Edit details for Employees, Contractors, Clients, and Contacts from their profiles. The steps differ slightly depending on who you’re editing.
Users vs. Non-Users
Users:
This includes Employees, Contractors, and Clients who have login access to Productive.
Employees and contractors are part of your organization and count as paid seats. Clients, while external to your organization, also have login access but do not count as paid seats.
Non-Users:
Contacts are individuals without login access. They serve as a repository for contact information and notes and can be converted to users if needed.
How to Edit User and Contact Details
To edit a user's or contact details:
Open the Profile
For Employees and Contractors, go to Resourcing > Employees or use search (Ctrl+S).
For Clients and Contacts, go to CRM > Contacts and open the person’s profile.
Info Tab Fields for Employees and Contractors
Click a field in the Info tab to edit it. Most fields save as soon as you press Enter or click away. Subsidiary, Permission set, Manager, and Service types open a small window where you confirm the change. The fields appear in this order.
First name and Last name: The person’s name. Changes apply in every organization the person belongs to.
Nickname: An optional name for easier communication across the app. 👉 Learn how to add and use nicknames.
Email: The person’s login email. You can change it only if they haven’t accepted their invitation. After that, they update it themselves. 👉 See updating email addresses.
Job title: The title shown on the profile. It’s specific to your organization, so changing it doesn’t affect the person’s profile in other organizations.
Subsidiary: The subsidiary the person belongs to.
Role: The person’s role, such as Project Manager or Copywriter. 👉 Learn more about user roles.
Permission set: Controls what the person can see and do in Productive.
Service types: The service types the person can use to track time and log expenses.
Teams: The teams the person belongs to. Add or remove them here.
Automatic time tracking: Appears if automatic time tracking is enabled for your organization. When on, new Resource Planner bookings for this person create time entries automatically. You can still change it on each booking.
📌 If the person hasn’t accepted their invitation yet, click Resend invitation next to their email at the top of the profile.
Employee Info
Click + Add contact field to add a phone number, additional email address, physical address, or website. You can add several entries of each type and fill in only what’s relevant.
Employee Fields
Below Employee info, you’ll find any employee fields your organization has set up in Settings > Employee fields. Click a field to fill it in or change it.
Info Tab Fields for Clients and Contacts
Client and contact profiles use the same Info tab, with fewer fields. Under Contact Details, you can edit:
First name and Last name
Nickname
Email: For clients, this is their login email. You can change it only if they haven’t accepted their invitation yet.
Job title
Company: The client company the person belongs to.
Permission set: Clients only. Controls what the client can see and do in Productive. 👉 Learn how to customize client permissions.
Below that, Contact info works the same way as Employee info: click + Add contact field to add a phone number, address, website, or additional email. Any contact custom fields appear under Contact custom fields.
Invitations and Login Access
The top of the profile shows whether the person can log in to Productive:
Invite: Shows for people without login access. Click it to send them an invitation.
Resend invitation: Shows when the person has been invited but hasn’t accepted yet.
No login access: A label next to Person details for people who were never invited or whose access was revoked. For clients, it says Client without login access.
Additional Actions
Open the three-dot menu in the upper-right corner of the profile. The options depend on who you’re viewing and on your permissions.
Revoke Login Access
Temporarily stop a user from logging in. Their seat stays occupied, and you can invite them again at any time.
Deactivate
Start the offboarding process for a user. Deactivation transfers the user’s owned items (such as budgets, deals, and tasks) to active users and removes their access to Productive.
If you change your mind, open the same menu and select Activate.
📌 Deactivating a user doesn’t automatically reduce the number of paid seats. To adjust your seat count, see Account Management: Adding and Removing Seats.
Unlock Time Tracking
If timesheet locking is turned on for your organization, you can let the user add and edit time entries in the locked period. While it’s unlocked, the option changes to Lock time tracking.
Merge Contact, Archive, and Restore
These options show for contacts only. Merge two duplicate contacts into one, or archive contacts you no longer need. Restore brings an archived contact back.
Docking the Profile Overview
When you click on a user's profile, it opens in a docked side window on the right side of your screen, allowing you to stay on your current page.
This lets you view and switch between multiple profiles without losing track of your work in the background, which is particularly useful when updating details for more than one user.
For a more detailed view, you can expand the profile to fullscreen with a single click.
