Avoid These Common Procore Project Setup Mistakes

Procore adoption can be transformative for construction teams but only if projects are set up correctly from the start. Many issues companies face with Procore aren’t software problems at all; they’re setup and workflow challenges. Here are the most common Procore project setup mistakes and how to avoid them.

Mistake #1: Treating Procore Like a File Storage System

Many teams upload their existing folder structures directly into Procore, including folders for submittals, change orders, and contracts.

Why this is a problem: Procore already has dedicated tools for these processes. Duplicating them in the Documents tool creates parallel workflows and increases the risk of errors.

Best practice: Use Procore’s built-in tools for managing processes, and reserve Documents for general project files.

Mistake #2: Incomplete Project Information

Skipping details during project creation might seem harmless but it can cause issues later.

Missing or incorrect project data can impact:

• Reports
• Scheduling
• Financial tools
• Communication logs

Best practice: Fully complete all project fields at creation, even if some details seem minor.

Mistake #3: Poorly Organized Drawings and Specifications

Uploading drawings or specs without processing them through the correct Procore tools eliminates many of Procore’s biggest advantages.

Best practice: Always upload drawings through the Drawings tool and specifications through the Specifications tool to enable auto-naming, version tracking, and discipline organization.

Mistake #4: Undefined Roles and Responsibilities

When everyone assumes someone else is handling setup tasks, things fall through the cracks.

Best practice: Clearly define ownership for:

• Project setup
• Directory management
• Document control
• Financial tools

Procore works best when setup is a team effort – not a one-person job.

Mistake #5: Ignoring Permissions Until There’s a Problem

Users often discover permission issues only after they can’t access a tool they need.

Best practice: Review permission groups early and confirm that each role has the access required to perform their responsibilities.

Mistake #6: Trying to Force Old Workflows Into Procore

Procore isn’t meant to replicate spreadsheets, email chains, or legacy project management systems.

Best practice: Adapt your workflows to Procore not the other way around. This often requires training, updating your standard operating procedures, and ensuring that everyone is on the same page for a process.

When to Get Help

Transitioning to Procore is a big step for many construction companies. An outside perspective can help identify inefficiencies, streamline workflows, and ensure your team gets the most value from the platform.

ZenTek Procore Consulting & Training

ZenTek Consultants is a trusted partner for Procore consulting, implementation, and training. We help teams:

• Design efficient Procore workflows
• Set up projects, permissions, and tools correctly
• Train teams to confidently adopt Procore

A well-set-up Procore project doesn’t just support construction it supports long-term success, from preconstruction through closeout and beyond.