Where to Find Factor PTOs
Go to Staffing Workspace
Select your Company (optional – feature works with or without company selection)
Click on the Timesheets tab
Click the 3-dot menu (⋮) in the top right
Select Factor PTOs
⚠️ The Factor PTOs option is disabled when the Timesheet is locked.
How Factor PTOs Works
When you click Factor PTOs, the system will:
Check all candidates with active employments for the selected week
If a client is selected, it will check within that client context
Identify all approved PTO requests where the PTO date is less than or equal to today’s date
What Happens Next?
For each approved PTO request:
PTO hours are logged into the corresponding day and employment
If the day already has logged hours:
PTO hours are added to the existing hours
If no hours were logged:
Only PTO hours will appear for that day
PTO hours are automatically saved (no additional action required)
How PTO Hours Appear in the Timesheet
Visual Indicators
Cells containing PTO hours will display in a different color
Once the Timesheet is approved, all cells will display the same green color
Hour Breakdown Tooltip
If a day contains both:
Logged work hours and
PTO hours
Hovering over the cell will display a tooltip showing the breakdown:
Logged Hours
PTO Hours
Timestamp Confirmation
After clicking Factor PTOs, the system will update the Timesheet and display a timestamp below the option:
Updated on: Oct 15 2025
This indicates the last time PTO hours were factored into the Timesheet.
What Happens if PTO is Cancelled?
If an approved PTO request is later cancelled:
The Timesheet will not automatically update
The Timesheet Approver must:
Return to the Timesheet
Click Factor PTOs again
The system will then:
Remove PTO hours associated with the cancelled request
Update the Timesheet accordingly
Important Notes
Factor PTOs only includes PTO requests that are:
Approved
On or before today’s date
Within the selected week
The option is unavailable if the Timesheet is locked
PTO hours are always saved automatically once factored