In Productive, a user’s access to reports is defined by their permission set. This determines what they can view, edit, or modify within the report.
By configuring permissions based on data source access, organizations can ensure that data is secure, shared only with the right individuals, and remains accurate and consistent.
Permissions are divided into two categories: system permission sets and custom permission sets, each designed to meet different organizational and reporting needs.
Report Viewing Permissions
For users to access and interact with reports, they need at least one of the following permissions, in addition to permissions for individual data sources:
View Created and Shared Reports
This permission allows users to view reports and temporarily adjust elements like filters and display fields without saving changes. Users with this permission cannot set up a Pulse for the report, adjust sharing settings, or make permanent modifications.
Add, Edit, and Delete Reports
This permission provides full control over reports, enabling users to make permanent changes, manage sharing settings, and configure Pulse notifications.
📌 Note: By default, users with the Staff, Client, or Contractor permission sets do not have any access to reports. Even when reports are shared with Staff members, they generally cannot see financial details unless explicitly authorized.
System Permission Sets
Productive includes several system-defined permission sets, each designed to provide the appropriate level of access to report data sources.
Here’s a breakdown of these permission sets and their default access levels for reports.
This table doesn't include the restricted variants of Coordinator, Manager, and Profitability Manager, available in organizations created before mid-August 2026.
Restricted variants have the same data-source access shown here, but only for projects, budgets, and deals they're explicitly assigned to.
👉 See Why Your Permission Set List May Look Different for details.
Custom Permission Sets
When creating custom permission sets, you may need to assign additional permissions (beyond the two report-related permissions: View Created and Shared Reports and Add, Edit, and Delete Reports) for data sources available in reports.
For example, if you create a report using the Bookings data source, you need to add the "View your own budget bookings" permission (found in the Budget Bookings permissions group) for the user to access the report.
With this permission, the user can view their own budget bookings. For more flexibility, you can upgrade their permissions to include information about other users' budget bookings as well.
Here’s a table of the minimum permissions needed per data source for the report to be visible to the user:
