In Productive, Time off covers various types of leave, including paid summer and winter vacations, half-days off, any unpaid leave, and paid maternity or paternity leave, to name a few.
These time-off categories, known as allocations once assigned to your team, represent the specific leave allowance given to individual team members for each category of leave.
Allocations can be set in either days or hours, providing flexibility in managing your team's time off. This allows you to easily track and assign the appropriate leave to each teammate, ensuring smooth time-off management.
1) Adding Allocations to the Team
To add desired time-off allocations to your employees, go to Resourcing > Employees or Settings > Users and find the person in question.
Note, by default, only Admins have the permission to add allocations (this can later be adjusted via custom permissions).
From there, head to their Time off tab and select + Add new allocation.
2) Selecting the Desired Time-off Category
Here's a useful checklist to go over when adding a time-off category to an employee:
Select the desired previously defined limited time-off category for the teammate (note that all unlimited time-off categories are automatically available to everyone).
Enter the total time-off allocation (in days or hours) that the employee will be able to use.
📌 Tip: You can allocate 0.5 days if needed. For example, assigning 4.5 days is possible for time-off categories that are limited by days.
Specify the start and end dates for the time-off allocation's validity.
Optionally, provide a brief description of why this allocation is being assigned to this individual (later visible in Reports only).
Pro Tip: While setting up time-off categories in Settings > Time off, make sure you include a description for the time-off category to help your team easily identify, use, and review booked time off.
This description will be visible throughout the platform, including in:
Settings > Time off
Under the person's time-off allocations in their profile
In Resourcing, while booking and viewing the time off
And in Reports (e.g., Booking data source)
3) Optional: Setting Up Time Off Approvers
Interested in setting up an internal time-off approval process?
You can designate one or multiple individuals to handle time-off requests. Get started by checking out our article on how to Define Time Off Approvers.
4) Optional: Import Allocations
Looking to import allocations or time-off categories into Productive?
You can easily do so through a CSV file import. For more details, check out our article on data imports.