Procore Training: How to Train Your Team on Procore

If you're trying to figure out how to train your team on Procore, you already know the pain. Procore training is one of the biggest challenges in construction project management training today. Procore can do a lot -- RFIs, submittals, daily logs, punch lists, budget tracking, drawing management -- but all that power comes with real complexity. And the people who need to learn it? They're usually field workers and project coordinators who'd much rather be on a job site than clicking through software menus.

I'm Yuval, founder of Glitter AI. Through building a tool that helps teams create training guides from screen recordings, I've talked to dozens of Procore teams who all describe the same problem: the knowledge of how to use Procore lives in people's heads. Not in any document. When those people move to another project or leave the company, the knowledge walks out with them.

That's really the core issue here. Procore isn't the kind of software where you hand someone a login and say "figure it out." Every company uses it differently. Your RFI workflow isn't the same as the GC down the street. Your daily log process has specific requirements your PM insisted on two years ago. None of that shows up in Procore's help docs.

Tribal Knowledge Is Killing Construction Teams

Construction has one of the highest turnover rates of any industry. Depending on how you measure it, annual turnover falls somewhere between 56% and 68%. For project-based workers, it's worse -- people cycle on and off projects constantly. Your best project coordinator finishes a job and gets pulled to another site, or leaves for a competitor offering a dollar more per hour.

Every time that happens, you lose tribal knowledge. Not just general Procore knowledge -- your company's specific Procore knowledge. How you name RFIs. Which custom fields actually matter on submittals. The workaround your team came up with for that one budget tracking quirk. The exact sequence for closing out a punch list item so the owner rep doesn't reject it.

None of this ever gets written down. When it walks out the door, your next hire spends weeks figuring it out through trial and error. Or worse, they do it wrong and nobody catches it until the owner is asking why the submittal log is a mess.

The Project-Based Workforce Problem

Here's what makes construction different from other industries. Your teams are temporary by design. A project might run 18 months. The people on that project learn exactly how to use Procore for that job -- the specific workflows, the reporting cadence, the document naming conventions.

Then the project ends. Everyone disperses. Six months later, you're staffing a new project with a mix of people who've never worked together, each bringing different Procore habits from their last job. Nobody's doing it the same way. Nobody wrote down the approach that actually worked.

This is the hidden cost of undocumented processes in construction. It's not just inefficiency -- it's rework, miscommunication, and the architect asking why the RFI response they sent two weeks ago still shows as "open."

Why Traditional Procore Training Methods Fail

I'll be straight with you. Most approaches to Procore training don't work for construction teams. Here's why.

Written Documentation Doesn't Land

You can create a beautifully formatted SOP for how to create an RFI in Procore. Numbered steps, bold headings, the works. Your field engineer will read step 4, look at the screen, and have no idea which button you're referring to. Procore's interface is dense. There are tabs within tabs, dropdown menus that change based on project settings, and permission levels that alter what different users see.

Written docs assume the reader can translate your words into what's on their screen. For a platform as configurable as Procore, that assumption falls apart quickly.

Procore's Own Training Is Too Generic

Procore offers training resources and Procore training videos that are decent for learning the software in general. But they don't cover how your company uses Procore. They don't explain your naming conventions, your approval workflows, your custom fields, or the specific way your PM wants daily logs filled out.

Generic construction project management training gets people to maybe 40% proficiency. The other 60%? That's company-specific, project-specific, role-specific knowledge that only your team can teach.

Shadowing Doesn't Scale

The default training method in construction is "follow Mike around for a week." Mike is your experienced project coordinator. He's great. He's also trying to manage his own workload while someone looks over his shoulder asking questions.

This works okay for one hire. It completely breaks down when you're onboarding multiple people across different projects, or when Mike is on a job site 45 minutes away from the person who needs help.

A Better Approach: Record It, Share It, Done

Here's what actually works, and it's simpler than you'd expect.

Have your most experienced Procore user open the software, start a screen recording with Glitter, and walk through a workflow while talking through what they're doing. Just like they'd explain it if a new hire were sitting right next to them.

When they stop recording, Glitter generates a complete training guide -- essentially Procore training videos plus annotated screenshots of every key step plus written instructions. All from that single recording. No editing, no formatting, no juggling five different tools.

Having built Glitter, I've watched our best teams document 5+ different operational workflows. The ones who stick around aren't creating one guide -- they're building an entire knowledge base. In construction, where your workforce is constantly shifting between projects, that knowledge base becomes the thing holding everything together.

This approach works especially well for Procore because construction workflows are inherently visual. You can't explain how to mark up a drawing revision with text alone. You need to see the toolbar, watch the cursor move to the right layer, and hear someone explain why they're selecting a specific markup option. That combination of video, screenshots, and written steps is what makes visual work instructions actually stick.

The 9 Procore Workflows You Should Document First

Don't try to document everything at once. Start with the workflows that cause the most confusion and the most damage when done wrong. Here's the order I'd recommend.

1. Creating and Managing RFIs

RFIs are the heartbeat of construction communication. In Procore, creating an RFI means selecting the right assignees, linking it to the correct drawing or specification section, setting due dates, and managing the response workflow. Your team needs to know your company's specific conventions: how you title RFIs, which distribution list to use, how to link supporting documents, and when to escalate overdue responses.

Record your best project engineer walking through an RFI from creation to closeout. Have them explain their decision-making: "I always check the spec section reference here because the architect will reject it if it's wrong" or "We CC the owner on anything that might affect the schedule."

2. Submittal Management

Procore's submittal workflow involves creating submittal items from specs, attaching shop drawings or product data, routing them through the approval chain, and tracking revisions. There are enough steps and enough room for error here that submittals end up being one of the most common sources of project delays.

Document the complete cycle: creating the submittal log, uploading packages, sending for review, handling "revise and resubmit" responses, and closing out approved items. Show how your company organizes submittals by CSI division and how to use Procore's spec section linking.

3. Daily Log Entries

Daily logs are legally significant documents. They record what happened on a job site each day -- weather conditions, workforce counts, equipment usage, work performed, safety observations, and any delays or incidents. Getting these right matters for disputes, claims, and plain old project management.

Your project coordinators and site admins need to know exactly what to include, how to categorize entries, and how to attach relevant photos. This is a perfect candidate for a training documentation guide because it's a daily task that needs to be done consistently across your entire team.

4. Punch List Creation and Management

Punch lists in Procore involve creating items, assigning them to the responsible subcontractor, attaching photos of deficiencies, setting priority levels, and tracking completion. The closeout phase of a project lives or dies by how well your team manages punch items.

Record the full workflow: creating punch items from the field (including photo documentation), assigning them, following up on overdue items, and marking them complete after verification. Show how to use Procore's drawing integration to pin punch items to their exact location.

5. Change Order Processing

Change orders involve money, and money means everyone's paying attention. Procore's change order workflow connects change events to potential cost impacts, routes them through approval chains, and updates the budget. Mistakes here are expensive and visible.

Document how your company handles the full lifecycle: creating a change event, linking it to the relevant RFI or field condition, building the cost proposal, routing for approval, and updating the commitment or prime contract.

6. Drawing Management and Markups

Procore's drawing tool handles revision management, markup layers, and distribution. Your team needs to know how to upload new drawing sets, manage revisions so old versions don't get used in the field, and use the markup tools to communicate design issues.

This is where visual work instructions really shine. Trying to explain drawing markup tools in text is an exercise in frustration. A five-minute screen recording covers what a ten-page document simply can't.

7. Budget and Cost Tracking

Procore's financial tools let you track budgets, commitments, direct costs, and forecast costs at completion. But the setup is nuanced -- you need to understand your cost code structure, how to process invoices against commitments, and how to read the budget view to spot problems early.

Record your project accountant or PM walking through a monthly budget review. Show how to read the variance columns, how to update forecasts, and how to flag cost overruns before they turn into surprises.

8. Schedule Management

Procore integrates with scheduling tools and allows you to track progress against your project timeline. Document how your team uploads and updates schedules, how to link tasks to other Procore items like RFIs or submittals, and how to use the schedule to communicate delays to stakeholders.

9. Safety Inspections and Observations

Procore's Quality & Safety tools let you create inspection checklists, log observations, and report incidents. With safety, consistency is everything. Document the exact process for completing a safety inspection, how to log an observation when you spot a hazard, and the incident reporting workflow.

These guides pull double duty -- they train your team on Procore and reinforce your safety protocols at the same time.

Structuring Your Procore Training Program

Creating Procore training guides is step one. Making them useful is step two.

Organize by Role

Don't organize your Procore training by tool ("RFIs," "Submittals," "Daily Logs"). Organize by role instead. A field engineer needs different workflows than a project coordinator. A superintendent needs different guides than a project accountant.

Build role-based training paths. A new project coordinator's path might include: daily logs, RFI management, submittal tracking, and meeting minutes. A new field engineer's path might focus on: punch lists, safety inspections, and drawing markups.

This follows the same thinking behind operations documentation best practices -- make the information findable by matching it to how people actually work, not how the software happens to be organized.

Layer Your Training

Start with the basics. The first guide for any workflow should cover the standard process with no complications. Then create follow-up guides for edge cases.

For RFIs: guide one covers creating a straightforward RFI. Guide two covers what to do when you need a design revision. Guide three covers handling overdue responses and escalation. New hires get productive fast with guide one, and they have something to reference for the tricky situations when they come up.

Make It Accessible From the Field

Your team is on job sites. They're on their phones. They're wearing hard hats and work gloves. If your training guides require a laptop and a quiet office, they won't get used.

Guides created with Glitter are mobile-friendly by default. A field engineer can pull up the punch list guide on their phone while standing in front of the deficiency they need to document. That's where training actually meets reality.

Why the Combination of Video, Screenshots, and Steps Works

I want to make this point clearly because it's something I've seen play out across Glitter users in the construction space specifically.

Field workers and project coordinators aren't usually the "read the manual" types. They learn by watching and doing. But pure video has its own problems -- you can't quickly scan a 10-minute video to find the one step you're stuck on.

When you record a Procore walkthrough with Glitter, you get:

• The video captures the complete flow, your mouse movements, and your verbal explanations of why you're doing each step
• Annotated screenshots show exactly where to click at each step, which is critical in Procore's dense interface
• Written steps give your team a scannable reference they can follow alongside Procore

This multiformat approach means your video learners watch the recording. Your readers scan the steps. Most people do both -- watch the video first to understand the flow, then use the written steps as a checklist when they do it themselves. That's what makes training documentation actually effective across a diverse construction workforce.

And when Procore updates its interface -- which happens regularly -- you just re-record the affected workflow. One recording, a few minutes, and all three formats update at once.

Getting Started This Week

Here's the practical plan. No committees. No "training initiative" kickoff meetings. Just action.

Day 1: Pick the workflow that generates the most questions on your team. For most construction companies, it's RFIs or daily logs. Have your most experienced person open Procore, start recording with Glitter, and walk through the process while talking. Five to fifteen minutes. Done.

Day 2-3: Share the guide with the team. Ask what's missing. Are there edge cases? Company-specific steps that got skipped? Refine it.

Week 2: Document two more workflows. Prioritize whatever keeps tripping up new hires.

Month 1: You should have 5-8 core Procore guides covering your most critical workflows. Organize them by role. Put them somewhere everyone can find them.

The construction teams I've watched succeed with this didn't start with a grand plan. They started with one project coordinator who was tired of explaining daily logs for the fourth time to the fourth new hire that year. They recorded it once. And then they trained employees faster with documentation than they ever thought possible.

Your Procore knowledge shouldn't depend on who's still on your team. Record it. Share it. Move on to the next workflow.

Frequently Asked Questions

How long does it take to create a Procore training guide with Glitter?

Most Procore workflows take 5-15 minutes to record, depending on complexity. Glitter automatically generates the complete guide -- video, annotated screenshots, and written steps -- from that single recording. Compare that to the hours it typically takes to manually create and format traditional documentation.

Do I need to be a Procore power user to create training guides?

You should be comfortable with the workflow you're recording, but you don't need to know every Procore feature. In fact, some of the best guides come from people who learned the process recently, because they naturally explain the confusing parts more clearly.

What Procore workflows should I include in training first?

Start with the workflows that generate the most questions: RFI creation and management, daily log entries, submittal tracking, and punch list management. These are the daily construction project management training priorities where mistakes are most costly and where new hires struggle most when learning how to use Procore.

How do I keep Procore training videos and guides updated when the software changes?

With Glitter, you simply re-record the affected workflow. One new recording regenerates the entire Procore training guide with updated video, screenshots, and written steps. This takes minutes instead of the hours required to manually update screenshots and rewrite traditional documentation.

Can I create training guides for Procore's financial management tools?

Yes. Budget tracking, change order processing, and cost management are excellent candidates for recorded guides. These workflows involve navigating multiple screens and understanding cost code structures -- the kind of visual complexity that's nearly impossible to explain with text alone.

How should I organize Procore training guides for different roles?

Organize guides by role rather than by Procore tool. Field engineers, project coordinators, project managers, and project accountants each need different workflows. Group guides into role-based training paths so new hires only see what's relevant to their position.

Will my field workers actually use these training guides?

Yes, because guides created with Glitter are mobile-friendly. Field workers can pull up a guide on their phone at the job site. The combination of video, screenshots, and written steps means they can learn in whatever format works best for them -- watching, reading, or both.

How do I handle Procore training across multiple projects?

Create a core set of guides that cover your company's standard Procore workflows. Then create project-specific guides for any unique processes, naming conventions, or reporting requirements. The core guides travel with your team from project to project.

What about training subcontractors on our Procore workflows?

Recorded guides are perfect for subcontractor training. Instead of scheduling orientation sessions for every new sub, share the relevant guides -- how to submit daily reports, how to respond to punch list items, how to upload required documentation. They can review them at their own pace before they ever set foot on your site.

How many Procore training guides does a typical construction team need?

Most construction teams need 10-20 core guides covering RFIs, submittals, daily logs, punch lists, change orders, drawing management, budgets, scheduling, safety inspections, and role-specific workflows. Start with 3-5 covering your most critical processes and build from there.