Set up Procore monitored resources on a new project from Excel
Have you ever started a job with thirty labor codes and not one monitored resource, knowing each one goes in by hand?
Build the Resource Library once, let Coverage add every labor code with no resource, pick the roles, and sync the whole job to Procore.
To set up monitored resources on a new Procore project, open the Sandspit extension in Excel. Add your roles and rates to the Resource Library first. Then pull Monitored Resources, let Coverage add a row for every labor code with no resource, pick the role on each row, set the dates, and sync once.
Build the Resource Library for the job
Open the Sandspit extension in Excel and choose Resource Library. Add one row per role: the name, the cost code it bills to, weeks or months, a default unit cost, and a default utilization. Click Sync 8 changes to Sandspit.
Note: the library is saved in Sandspit for this project, not in Procore. A new job starts with an empty library, so this step comes first.
Pull Monitored Resources
Switch the task pane to Monitored Resources, pick the budget view and a forecast start date, and click Pull from Procore. On a new job the Monitored Resources sheet comes back empty.
Add every uncovered labor code with Coverage
Click Coverage. It shows how many budget codes have a monitored resource, filtered to Labor by default, and lists the ones that don’t with their revised budget. Leave them all ticked and click Add 8 codes and review. One row per code lands on the sheet.
Note: $0 budget lines are hidden by default. Tick Include $0 budget lines if costs are already posting to a code with no budget.
Pick the resource on each row and set the dates
Click the Resource cell on each row. The dropdown lists the library roles for that row’s cost code, and picking one fills the unit of measure, unit cost, and utilization. Then fill in the start and end dates from your schedule.
Sync to Procore
The task pane lists every new row. Click Sync 8 rows. Sandspit creates the monitored resources in Procore, then re-pulls the sheet so Forecast to Complete and Planned show Procore’s numbers.
Why new jobs start behind
Monitored resources go in one budget line at a time in Procore, with the rate typed again on every line. On a new job that is every labor code at once, so forecasts sit empty until someone finds an afternoon.
What changes in Excel
- Rates entered once. The Resource Library holds each role’s unit cost and utilization.
- Nothing missed. Coverage lists every labor code with no resource and adds them in one click.
- One sync. Every resource is created, and Procore’s forecast comes back to the sheet.
Frequently asked
How do I set up monitored resources on a new Procore project?
Add your roles and rates to the Resource Library, pull Monitored Resources, use Coverage to add a row for every labor code with no resource, pick the resource on each row, set the dates, and sync. The whole job goes in at once instead of one budget line at a time.
Do I have to rebuild the Resource Library on every project?
Yes, today. The library is stored per project, so a new job starts empty. Paste the roles and rates from a previous job’s Resource Library sheet and sync them to Sandspit.
Why does the Resource dropdown only show one or two names?
It only lists library roles for that row’s cost code. If the role you need is missing, add it to the Resource Library with that cost code and sync, and the dropdown picks it up. A name typed by hand is still accepted.
Does Forecast to Complete calculate in the sheet?
No. Calculated Unit Cost is a formula in the sheet. Forecast to Complete and Planned are Procore’s numbers, and they fill in when Sandspit re-pulls after the sync.
What if a labor code doesn’t show in Coverage?
Coverage starts filtered to the Labor cost type and hides $0 budget lines. Change the cost type filter or tick Include $0 budget lines. A code with no budget line at all needs one first, which Budget Review can add at $0.
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. The Resource Library is stored per project in Sandspit.
Step-by-step mechanics, every column, and every error message are in the documentation.
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