Time Off Overview

A quick overview of time off/PTO—learn how to designate who can submit and approve time off, where time off is added, and where to view upcoming and past time off.

Overview

Account Administrators, designated time managers, and individual contributors can submit and edit time off directly in Kantata OX. When time off is scheduled for an account member, their available capacity is adjusted and will appear in the following areas:

• The Resource Center timeline
• The project’s Resourcing tab
• The User side panel
• The Task side panel
• Analytics Reports

Designate Time Off Managers

You can specify who can submit and approve time off for members of your account in the Manage Time Off section of Time & Expense settings found in Settings > Time & Expense.

By default, only Account Administrators can manage time off for users. However, you can also allow managers to add time off for their direct reports or allow individual contributors to manage their own time off.

To learn more about time off settings, see the Time & Expense Settings article.

Adding Time Off

Time off is added in the Schedule section of the User side panel. Once time off is added, it appears in the Upcoming Time Off table. From here, you can view, edit, or delete it if needed.

To learn more about adding time off for yourself or other account members, see the Managing Your Time Off and Managing Time Off for Account Members articles.

Viewing Upcoming and Past Time Off

You can view both upcoming and past time off in the Resource Center and the Resourcing tab in the project workspace. Time off is represented by a small, gray triangle in the upper-left corner of a day, week, or month in the timeline.

The compactly-striped gray bars represent days when a team member has all of their capacity scheduled as time off. Click the small arrow to the left of the team member’s name to see the total number of hours that person has scheduled off for the selected time period.

Scheduled Time Off also appears alongside Holidays in the Time Tracking and Utilization reports, giving you a more complete picture of how your resources are being utilized.

All time off added for past dates will appear in the Resource Center, the project’s Resourcing tab in the project workspace, and the Task side panel.

To learn more about viewing or editing past time off, see the Managing Past Time Off article.

Time Off in Reports

The following reports include time off data.

Classic standard dashboards:

• Insights Classic: Utilization Dashboard—Time off is taken into account when calculating actual utilization. ​​The All Actual Hours Breakdown, Performance to Target, and Out of Office tabs display time off amounts.
• Insights Classic: Resourcing Dashboard—Time off is excluded from the productive hours metric. The Daily Schedule tab displays time off amounts.

Dynamic standard dashboards:

• Resources: Schedules—Time off is taken into account when calculating scheduled utilization.
• Time: Trends—The Hours Breakdown by Week chart compares time off, holiday time, non-billable admin/internal time, non-billable productive time, billable time, and remaining time.

Analytics reports:

• Analytics: Time Tracking—Time off is taken into account when calculating possible hours. The table lists time off amounts for each member.
• Analytics: Utilization Report—Time off is taken into account when calculating utilization. The table lists time off amounts for each member.