While each team member is encouraged to track their own time in Productive, there are cases where logging time on someone else's behalf is necessary.
This flexibility can help you ensure accurate reporting and project tracking when exceptions arise.
When Might You Need to Track Time for Others?
Testing Productive
If you're just starting with Productive, adding time entries for other team members can help you understand how billable vs. non-billable hours affect your reports.
Delegated Time Tracking
Sometimes a manager may delegate their time tracking to you. In such cases, logging time on their behalf ensures that all hours are captured correctly.
How to Log Time for Someone Else
If you have admin or manager permissions in Productive, you can log time for other team members. Here's how:
Go to Company Time
Navigate to Time > Company Time.
Select a View
Choose either the Table or Timesheet view. Click on the day and the name of the team member for whom you want to log time.
Log the Hours
Enter the number of hours, choose the relevant project and service, and save the entry. These entries are recorded just like your own and will be reflected in time tracking and budgeting reports.
How to Edit or Add Time in the Add Time Tab
If you ever need to edit already submitted time entries:
Go to Time > Company Time.
Select the person whose entries you want to manage.
Switch to the Add Time tab (not the Show Week view).
Locate the time entry.
Click the three-dot menu next to it and choose Edit.
📌 Make sure the time entry is not locked and has not been submitted (if your team uses timesheet submission).
You can also edit time entries in bulk, adjust the billable vs. non-billable hours, and view time logs by different criteria like time period, team member, or service. Find out more in Managing Time Entries: Bulk Editing and Moving.
Editing Time Entries for Deactivated Users
If a team member has been deactivated, their time entries can't be edited or added to. Here’s what to do:
1) Reactivate the User
Go to Settings > Billing and temporarily reactivate the user (this will require an available seat).
2) Edit or Add Time Entries
Once reactivated, make the necessary changes.
3) Deactivate Again
After editing, deactivate the user to free up the seat.
