Resource Library

Procore has no catalog of resources. Every monitored resource is typed as free text, so "Project Manager", "PM", and "Proj. Mgr" end up on the same job. The Resource Library is a per-project list you curate once. It becomes the dropdown in Monitored Resources, with the rate and utilization pre-filled.

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What it does

• One list per project of the people, roles, and equipment your team reuses
• Each entry carries a unit of measure, a default unit cost, a default utilization, and optionally a cost code
• Entries appear as a dropdown when adding Monitored Resources, filtered to the budget line's cost code
• Archive entries you no longer want offered. Existing monitored resources keep their name

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Prerequisites

• The Sandspit Excel add-in installed and signed in, with a project selected
• No Procore permission is needed. By default any project user can edit the library. A company can restrict editing to named managers, in which case everyone else sees a read-only sheet

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Pull the library

1. Open Resource Library from the task pane home, under Picklists
2. Click Pull resources

Sandspit writes the Resource Library sheet with one row per entry and a blank row underneath for the next one. There is no budget view to choose. On a new project the sheet is empty and the task pane says Resource Library is ready.

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The sheet

Column	Notes
Name	Required. Clearing it on an existing row archives the entry
Cost Code	Optional dropdown. Controls which budget lines offer this resource
Cost Code Description	Fills from the cost code. Display only
Unit of Measure	weeks or months. Defaults to weeks
Default Unit Cost	Optional. Cost per week or per month
Default Utilization	Optional. Shown as a percentage. 1 displays as 100%
Sync Status, Sync Message	Written by Sandspit

Start and end dates are not in the library on purpose. They belong to each monitored resource, not to the role.

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Add, edit, and archive

• Add: type a name in the blank row. Set the unit of measure, and add a cost code and defaults if you want them pre-filled
• Edit: change any cell on an existing row
• Archive: clear the Name cell. The task pane asks you to tick Confirm archive before sync. Archived names can be reused

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Sync

Changes appear under Review & sync. Click Sync 3 changes to Sandspit. Sandspit saves, rewrites the sheet with the saved values, then refreshes the dropdown data that Monitored Resources depends on. Duplicate names in the same project are refused.

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How it feeds Monitored Resources

Every non-archived entry becomes an option in the Resource dropdown on the Monitored Resources sheet. If the entry has a cost code, it is offered only on budget lines with that cost code. Entries with no cost code are offered on lines that have no coded match. Picking an entry fills unit of measure, unit cost, and utilization on that row. An empty library never blocks Monitored Resources. Free-typed names still work, the way they do in Procore.

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Who can edit it

The default policy lets every project user manage the library. A company can switch a project to restricted, where only named managers can sync changes. Everyone else sees Read-only access with the note that a project manager controls the library. They can still refresh the sheet and use the entries in Monitored Resources. Contact [email protected] to change the policy or manager list.

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Troubleshooting

• "A resource named X already exists in this project": names are unique per project. Edit the existing entry instead
• "Unit of measure must be weeks or months": those are the only values Procore accepts on a monitored resource
• The tool shows "Needs Resource Library manager access": the project is restricted and you aren't a manager
• A new entry doesn't show in the Monitored Resources dropdown: refresh the Forecast picklists row in the Monitored Resources task pane, and check the entry's cost code matches the budget line