What are Permission Sets?
In Productive, permission sets define what a user can access and do. There are two types:
System permission sets: default sets that come with Productive and can’t be edited directly.
Custom permission sets: built in the Permission Builder, where you can combine specific permissions to match a user’s role.
The Permission Builder organizes permissions into groups, each covering a specific area of the platform (e.g., Projects, Invoices, Reports).
Within each group are individual permissions, which work as on/off toggles. Some are dependent permissions, meaning one can’t be activated without automatically enabling another.
👉 See Dependent Permissions in Custom Permission Sets for details.
Permission Groups
This article lists and explains all permission groups and individual permissions available in the Permission Builder.
👉 For step-by-step instructions on creating or editing custom permission sets, see The Permission Builder.
We update this page whenever new permissions are added, so you can always find the latest information here.
Searching Through Permissions
Use the search bar at the top of the builder to quickly find specific permissions by keywords. This helps you narrow down the list and locate exactly the permission you need.
Absence Allocations
Add, edit, and delete absence allocations, manage approvers and subscribers for absence allocation
Allows the user to create, modify, or remove absence allocations and manage who approves or subscribes to them.View all users' absence allocations
Gives visibility to all absence allocations across the organization.View allocated absence for users in their workplace
Restricts visibility to absence allocations for users in the same subsidiary/workplace. See Custom Time-Off Permissions for Subsidiary Access for more information.View your own absence allocations
Allows users to see only their personal absence allocations.
Absence Bookings
Control who can request, view, and manage absence bookings for themselves and others. Decide if the user can see all absence bookings or only those for users in their workplace/subsidiary.
Request absence
Allow the user to request their own absence.
View absence bookings for users in their workplace
See absence bookings for users in the same workplace/subsidiary.
View absence details for all users
Access full absence information for all users.
View notes and attachments on absence bookings for other users
See related notes and attachments.
Add, edit, and delete other users' absence
Manage absence bookings for other users.
Approve absence where user is approver
Approve absence requests if designated as an approver.
Approve all absence
Approve absence requests for all users in the system.
Administration
Manage absence categories and approval settings
Configure absence categories and approval rules.
Manage holiday settings
Add or edit company holiday settings.
Administrate organization
Manage organization-wide settings including Fiscal Year, Organization Security (Mandatory 2FA), Budget, Time Tracking, Company Info, Invoicing, Expenses, Revenue Recognition, Single Sign-On, and Champions settings.
Access to Productive Polaris
Allow access to Productive Polaris features.
Manage overhead costs settings
Adjust overhead cost settings.
Manage resourcing settings
Adjust Resource Planner and resourcing configurations.
Manage sales settings
Configure sales-related settings.
Manage webhooks
Set up and manage webhooks.
Manage your own Zapier triggers
Create and manage personal Zapier integrations.
Manage workflow settings
Configure task status workflows in the system.
Automations
View, add, edit, and delete automations
Manage all automation rules, including creating new ones, modifying existing ones, and removing them.
Billing
Manage subscription billing
Adjust subscription details, preview billing history, and change plans.
Add or remove seats
Grant or revoke user seats in your organization.
Budget Bookings
Control who can manage and view budget bookings in the Resource Planner, including tentative bookings and full booking details.
View basic info for all bookings
See summarized details for all budget bookings (comppany name and duration).
Add, edit, and delete budget bookings
Manage budget bookings for all users.
View full booking info for all budget & deal bookings
Access complete details for every budget and deal booking.
View full booking info for bookings on shared budgets & deals
See full details for bookings tied to shared budgets and deals.
View your own budget bookings
Access only your personal bookings.
View tentative booking info
See bookings marked as tentative.
Budgets
Control who can view, manage, and edit budgets, as well as access and manage the budget Scenario Builder.
Add, edit, and delete budgets
Create new budgets or modify and remove existing ones.
View all budgets
Access every budget in the system.
View budgets where a user is a member
See only budgets the user is a member of.
View budget scenarios
Access the scenarios in the Budget Scenario Builder.
Manage budget scenarios
Add, edit, or delete scenarios in the Budget Scenario Builder.
Companies
Add, edit, and delete companies
Create new companies or modify and remove existing ones.
View companies
See companies in the system.
Contacts & Clients
👉 For more information, see: Managing Permissions for Client and Contact Management.
Add and manage clients
Create new clients and manage their details.
View clients
See client information.
View contact custom fields
Access custom fields on contacts.
Edit contact custom fields
Modify regular contact custom fields.
View sensitive contact custom fields
See fields marked as sensitive.
Add, edit, and delete sensitive contact custom fields
Manage sensitive custom fields.
Add, edit, and delete contacts
Create, modify, or remove contact records.
View contacts
See contacts in the system.
Cost Rates
Add, edit, and delete cost rates
Create, update, or remove cost rates.
View all users' cost rates
See cost rates for every user.
View all users' cost rates from the same subsidiary
See cost rates for users in the same subsidiary.
Custom Fields
Add, edit, and delete all custom fields
Manage all custom fields.
Manage project task custom fields
Control custom fields for project tasks.
Deals
Specify who can view deals where the user is a member, view all deals, and add, edit, and delete deals. Additionally, grant viewing or managing access for the deal Scenario Builder.
Add, edit, and delete deals
Create new deals or modify and remove existing ones.
View all deals
See every deal in the system.
View deals where a user is a member
See deals where the user is part of the team.
View deal scenarios
Access scenarios associated with deals.
Manage deal scenarios
Create or modify deal scenarios.
Docs
Add new docs
Create new documents.
View, edit, and delete docs which the user is allowed to
Access, modify, or remove documents within permissions.
Document Templates
Manage Document Styles and Templates
Create and manage document styles and templates.
Emails
View and manage emails
Access and control BCC emails within Productive.
Employees & Contractors
Decide who can view, add, edit, or delete employee fields, including sensitive ones, as well as manage employees, contractors, and user permission sets. Superadmins have full control over these settings.
View contact info
See contact information (address, phone, email, website) of employees and contractors.
View employee fields
Access standard employee fields.
Add, edit, and delete employee fields
Modify standard employee fields.
View sensitive employee fields
Access sensitive employee information.
Add, edit, and delete employee sensitive fields
Manage sensitive employee fields.
Add and manage employees and contractors
Create and control employee/contractor records.
Change users' permission sets
Modify the permission sets of other users.
Superadmin
Full access to employee and contractor management.
View employees and contractors
See employee and contractor records.
View your own capacity & availability
See your personal availability and capacity in Resource Planner, reports, and widgets.
View employees' capacity & availability
Access the capacity and availability of other employees in Resource Planner, reports, and widgets.
Expenses
Approve expenses where user has access to
Approve expenses they have access to based on permissions.
Approve expenses where user is deal/budget owner
Approve expenses when they own the associated deal or budget.
Add, edit, and delete all expenses
Full control over every expense.
Add, edit, and delete own expenses
Manage personal expenses.
View all expenses
See all expenses in the system.
View expenses on deals/budgets where user is a member
See expenses on deals/budgets where they are part of the team.
View personal expenses
Access only their own expenses.
Financials
View billable details
See billable hours and items (Price, Quantity, Discount, Markup, Fixed cap, Billable time, Billable/Budgeted time, Budget remaining, Budget total, Budget used).
View financial item reports
Access financial item reports.
Financial month closing
View profitability
See profitability metrics and reports (Cost, Profit, Margin).
Forms
Manage forms
Add, edit, delete, and view form responses.
Imports
Manage data imports settings
Control and configure data imports in Productive (Superadmin permission).
Integrations
👉 For more information, visit this article on Managing Access to Account Integration Settings.
Manage organizational integrations
Set up and configure org-wide integrations (accounting, HR, SSO).Manage personal integrations
Connect personal calendars (Google, Outlook) and Slack.Manage task management integrations
Connect and manage task-related integrations (e.g., Jira).View task management integrations
See task-related integration settings without editing.
Invoices
👉 Read more about customizing invoicing permissions in the Custom Invoicing Permissions article.
View all invoices and payments
See all invoices and payments in the organization.View invoices/payments on budgets where user is a member
See invoices/payments only for accessible budgets.Add, edit, and delete draft invoices
Create or change draft invoices.Edit and delete finalized invoices
Change or remove finalized invoices.Finalize and send invoices
Finalize drafts and send to clients.Copy invoices to accounting system
Transfer finalized invoices to an integrated accounting tool.
Payments
👉 Read more about customizing payment permissions here.
View and send payment reminders
See and send payment reminders to clients.Add, edit, and delete payment reminder templates
Create or modify reminder templates.View payments
See payment records without editing.Add, edit, and delete payments
Create, change, or remove payment records.
Permission Sets
Add, edit, and delete permission sets
Full control over all permission set configurations (Superadmin).View permission set settings
See how permission sets are configured.
Placeholders
View, add, edit, and delete placeholders
Full control over placeholder resources for planning.
Projects
Add, edit, and delete projects
Create, change, or remove projects.View all projects
See all projects in the organization.View projects where user is a member
See only projects where the user is a member.
Purchase Orders
Add, edit, and delete purchase orders
Full control over purchase orders.View purchase orders on budgets where user is a member
See purchase orders linked to accessible budgets.
Rate Cards
View rate cards
See rate card details without editing.Add, edit, and delete rate cards
Full control over creating and removing rate cards.
Reports
Add, edit, and delete reports
Create, change, or remove reports.View created and shared reports
See reports the user has access to.Add, edit, and delete report categories
Organize and modify report categories.
Service Types
Manage service types
Create, change, or remove service types.View service types
See existing service types.
Tasks
View tasks
See tasks the user has access to.Add, edit, and delete tasks
Full control over tasks.Add, edit, and delete task lists
Full control over task lists.Add, edit, and delete folders
Full control over task folders.
Teams
View teams
See team information without editing.Add, edit, and delete teams
Create, change, or remove teams.Manage team members
Add or remove members from teams.
Time Entries
View, add, edit, and delete your own time entries
Full control over your own time tracking.View time entries on budgets where user is a member
See time entries for accessible budgets.View time entries for everyone
See all time entries in the organization.Add, edit, and delete time entries for other people
Full control over others’ time entries.Approve time entries where user is approver
Approve time entries when assigned as the approver.Approve time entries on budgets where user is a member
Approve entries linked to accessible budgets.Manage locked time entries
Unlock and change locked time entries.
Workload
👉 For additional details on configuring and restricting access to the Workload layout, check out our guide on Managing Access to the Task Workload Layout.
View workload layout
Access the Workload layout in tasks.