Every employee, contractor, client, and contact in Productive has a profile. It brings together who the person is, what they’re working on, and how their time is spent. What you see depends on the type of person and on your permission set.
Finding a Profile
Search: press Ctrl+S and type the person’s name.
Employees and contractors: go to Resourcing > Employees.
Clients and contacts: go to CRM > Contacts.
All users (employees, contractors, and clients): go to Settings > Users.
The profile opens in a side window on the right, so you can keep working on the page behind it. Click Fullscreen to expand it, or Dock to right to bring it back to the side.
The Profile Header
The top of the profile shows the person’s name, job title, company, and email.
A label next to the title tells you when someone can’t log in:
No login access: a user who was never invited or whose access was revoked. For clients, it says Client without login access.
Contact: a CRM contact.
You’ll also see Invite or Resend invitation in the top-right corner when the person hasn’t joined yet.
👉 To edit details or use the three-dot menu, see Editing User and Contact Details.
Profile Tabs
The tabs you see depend on the person and on your permissions. Contacts only have the Info and Activity tabs.
Info Tab
Employee Details (or Contact Details for clients and contacts): name, nickname, email, job title, subsidiary, role, permission set, manager, service types, teams, and automatic time tracking. Clients and contacts show their company instead of the employee-only fields.
Employee info (or Contact info): phone numbers, addresses, websites, and additional email addresses.
Employee fields (or Contact custom fields) your organization has set up.
You can always see the Info tab on your own profile. To see it on other people’s profiles, you need a permission set that includes viewing them, such as Admin, Manager, or Coordinator, or a custom permission set with View employees and contractors or View contacts and View clients.
Time Tab
Overview: the person’s capacity, availability, booked time on projects and events, and total worked time for the selected period.
Time entries: all their time entries. Group them by day, service, or task, pick a time period, or filter them. To export, click the export button and choose XLS, PDF, or CSV.
If your permissions allow it, you can edit or delete a time entry from the … menu next to it.
Planning Tab
Employees and contractors have a Planning tab. It shows their bookings and capacity in the same layout as Resource Planner > By Person, filtered to this person. You can’t change the filter or the layout.
📌 Deactivated and archived people keep their Planning tab. Placeholders don’t have profiles, so they don’t have one.
Absence Tab
Shows the person’s time off and remote work allowances, plus their upcoming and past absences. Admins can add an allowance with + Add allowance.
Activity Tab
Work log: everything the person has done in Productive, in chronological order. Activity on private tasks only shows if you have access to them. Use the Show: All dropdown to filter.
Feed: comments and changes on this profile. Subscribers get notified about new comments and important changes, such as a new permission set, new employee fields, cost rate updates, and login email changes.
Emails: emails linked to the person: sent by them, BCC’d into Productive, or synced from a connected Gmail or Outlook inbox.
📌 Your email inboxes and the BCC inbox are under the mail icon in the top navigation bar.
Org Chart Tab
Shows where the person sits in your organization: their manager and the people who report to them. To see the whole structure, go to Resourcing > Employees > Org Chart.
Projects Tab
Lists the projects the person is a member of. You can also add them to several projects at once from here.
Cost Rates Tab
Shows the person’s current and past cost rates (what your company pays them). You see this tab if your permission set includes one of these permissions:
View all users’ cost rates
View all users’ cost rates from the same subsidiary
View cost rates for users you manage
View personal cost rates (your own profile only)
To add or change a cost rate, you need Add, edit, and delete cost rates. 👉 Setting Up Cost Rates