How to Properly Set Up a Project in Procore

Setting up a project correctly in Procore is one of the most important steps you can take to ensure a smooth construction lifecycle. A well-structured Procore project improves collaboration, reduces rework, and prevents downstream issues that can surface during closeout or even years later. In this guide, we’ll walk through the essential steps to properly set up a project in Procore, based on real-world best practices used by experienced project managers.

Why Project Setup in Procore Matters

Procore is a powerful construction project management platform, but its value depends heavily on how well it’s configured at the start. Incomplete project information, duplicated workflows, or poorly organized documents can create confusion, slow adoption, and increase risk.

A strong setup provides:

• A single source of truth for the entire project team
• Clear ownership and workflows
• Faster onboarding for internal and external users
• Fewer errors during construction and closeout

Step 1: Create the Project and Enter Complete Information

To create a project, select Create Project from the top-right menu in Procore. When filling out the project details, include as much information as possible:

• Project name and number
• Address and time zone
• Estimated value
• Start and end dates

Procore tools are interconnected. The more complete your project data is at the beginning, the more accurate and efficient downstream tools like RFIs, submittals, and change orders will be. You can modify many of these fields after project setup as well, should something change or you need to come back to it.

Step 2: Set Up the Directory and Document Structure

Once the project is created, focus on organizing people and files.

Directory Setup Add internal team members, owners, consultants, and subcontractors to the project directory. Assign appropriate roles and permissions early to avoid access issues later.

Documents Tool Best Practices Procore’s Documents tool allows easy drag-and-drop uploads from Windows Explorer or SharePoint. However, avoid recreating folders for processes that Procore already manages.

For example, do not create folders for:

• Submittals
• Change Orders
• Contracts

These already exist as dedicated Procore tools. Duplicating them in Documents can cause confusion and data inconsistency. Also, this is just extra work for employees to place these documents in specific folders because a manager or executive doesn’t want to conform to Procore’s standards or your Procore doesn’t have the proper reports setup.

Step 3: Upload Specifications Correctly

Navigate to the Specifications tool and upload your spec book as a new set.

Best practices include:

• Clearly naming the set (e.g., Bid Set, Issued for Construction)
• Entering correct issue dates
• Letting Procore process the document automatically

Once processed, Procore organizes specifications by CSI division, making them searchable and easy to reference throughout the project.

Step 4: Upload and Process Drawings

Next, upload drawings through the Drawings tool.

Procore will:

• Automatically detect sheet numbers and titles
• Organize drawings by discipline
• Flag sheets that require manual review

Large drawing sets may take time to process, but the payoff is significant—accurate drawing management saves hours during construction.

Step 5: Establish Clear Workflows and Responsibilities

One of the most common setup mistakes is assigning too much responsibility to a single person. Successful Procore projects rely on teamwork.

Define:

• Who uploads drawings and specs
• Who manages commitments and change orders
• Who oversees submittals and RFIs

If steps are consistently missed, it may be time to document a standardized project startup checklist.

Step 6: Verify Permissions and User Access

If tools or menus appear grayed out, it’s likely a permissions issue. Confirm that users are assigned to the correct permission groups by your Procore Administrator.

Proper permissions ensure users can perform their tasks without unnecessary roadblocks.

Final Thoughts

You can edit project information or re-upload drawings at any time in Procore but doing it right the first time is key. A complete and accurate baseline at project kickoff leads to better adoption, fewer issues, and stronger project outcomes.

How ZenTek Consultants Can Help

ZenTek Consultants works with construction teams to ensure Procore projects are set up correctly from day one. Our certified consultants help you:

• Configure projects using Procore best practices
• Align Procore tools with your real-world workflows
• Avoid costly setup mistakes that slow adoption

Whether you need help launching your first Procore project or refining an existing process, ZenTek provides expert Procore consulting, implementation, and onboarding support.

If your team is new to Procore or struggling to adapt existing workflows, expert guidance can make all the difference.