How to Manage PTO from the Calendar View in Project Insight

Project Insight allows users to add and manage their own paid time off (PTO) from the PTO Calendar. Department leaders can view PTO for users in departments they lead, while administrators can view PTO for all users in the system.

Best for: Individual users managing their own PTO, department leaders reviewing team PTO, and administrators who need visibility into PTO across the organization.

How do I open the PTO Calendar in Project Insight?

To access the PTO Calendar:

1. Navigate to Time.
2. Select PTO Calendar.

The calendar initially displays your own PTO.

[VIEW VIDEO: Open the PTO Calendar — 0:06]

How do I add my own PTO?

From the PTO Calendar:

1. Navigate to the date you want to take PTO.
2. Click the day on the calendar.
3. The PTO is added to that date.

To enter additional information, click the PTO entry again.

[VIEW VIDEO: Add PTO by selecting a date — 0:25]

Can I change the PTO hours, type, or description?

Yes. Click an existing PTO entry on the calendar to open its additional details.

You can:

• Change the number of PTO hours.
• Change the PTO type.
• Add a description, such as Vacation.

Project Insight does this by keeping the PTO details with the user's calendar entry so planned time away can be recorded in the system.

[VIEW VIDEO: Edit PTO hours, type, and description — 0:36]

Where can I see all of my PTO entries?

From the PTO Calendar, select the PTO Details page.

This displays a list of all the PTO days you have logged in Project Insight.

[VIEW VIDEO: View the PTO Details page — 0:51]

Can I see PTO for other users?

Your ability to see other users' PTO depends on your Project Insight permissions and department role.

From the PTO Calendar, select the three-dot menu to access the available calendar views.

[VIEW VIDEO: Open team and All Users PTO options — 1:00]

What PTO can a department leader see?

Department leaders can view PTO for users who belong to a department they lead.

For example, if you are the leader of a department, the team PTO calendar can include your PTO and PTO for other users assigned to that department.

Project Insight does this by using the department and department leader assignments already configured in the system.

[VIEW VIDEO: View team PTO as a department leader — 1:19]

How can I confirm which users a department leader can see?

To confirm the department configuration:

1. Navigate to Add-ons.
2. Open Departments.
3. Confirm which user is assigned as the department leader.
4. Review the applicable users to confirm that they are members of that department.

A department leader's team PTO visibility is based on these department assignments.

[VIEW VIDEO: Confirm the department leader assignment — 1:39]

[VIEW VIDEO: Confirm a user's department membership — 1:53]

Can administrators see PTO for all users?

Yes. Administrators can select All Users from the PTO Calendar to see PTO for users across the system, including users who are not members of the administrator's own department.

This option is available only to administrators.

[VIEW VIDEO: View PTO for all users as an administrator — 2:06]

Can administrators manage a department leader's PTO?

Yes. Administrators can access and edit a department leader's PTO through the All Users PTO Calendar.

This is particularly important for department leaders because, by default, their PTO may not be visible to another department leader above them. Administrator access provides a way for an authorized user to view and manage that PTO.

[VIEW VIDEO: Why administrators can manage department leader PTO — 2:23]

What should I check if I cannot see another user's PTO?

Check the following:

• If you are a regular user, you may only have access to your own PTO.
• If you are a department leader, confirm that the user belongs to a department you lead.
• If you need to view PTO for users across departments, the All Users option requires administrator access.
• Verify department membership and department leader assignments if the expected user does not appear in the team view.

Related questions

Can users add their own PTO in Project Insight?

Yes. Users can select a date on their PTO Calendar and add PTO directly to that day.

Can PTO include more than a date?

Yes. A PTO entry can include the number of hours, a PTO type, and a description.

Can managers see their team's PTO?

Department leaders can see PTO for users who belong to the departments they lead.

Can administrators see everyone's PTO?

Yes. Administrators can use the All Users PTO Calendar to view PTO across the system.

Why can't I see another user's PTO?

PTO visibility depends on your access level and department configuration. Department leaders see users in departments they lead, while administrators can access the All Users view.

Learn more about PTO in Project Insight

[LINK: Existing Project Insight PTO documentation]

[VIDEO: Project Insight PTO management video]

For additional help with PTO configuration or permissions, visit Project Insight Support.