How to Use Procore Locations for Powerful Location-Based Management

At first glance, Procore feels like a Critical Path Method (CPM) platform. Tasks, deadlines, submittals, it’s all organized around schedules and dependencies. And while that works well for high-level coordination, something important is often missing: location.

Construction isn’t just a timeline, it’s a physical environment. And without spatial awareness, managing a site becomes reactive, chaotic, and communication-heavy.

That’s why Location-Based Management (LBM) is such a powerful upgrade. It brings geography into the planning process. And here’s the best part: if you already use Procore, you don’t need to change tools, you just need to activate the location layer.

With the right structure and workflows, Procore can become your location-based command center: giving your workforce clarity, your managers real-time visibility, and your project a massive performance lift.

Here is how!

Step 1: Define Your Locations

Start by creating a clear location hierarchy inside Procore.

Think of your site as a tree:

• Building A

  • Level 1

    • Zone A1

    • Zone A2

  • Level 2

    • Zone B1

    • Zone B2

This structured breakdown mirrors how you actually manage your space on-site. Once locations are defined in Procore’s Admin > Locations section, you’ll be able to tag every item: Tasks, RFIs, Defects, Observations, etc., with a specific place on site.

Tip: Involve your site managers in the location planning. They know how the site “breathes.”

Step 2: Create Action Plans per Location

Now it gets tactical. Use Procore’s Action Plans feature to define the scope of work in each area. This could include:

• Pre-start checks

• Task sequences

• Quality assurance steps

• Sign-offs required

• Attachments or drawings

Assign each plan to a specific location in your hierarchy. This allows you to break down massive scopes into bite-sized, location-specific tasks.

No confusion. Just clarity.

Step 3: QR Codes Bring the Field to the Plan

Once each location has defined tasks, generate QR codes for every zone and print them. Stick them on walls, doors, or access points.

Now, when your workforce enters a zone, they simply:

1. Scan the QR code

2. See the action plan

3. Know what’s expected

It’s like giving every area of the site a mini briefcase of instructions, accessible 24/7. And best of all, supervisors don’t need to explain the same thing 12 times.

Step 4: Monitor in Real-Time

Once everything is tagged to a location, you can begin tracking activity, but it’s not all visible in one dashboard. In Procore, the best way to monitor what’s happening in a specific area is to go into Admin > Locations, select a location, and view all related items: observations, inspections, action plans, photos, and more.

It’s powerful, but still a bit manual. You can see what’s happening in each zone, but you’ll need to dive into the location tree to do it.

So yes, you're managing space, not just time, but visualizing that across the whole site at once still requires some extra effort.

That’s where Romulus Technology steps in: we help you structure your data and build clear, visual dashboards to track all your locations at a glance.

The One Limit: Visualizing Action Plans by Location

While Procore is powerful, it does have one current limitation: You can’t natively filter or visualize Action Plans by location.

Yes, you can assign a location. But there’s no dashboard, board view, or grouped list by location to track execution across the site at a glance.

That’s where Romulus Technology comes in. We help you:

• Structure your Procore data to enhance visibility

• Build external dashboards that bridge this gap

• Train your teams to work visually and spatially, not just linearly

• Make location-based tracking a daily habit, not an afterthought

Why This Matters

Most construction software helps you answer: “When is this happening?”Location-Based Management with Procore helps you answer: “Where is this happening?”

And that makes all the difference when:

• Coordinating trades

• Avoiding clashes

• Planning deliveries

• Hitting handover milestones

Romulus Technology Can Set It Up for You

Want to turn your Procore project into a location-managed machine?

At Romulus Technology, we help builders and subcontractors:

• Build smart location hierarchies

• Define location-specific action plans

• Set up QR code workflows for real-time access

• Create dashboards and reports that make location visible