Bulk add and edit Procore monitored resources from Excel
Have you ever staffed a two-year job by opening fifty labor lines one at a time?
Monitored resources live inside each labor budget line with no bulk entry. Add and update every resource on the project from one sheet, with rates pre-filled.
Procore’s monitored resources are entered one budget line at a time, with the role typed as free text every time. Build a library of roles with default rates once, pull every resource on the project into one sheet, add people by picking a budget code and a role from a dropdown, fill the dates down, and sync. Rates and dates are updated the same way each month.
Build the resource library once
Open Resource Library in the Sandspit task pane and pull it. Add a row per role or piece of equipment your team reuses: Senior Project Manager, Field Engineer, Office Trailer Rental. Give each a unit of measure, a default rate, a default utilization, and the labor cost code it belongs on. Sync to Sandspit.
Watch out: Procore has no resource catalog. Every monitored resource there is free text, which is why the same role ends up spelled three ways on one job.
Pull the project’s monitored resources
Open Monitored Resources, choose the budget view and a forecast start date, and click Pull from Procore. Every resource on every budget line lands on one sheet with its dates, rate, utilization, and Procore’s calculated forecast columns.
Add the people in one pass
In a blank row, pick the budget code, then pick the resource from the dropdown. It is filtered to the library entries for that line’s cost code, and picking one fills the unit of measure, rate, and utilization. Set the start and end dates. Repeat, or paste a staffing plan and fill the dates down.
Update rates and dates in bulk each month
When a rate changes, fill it down the rows that share it. When the schedule slips, paste the new end dates. Cells you change are highlighted, and Procore’s forecast to complete recalculates in the sheet from the units remaining.
Watch out: to remove a resource from Procore, add an Action column and type delete on the row. Deleting the Excel row alone does nothing.
Review and sync
The task pane lists new rows with every value that will be sent, and changed rows with before and after. Confirm any deletes, then click Sync. Rows go one at a time with live progress, and Sandspit re-pulls when it finishes so the forecast columns match Procore.
Why staffing a job in Procore is slow
A long job has fifty or more labor cost codes, often across sub jobs. Each one needs its resources: who, from when to when, at what weekly rate, at what utilization. Procore stores that inside each budget line, so standing up the forecast means opening fifty lines, and maintaining it means opening them again every month as people and dates change.
Because the role is free text, the same person is "PM" on one line, "Project Manager" on the next, and "Proj Mgr" on a third. Nobody can report on it.
What changes with a library and a flat sheet
- Roles become a list. Pick from approved entries with defaults, instead of retyping.
- Every resource in one place. All cost codes, all sub jobs, one table.
- Excel does the bulk edit. Fill dates and rates down. Procore’s math recalculates in the sheet.
- Creates, updates, and deletes sync in one pass, with review first.
Frequently asked
What are monitored resources in Procore?
One of the Forecast to Complete methods on a budget line. A resource has a start and end date, a unit cost per week or month, and a utilization. Procore multiplies them and draws the forecast down as the job progresses. They live inside each budget line and are entered one at a time.
Does the library live in Procore?
No. Procore has no resource catalog, so the library is stored by Sandspit per project. Procore only ever receives the resource name you put on a monitored resource. That is also why a name typed by hand still works.
How is utilization entered?
As a percentage in the sheet. Seventy-five percent shows as 75%, and the cell holds 0.75, which is what Procore stores.
Can I delete a resource from Excel?
Yes, by adding a column headed Action and typing delete on the row. The task pane shows it in red and asks you to confirm before sync. Simply deleting the row in Excel leaves the resource in Procore.
What permission do I need?
Standard or Admin on the project’s Budget tool for Monitored Resources. The Resource Library needs no Procore permission, and by default any project user can edit it.
Procore Project Financials, Forecast to Complete with Monitored Resources. Needs Standard on the Budget tool.
Step-by-step mechanics, every column, and every error message are in the documentation.
