Field Promax

PTO Management

Manage paid time off requests, track PTO balances, and view the PTO calendar so your team's availability is always up to date.

Before you start:

  • The timekeeping module must be enabled.
  • PTO-related job codes (Vacation, Sick Leave, PTO, Training, On Call, Other) must be configured.

How to Access

Navigate to Time Cards from the main menu. The PTO features are available through the Add PTO button and the PTO calendar view within the timecard interface.

PTO Types

FieldPromax supports the following PTO categories, each tied to a job code:

  • Vacation — planned time off for personal leave.
  • Sick Leave — time off due to illness.
  • PTO — general paid time off that is not vacation or sick leave.
  • Training — scheduled time for professional development.
  • On Call — hours designated for on-call availability.
  • Other — any miscellaneous time off category.

Request PTO

  1. On the Time Cards page, click Add PTO.
  2. In the PTO modal, select one or more Service Providers for whom you are requesting time off.
  3. Set the Start Date and Start Time for the PTO period.
  4. Set the Finish Date and Finish Time.
  5. Select the Job Code that corresponds to the PTO type (for example, "Vacation").
  6. Add any Notes to explain the reason for the request (optional).
  7. Click Save to submit the PTO entry.

Result: The PTO entry is created and appears on the timecard grid. If approval is required, it enters a pending state until an administrator approves it.

Approval Process

When your company has timecard approval enabled, PTO requests follow the same approval workflow as regular timecards:

  1. The service provider (or an administrator on their behalf) submits the PTO request.
  2. The entry appears with a Pending status on the administrator's timecard review page.
  3. The administrator reviews the request and either Approves or Rejects it.
  4. If rejected, the administrator can add a note explaining the reason, and the service provider is notified.

Track PTO Balances

Use the Timecard Summary feature to see how much PTO each service provider has used over a given period:

  1. On the Time Cards page, click the Summary icon next to a service provider.
  2. The summary modal shows total hours broken down by job code, including all PTO categories.
  3. Compare the totals against your company's PTO policies to determine remaining balances.

Tip: Run a timecard report filtered by PTO job codes and a specific date range to generate a comprehensive PTO balance sheet for your entire team. See Running Reports for details.

PTO Calendar View

The PTO calendar gives you a visual overview of who is off and when. Navigate to the Days Off Planner from the main menu to see a calendar grid with all approved PTO entries. Each service provider's time off is displayed as a colored block, making it easy to spot scheduling conflicts.

Next Steps