Monitored Resources

Monitored Resources is Procore's time-based Forecast to Complete method: a person or piece of equipment on a budget line, with a rate, dates, and utilization, that Procore draws down as the job runs. Procore edits them one budget line at a time. This tool puts every resource on the project in one sheet.

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What it does

• Pull every monitored resource on the project into one sheet, sorted by budget code
• Add resources by picking a budget code and a resource from a dropdown. Rate, utilization, and unit of measure fill in from the Resource Library
• Fill down dates, rates, or utilization across many rows at once
• See Procore's calculated unit cost, forecast to complete, and planned cost recompute in the sheet
• Sync creates, updates, and deletes. Only changed rows are sent

The math is Procore's. Calculated unit cost is utilization times unit cost. Forecast to complete is that times the units remaining, which Procore supplies. Sandspit multiplies and never re-implements the draw-down.

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Prerequisites

• The Sandspit Excel add-in installed and signed in, with a project selected
• Standard or Admin on the project's Budget tool. The task pane shows Needs Standard on Budget otherwise
• A budget line for every code you want to put a resource on. Unbudgeted codes are left out of the dropdown because Procore rejects them
• Optional but worth doing first: a Resource Library for the project, so resources are picked from a list with defaults instead of typed

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Pull the resources

1. Open Monitored Resources from the task pane home
2. Choose a Budget view
3. Enter a Forecast start date. Procore uses it to work out units remaining on each resource
4. Click Pull from Procore

Sandspit writes the Monitored Resources sheet, a protected Monitored Resources Context sheet, and fills the shared Picklists sheet with budget codes and library resources. The task pane shows the view, the pull time, and the forecast start date.

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The sheet

Column	Editable	Notes
Budget Code	New rows only	Dropdown. Locked on pulled rows. Sub job shows as a prefix
Budget Description	No	Fills from the budget code, or pick it and the code fills
Resource	Yes	Dropdown from the Resource Library, filtered to the line's cost code. Free text is also accepted
Start Date, End Date	Yes	YYYY-MM-DD
Unit of Measure	Yes	weeks or months
Unit Cost	Yes	Cost per week or per month
Utilization	Yes	Shown as a percentage. 0.75 displays as 75%
Calculated Unit Cost, Forecast to Complete, Planned	Computed	Procore's formulas, live in the sheet
Sync Status, Sync Message	No	Written by Sandspit

Cells you change are highlighted against the pulled value. Procore IDs and the units-remaining figures live in hidden columns to the right. Leave them alone.

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Add and edit resources

To add a resource, use a blank row under the pulled rows. Pick the Budget Code, then pick the Resource. If it came from the library, unit of measure, unit cost, and utilization fill in. Set the start and end dates. The row syncs as a create.

To edit, change cells the way you would in any sheet. Fill a new rate down a column. Paste end dates from a schedule. Each changed row appears in the task pane under Review & sync.

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Delete a resource

Deleting a row in Excel does not delete the resource in Procore. The row is simply gone from the sheet and comes back on the next pull. To delete in Procore, add a column headed Action to the sheet and type delete on the row. The task pane shows it in red with the message Deletes [resource] from Procore. This cannot be undone from here, and you must tick Confirm delete before sync is enabled.

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Review and sync

The task pane sorts changes into Needs attention, Ready to sync, and No action needed. New rows expand to show every value that will be sent. Updated rows show before and after. Any error blocks the sync, so fix flagged rows first.

1. Click Sync 6 changes to Procore
2. Rows are sent one at a time with live progress. A Procore rate limit pauses the run instead of failing it. Cancel sync stops after the current row
3. On Sync complete, Sandspit re-pulls so the sheet matches Procore, including the recalculated forecast figures

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Refresh

The refresh button on the status card pulls current resources and rewrites the sheet. With unsynced edits, the task pane asks first: Refreshing pulls the latest from Procore and discards your changes to the sheet. Continue? Use Clear changes to restore pulled values without a round trip. Use Change budget view and start date to move the forecast start date, which changes units remaining on every row.

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Troubleshooting

• "Budget Code is locked for existing Procore monitored resource rows": you changed the code on a pulled row. Refresh to restore it. To move a resource, add a new row and delete the old one
• "Forecast resource is missing, archived, or belongs to another project": the library entry behind this row changed. Click Refresh resources
• The Resource dropdown is empty for a row: no library resource carries that line's cost code. Type the name, or add the resource to the library with that cost code
• "Unit of measure must be weeks or months": Procore accepts nothing else
• "Forecast budget view must match": Manual Forecast was pulled under a different view. Use Switch workbook view and re-pull
• "Sent to Procore, but the reply was lost": pull again. The row shows whether the resource was created