
    The job site's address. Example: Suite 320
  • City/Town
    The job site's city.This is required for the project to appear on the Workforce Planning map. Example: Kansas City
  • State/Province 
    The job site's state abbreviation code, formatted with all uppercase letters. This is required for the project to appear on the Workforce Planning map. Example: MO
  • Postal Code
    The job site's postal code (for US Customers). This is required for the project to appear on the Workforce Planning map. Example: 62113
  • Country
    The job site's country, formatted as a standard country code. Example: US
  • Time Zone
    The time zone of job site. Example: America/Chicago
    Additional Options:
    America/Chicago 
    America/Los_Angeles
    America/New_York 
    America/Denver 
    Australia/Brisbane
    Australia/Sydney 
    Australia/Adelaide 
    Australia/Darwin 
    Australia/Perth 
    Pacific/Auckland
  • Default Daily Start Time (XX:XX AM/PM) 
    The default time assignments start on this project. Example: 07:00 AM
  • Default Daily Stop Time (XX:XX AM/PM) 
    The default time assignments stop on this project. Example: 03:30 PM
  • Estimated Start Date* (MM/DD/YYYY)
    The estimated start date of the project. Example: 22/02/2021
  • Estimated End Date (MM/DD/YYYY)
    The estimated end date date of the project. Example: 25/08/2025
  • Average Hourly Tender Rate (XX or XX.XX)
    The the estimated average hourly rate? Example: 25.10
  • Percentage Complete
    Current percentage complete of the project. Example: 95
  • Customer
    The customer of the project. Example: ACME Construction Co
  • Project Type
    The type of project. Example: Commercial