Equipment User Guide
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Table of Contents
- Welcome
- Add and Remove Equipment
- Inspect Equipment
- Enter Time for Equipment
- View Equipment Hours in your Project's Budget
- Generate and Print QR Codes
- View Project Equipment
Overview
In Beta
This feature is currently available to select customers through a beta. If you would like to participate in the beta, reach out your Procore point of contact.The Equipment tool helps you manage your company's equipment for your job sites. Whether owned or rented, Procore's Equipment tool ensures all machines are optimally used and effectively managed from arrival to departure.
This guide walks you through how to use Equipment in your project's Timesheets and Budget.
If you haven't yet created your equipment records, you'll first want to follow the steps in the Equipment Setup Guide.
Add and Remove Equipment
In Beta
This feature is currently in beta.
Objective
To add or remove equipment from projects in the project's Equipment tool.
Background
After Equipment is created in your company's Equipment tool, you can add or remove equipment from your project. Equipment can be used in Inspections, Timesheets, and your Budget.
Steps
- Navigate to the project's Equipment tool.
- Click Add and select Add from Company Register.
- Mark the checkboxes for the equipment you want to add.
- Clear the checkboxes for the equipment you want to remove.
- Click the Add.
See Also
Create Inspection (Web)
- Navigate to the Project level Inspections tool.
- Click + Create.
Note: If your company does not yet have Company level inspection templates set up, you will first need to create an inspection template before this button will be active.
- Select Inspection.
- Select a default inspection template from your list of templates from the drop-down menu.
Note: You cannot use a template that you have not yet added to your project. See Add an Inspection Template to Your Project. - You will notice that there are fields to fill out that are specific to your project. Enter the relevant information into these fields:
- Name: The inspection's name is set in the Company level template and cannot be edited at the Project level. Reference the number, location or date on the log page to differentiate your inspections.
- Number (#): You can classify your inspection items using alphanumeric characters and symbols. For example, you may use '42', '42.1', '42.3', or alphanumeric codes such as 'SF-1-001', 'SF-1-002'.
- Type: Inspection types are managed in the Company level Inspections tool. See Create an Inspection Type.
- Status: By default, the status field will be set to 'Open'. You can change this to fit your needs.
Note: An inspection's status should be set to 'Open' when someone begins performing the inspection. It should remain open until there are no more deficient items on the inspection. At this point, you should change the status to 'Closed' to indicate that no further action is needed. - Trade: Edit or add a trade related to your inspection.
Note: If you do not have trades added to your company, the 'Trade' field will appear as an empty field. You will need to add these to your company before you can fill this field out. See Add or Delete Trades.
Note: Click the X next to the item you selected to delete the field. - Location: Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as to where on the site the contractor will be working at the second tier.
- Distribution: Add 'Standard' and 'Read Only' users to the distribution list to give them access to view a private inspection in the project.
Note: Notifications for users in a distribution list are managed in Advanced Settings. See Configure Advanced Settings: Project Level Inspections. - Private: Mark the checkbox next to Private to hide the inspection from anyone except for the 'Point of Contact', 'Assignee(s)', members added to the inspection's distribution list and 'Admin' level users on the project's Inspections tool.
- Spec Section: Reference the specific contract documents or section of the specification book that's related to the inspection by choosing from the drop-down menu.
Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool, and it will display as a link upon saving the inspection. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool.
Note: Click the X next to the item you selected to delete the field. - Description: Add or edit a description of the inspection for your project.
- Attachments: Attach any relevant files from your computer, the project's Photos tool, the project's Drawings tool, the project's Forms tool, or the Project level Documents tool to your inspection for those performing the inspection can reference.
Note: See Add a Photo to an Inspection so that it Populates in the Photos Tool. - Inspection Date: Select the date the inspection will be performed.
- Due Date: Select the date the inspection needs to be completed.
Note: If an inspection becomes overdue, users will receive 2 emails. One on the day the inspection deemed overdue, and another the following day, if the inspection is still overdue. - Assignee(s): Select the people who are performing the inspection. By default, Procore will populate this with the creator's name.
- Responsible Contractor: Select the company that performed the work to be inspected. If you selected a point of contact before this, you will only be able to choose from the contractor that point of contact is associated with.
Note: If you do not have any contracting companies added to your Directory, the 'Point of Contact' drop-down menu will appear empty. You will need to go into your Project level Directory to add a contractor and associate a contact with it before you can add in this field.
Note: Click the X next to the item you selected to delete the field. - Point of Contact: Select the person from the point of contact's group who performed the work to be inspected. If you selected a 'Responsible Contractor' before this, you will only be able to choose the company the point of contact is associated with.
Note: If you have a contractor added to your Directory that doesn't have a contact associated with it, the 'Point of Contact' drop-down menu will appear empty. You will need to go into your Project level Directory to associate a contact with your responsible contracting company before you can add in this field. Only users with 'Standard' level permissions or above on the Observation tool may be listed as the Inspection's 'Point of Contact'.
Note: Click the X next to the item you selected to delete the field.
- Optional: Under Inspection Items Preview, review the inspection items and their response options.
- Click Create.
Perform Inspection (Web)
Tip
To save time, use the TAB and ENTER keys on your keyboard to switch between sections and buttons.
- When you press TAB, it will save your input and move to the next section or button.
- When you press ENTER, it will activate the button you are on.
- Navigate to the Project level Inspections tool.
- Click View next to the inspection you want to perform.
Note: You will notice a number after the title of your inspection. This number denotes the number of the type of inspection you are performing. - Scroll down to the 'Inspection Items' section. Respond to the items or sections according to their response option.
Note: Each inspection item has an activity feed that includes the following information: Response Changes, Attachments, Photos, Comments, and Observations. - Based on your response, some inspection items may require you to add a photo or an observation.
Note: If you are required to add a photo, you will be allowed to attach a photo. If you are required to make an observation, the tool will allow you to create an observation. - If you are performing an inspection that includes a section that is no longer applicable to the project, toggle the Mark section as N/A on to mark all inspection items in that section as N/A. Any previously marked inspection items in that section will be overridden with N/A, and the section will be collapsed. Expand the section again by clicking the caret on the right, or turn off the toggle by clicking it again. This gives the items in a section no status, and the history will reflect the status changes.
- Optional: Add comments to an inspection item.
- Optional: Add attachments to an inspection item.
- Optional: Create an observation from an inspection.
- As you perform the inspection, the wheel at the top of the page will provide a breakdown of your responses.
Create Inspection (iOS)
- Open the Procore app on an iOS mobile device and select a project.
Note: This loads the Tools screen for the project. - Tap the quick create icon and select Inspection.
OR
Tap the Inspections tool and tap the create icon. - Tap the template you want to use for the inspection.
Note: Inspection templates are created by users with 'Admin' permissions to the Company level Inspections tool. If none appear here, contact an Inspections Admin user to have them Create a Company Level Inspection Template or Add Inspection Templates to Your Project. - Tap into the following fields to add the appropriate information:
- Status: Select the status of the inspection. New inspections are in 'Open' status by default.
Note: An inspection's status should be set to 'open' when someone begins performing the inspection. It should remain open until there are no more deficient items on the inspection. At this point, you should change the status to 'closed' to indicate that no further action is needed. - Add Attachments:
- Camera: Tap to open your device's camera and take a photo to add to the inspection.
- Photos: Tap to select an image from your device's photo library or Procore Photos. After you select the photos, click Add or Done.
- Files: Tap to select a saved file from your device's files.
- Trade: Select a trade related to your inspection.
Note: If you do not have trades added to your company, the 'Trade' field will appear as an empty field. You will need to add these to the Company level Admin tool before you can fill this field out. See Add or Delete Trades. - Inspection Date: Select the date the inspection is taking place.
- Due Date: Select the date the inspection needs to be completed by.
- Assignees: Select one or more assignees that will be responsible for the inspection.
- Location: Select a location associated with the inspection.
Note: You can also scan a location's QR code to enter a location:- Tap the QR code icon in the upper right on the Locations menu.
- Point the camera of your device to the QR code to scan it.
Procore automatically scans your location and adds it to the inspection.
- Responsible Contractor: Select the company that performed the work to be inspected.
Note:- If you selected a point of contact before this, you will only be able to choose from the contractor that point of contact is associated with.
- If no contracting companies exist in the project's Directory, you will not be able to select a 'Point of Contact'.
- Point of Contact: Select a person to be the point of contact for the inspection. If you selected a 'Responsible Contractor' before this, you will only be able to choose a contact who is associated with that company.
Note: Only users with 'Standard' level permissions or above on the Observation tool may be listed as the Inspection's 'Point of Contact'. - Specification Section: Select a specification section to associate with the inspection.
- Private. Move the toggle to the ON or OFF position. Private inspections are only visible to the 'Point of Contact', 'Assignee(s)', members added to the inspection's distribution list, and 'Admin' level users on the project's Inspections tool.
- Description: Enter a description of the inspection.
- Status: Select the status of the inspection. New inspections are in 'Open' status by default.
- Tap Create.
Perform Inspection (iOS)
- Navigate to the project's Inspections tool using the Procore app on an iOS mobile device.
- Tap the inspection you want to perform.
- Complete the item with the appropriate response.
Note: Based on your response, some inspection items may also require you to add a photo or an observation. - Optional: Tap the info icon for an inspection item to perform additional actions.
- Tap Comment to add a comment and then tap Save.
- Tap Photo to either take a new photo or select an existing one from your device to attach to the item.
- Tap Observation if you want to create an observation. See Create an Observation from an Inspection (iOS).
Create Inspection (Android)
- Open the Procore app on an Android mobile device and select a project.
Note: This loads the Tools screen for the project. - Tap the quick create icon and select Inspection.
OR
Tap the Inspections tool and tap the create icon. - Tap to select a template you want to create an inspection from.
Note: Inspection templates are created by users with 'Admin' permissions to the Company level Inspections tool. If none appear here, contact an Inspections Admin user to have them Create a Company Level Inspection Template or Add Inspection Templates to Your Project. - Tap into the following fields to enter information as appropriate:
- Trade: Select trade related to the inspection.
Note: If trades have not been added in the Company level Admin tool, the 'Trade' field will appear as an empty field. Trades can be added by users with 'Admin' permissions to the Company level Admin tool. See Add or Delete Trades. - Inspection Date: Select the date the inspection was or will be performed.
- Due Date: Select a date that the inspection needs to be completed by.
- Inspectors: Select one or more inspectors who will be responsible for the inspection.
Note: If you do not have any contacts added to your Directory, the 'Inspector(s)' field will appear as an empty field. You will need to go into your Project level Directory add users to it before you can add in this field. If you add in a name, it will not be saved. - Location: Select a location associated with the inspection.
Note: You can also scan a location's QR code to enter a location.- Tap the QR icon in the top right corner.
- Point the camera of your device to the QR code to scan it.
Procore scans it automatically and add the location to the inspection.
- Responsible Contractor: Select the company that performed the work to be inspected.
Note:- If you selected a point of contact before this, you will only be able to choose from the contractor that point of contact is associated with.
- If no contracting companies exist in the project's Directory, you will not be able to select a 'Point of Contact'.
- Point of Contact: Select a person to be the point of contact for the inspection. If you selected a 'Responsible Contractor' before this, you will only be able to choose a contact who is associated with that company.
Note: Only users with 'Standard' level permissions or above on the Observation tool may be listed as the Inspection's 'Point of Contact'. - Spec Section: Reference the specific contract documents or section of the specification book that's related to the inspection by choosing from the spec section selector.
Note: If the Specifications tool is enabled on the project, the selections in this menu are populated with the spec sections from that tool, and it will display as a link upon saving the inspection. If the Specifications tool is disabled on the project, the selections in this menu are populated with values from the project's Admin tool. - Description: Tap to enter a description of the inspection for your project.
- Private: By default, inspections are not private. Tap the toggle ON if you want to set the inspection to Private.
- Attachments: Tap to attach a file or photo to the inspection.
- Files from Device: Select if you want to attach a file from your device's Files.
- Photos from Device: Select if you want to attach a photo from your device's Gallery.
- Photos from Procore: Select if you want to attach a photo from the project's Photos tool.
- Camera: Select if you want to take a new photo to attach.
- Inspection Items: Tap to view inspection items that have been carried over from the inspection template. These items are not editable.
- Trade: Select trade related to the inspection.
- Tap Create.
Perform Inspection (Android)
- Navigate to the project's Inspections tool using the Procore app on an Android mobile device.
- Tap the inspection you want to perform.
- Complete the status of each item by tapping the appropriate response (e.g. Pass/ Safe , Fail/ At Risk , or N/A ).
Note: Some items may require you to select from a custom response set or respond in the form of text, date, or number entry. - Based on your response, some inspection items may also require you to add a photo or an observation.
- Optional: Add comments or attachments to an inspection item.
- Tap the inspection item.
- Tap the Attachmenticon to add a file or tap into the text box to add a comment.
- Tap Save.
Create a Timesheet
Background
In Procore, timecards and timecard entries are used to log the number of hours employees and workers spend doing work on a construction project. Each day, you will create a new daily timesheet. A daily timesheet contains the individual timecard entries submitted by your employees and workers for a specific date. By default, Procore's timecard entries track the work's cost code, work location, number of hours worked, time type (for example, regular or overtime), and mark whether or not the entry's hours are billable. A tool administrator also has the option to configure your project's timesheets to capture timekeeping data such as classifications and sub-jobs.
Things to Consider
- Required User Permissions
- A user must be selected to add equipment.
Steps
- Navigate to the project's Timesheets tool.
- Select the date for which you want to create a timesheet. You can use the arrows to navigate day-by-day or select using the drop-down calendar control.
- Click Create and select New Daily Timesheet from the drop-down list.
Tip
You can also use these options to create a new daily timesheet:
- To create a new timesheet from a previous daily timesheet, see Copy a Previous Timesheet.
- To create a new daily timesheet and update its timecard entries bulk, see Bulk Enter Timecard Entry.
- Mark the checkbox(es) for the employees you want to create a timesheet for.
Notes
- To appear in this list, the person must be added to a Directory and a checkmark must appear in the 'Is Employee of <Your Company>' box on their profile. For more information on how to check for this setting in a user's profile, see Edit a User Account in the Project Directory.
- Employees who are only entered in the Company Directory can be selected if the 'Can Company Employees be Tracked on all Projects?' setting is enabled. See Configure Advanced Settings: Company Level Timesheets.
- With the setting "Employees Can Be Tracked On All Projects" enabled, you must have at least 'Read Only' permissions on the Company Directory tool to see all employees and workers.
- To select a crew, a crew must first be created in the Crews tool. See Create a Crew.
- Click Equipment.
- Mark the checkbox(es) for the equipment you want to create a timesheet for.
Note
To appear on this list, equipment records must be created in the company's Equipment tool and assigned to your project. See Equipment Setup Guide. - Click Add.
- Enter the time entry information for each employee.
- Enter the time entry information for each piece of equipment.
- Review the summary for the timesheet's hours, and the daily and weekly hours across all projects.
- Click Submit or Submit and Add Quantities to add the quantities to your timesheet.
Note: You can only add quantities if quantities have been uploaded to your project. See Add Quantities to a Timesheet.
Overview
To see equipment hours in your budget, you must create a budget view with the 'Equipment Timecard Hours' column. We recommend using the Labor Productivity Cost view as it contains the most relevant columns, and adding Equipment Timecard Hours to that view.
About the Labor Productivity Cost View
The 'Procore Labor Productivity Cost' budget view provides project teams with the ability to include production quantities on the project's budget. See What are 'production quantities'? Building off the Real-Time Labor Costing feature, the 'Procore Labor Productivity Cost' budget view is designed to provide self-performing and specialty contractors with the ability to gain greater insight into your project's production rates to make better decisions that maximize profit margins. With this release, you can:
- Add and import production units to a project's budget in Procore's Financial Management tools: Budget, Change Events and Change Orders.
- Collect production units from field personnel with Timecard Entries in the Daily Log and both the Timecards and Timesheets tools.
- Track and compare budgeted production units to installed production units using Procore's Budget and Reports tools.
By default, Procore provides its users with a standard 'Procore Labour Productivity Cost' budget view, which is available to your company's Procore Administrator in the Company level Admin tool.
Example
Procore Labour Productivity Cost Budget View in the Budget Tool
The illustration below shows you the recommended layout for the 'Procore Labour Productivity Cost' budget view, as it will look when applied to your project's Budget tool.
Default Columns
The following table details the default columns provided with the 'Procore Labour Productivity Cost' budget view. In the Description column, the following symbols represent the operator for a calculation:
- add (+)
- subtract (-)
- multiply (*)
- divide (/)
Column Name | Column Type | Column Format | Column Description | Column Configuration |
---|---|---|---|---|
Revised Budget | Calculated | Currency | Shows the Original Budget amount, plus the Budget Change amount, plus the Approved COs amount. | Original Budget Add (+) Budget Changes Add (+) Approved COs |
Direct Costs | Source | Currency | Shows the Direct Costs amount. | Source Category: Direct Costs Source: Direct Costs Source Filtering: Status = Pending, Revise and Resubmit, Approved |
Direct Costs Unit Cost | Source | Number | Shows the actual cost per unit for direct costs. | Direct Costs Divide (/) Direct Costs Unit Qty |
% Budget Complete | Calculated | Percent | Shows how much of the current budget amount for the budget line item is estimated to be used based on the real-time labour hours and actual labour cost. | Estimated Cost w/ Timesheet Hours Divide (/) Revised Budget |
Projected Labour Cost at Completion | Calculated | Currency | Shows the projected labour cost at completion for the budget line item. | Projected Hours at Completion Multiply (*) Direct Costs Unit Cost |
Projected Labour Cost Over/Under | Calculated | Current | Shows the Revised Budget minus the Projected Labour Cost at Completion. | Revised Budget Subtract (-) Project Labour Cost at Completion |
Revised Budgeted Unit Qty | Calculated | Number | Shows the Budget Production Qty plus the Approved COs Production Qty. | Budget Unit Qty Add (+) Approved CO Units |
Budget UOM | Standard | n/a | Shows the Unit of Measure (UOM) for the budget line item. | n/a |
Timesheet Hours 1 | Source | Number | Shows all Timecard Entry Hours. You can optionally apply Status filters to narrow the data in the view. | Source Category: Timecard Entry Hours Source: Timecard Entry Hours Filtering: None |
% Hours Used | Calculated | Percent | Shows how much of the current budget unit qty (labour hours) have been used based on time submitted in Procore. | Timesheet Hours Divide (/) Revised Budget Unit Qty |
Earned Hours | Calculated | Number | Shows the number of labour hours earned (merited) based on the work produced to date for that cost code. |
Revised Budget Unit Quantity |
Projected Hours at Completion | Calculated | Number | Shows the estimated labour hours needed to complete production for the cost code based on the work produced to date. | Timesheet Hours Divide (/) % Complete Production |
% Complete Production | Calculated | Percent | Shows the percentage of the production quantity has been installed to date of the current budgeted production quantity for the cost code. | Actual Qty Installed Divide (/) Revised Budgeted Production Qty |
Production UOM | Source | n/a | Shows the UOM for the budgeted production quantity (i.e., for the cost code on the line item). | Source Category: Production UOM Source: Budgeted Production UOM Source Filtering: n/a |
Revised Budgeted Production Rate | Calculated | Number | Shows the actual budgeted production rate based on labour hours and installed quantities to date. | Revised Budgeted Production Qty Divide (/) Revised Budget Unit Qty |
Actual Production Rate | Calculated | Number | Shows the actual budgeted production rate based on labour hours and installed quantities to date. | Actual Qty Installed Divide (/) Timesheet Hours |
Variance Production Rate | Calculated | Number | Shows the difference between the current budgeted production rate and the actual production rate. A positive number indicates you are performing faster than expected. A negative number indicates you are performing slower than expected. | Actual Production Rate Subtract (-) Revised Budgeted Production Rate |
1 The 'Labor Productivity Cost' budget view is only available to customers using Procore's Field Productivity tools. However, the 'Timesheet Hours' column can be added to other budget views. To learn how to add the column, see Can we import our third-party timecard entries to work with the 'Timesheet Hours' column in Procore's Budget tool?
Create a New Budget View
- Required User Permission:
- To add or edit a budget view, 'Admin' on the Company Admin tool.
Note: Your company's Procore account must be using Procore's Project Financials and Field Productivity tools.
- To add or edit a budget view, 'Admin' on the Company Admin tool.
- Navigate to the Company Admin tool.
- Under Tool Settings, click Budget.
- Click Set Up New Budget View.
- Under Standard Views, highlight Procore Labor Productivity Cost.
- Click Create.
- Name your view as follows:
- View Name. Enter a name for your new view. In this example, we named it: Labour Productivity Cost
- View Description. Enter a description for your view. In this example, we entered: Recommended view for labour cost productivity report
- Click Configure Columns. This opens the Configure Columns window pictured below. From this point, continue with the next step to Add the Equipment Time Column.
Add Equipment Time Column
Steps from the Configure Columns window… | Settings |
---|---|
|
Preview the Budget
After closing the Configure Columns window, the system returns you to the new budget view's window. Under Column Configuration, you can get an idea of how your budget view will look in Procore by selecting a project from the Preview with Project drop-down list.
Assign the Budget View to a Procore Project
After previewing your budget view and determining that it suits your business needs, you can assign it one or more Procore projects.
-
- Place a checkmark in the box next to one or more of the following options:
- All Projects Selected. This assigns the new budget view all of your Procore projects.
- All Projects Using ERP Direct Costs. This assigns the new budget view to projects using the ERP Direct Costs budget view.
- All Projects Using Procore Direct Costs. This assigns the new budget view to projects using the project level Direct Costs tool.
- [Individual Projects]. This assigns the new budget view to only the project(s) that you select.
- Click Done.
Apply the Budget View to your Budget
- Navigate to the project's Budget tool.
- Select a budget view from the View list. For a view to appear in this list, your Procore Administrator must complete the steps to Assign a Budget View to a Project.
Notes
- Procore provides company accounts with a number of standard views that can be used.
- Your company's Procore Administrator can also create new views and customize existing ones using the Company Admin tool. For instructions, see Set up a New Budget View.
Generate and Print QR Codes
Print a Single QR Code
- Navigate to the company or project's Equipment (Beta) tool.
- Hover over the equipment record and click the QR code icon.
- To download a CSV and create your QR codes outside of Procore, click Download CSV.
OR
Select the 'Page Size' and 'Format Options'.- Click Print.
- In the Print window, click Print.
Bulk Print QR Codes
- Navigate to the company or project's Equipment tool.
- Mark the checkboxes for the equipment records you want to generate QR codes for.
- Click the QR code icon.
- To download a CSV and create your QR codes outside of Procore, click Download CSV.
OR
Select the 'Page Size' and 'Format Options'.- Click Print.
- In the Print window, click Print.
View Equipment Details (Web)
Scan Equipment QR Codes (iOS)
- Navigate to the Equipment (Beta) tool using the Procore app on an iOS mobile device.
- Tap the QR code icon.
- Point your camera toward the QR code.
The QR code will be scanned and show the equipment details.
View Equipment Details (iOS)
- Navigate to the Equipment (Beta) tool using the Procore app on an iOS mobile device.
- Tap the equipment record to view details.
Scan Equipment QR Codes (Android)
- Navigate to the Equipment (Beta) tool using the Procore app on an Android mobile device.
- Tap the QR code icon.
- Point your camera toward the QR code.
The QR code will be scanned and show the equipment details.
View Equipment Details (Android)
- Navigate to the Equipment (Beta) tool using the Procore app on an Android mobile device.
- Tap the equipment record to view details.