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Solution: Your clients are able to schedule meetings on top of approved PTO requests
Solution: Your clients are able to schedule meetings on top of approved PTO requests

Guide to ensure proper setup of Autotask for TimeZest to honor approved PTO.

Jason Casuga avatar
Written by Jason Casuga
Updated over a week ago

Autotask has the capability for users to enter PTO requests and have it go through an approval process. Once approved, the PTO will block off the user's calendar to show they are unavailable. TimeZest will honor that time off and not allow a client to schedule a meeting during that time.

However, Autotask's API design requires some obscure settings to be correctly configured to allow this data to be made available to TimeZest via the Autotask API.

If you are seeing that your clients are still able to schedule a TimeZest meeting on top of the user's PTO request, follow the steps below to make sure Autotask has the correct settings for PTO time to be non-schedulable.

Check that Proxy Time Entry is enabled

  1. In Autotask, navigate to Admin

  2. Expand the Application-Wide (Shared) Features section

  3. Click on System Settings

  4. Expand Timesheets

  5. Under the Proxy time entry setting, set the drop-down to Enabled for Timesheet Approvers and Administrators

Check that Billing Codes are set to Display In Time Off

  1. In Autotask, navigate to Admin

  2. Click on Features & Settings

  3. Expand Finance, Accounting, & Invoicing

  4. Click on Billing Codes

  5. Click on Internal Time tab

  6. Check each Internal Time code for PTO and ensure the Display In Time Off checkbox is enabled

Check for TimeZest API user's security level access

  1. In Autotask, navigate to Admin

  2. Click on Account Settings & Users

  3. Expand Resources/Users (HR)

  4. Click on Security Levels

  5. Edit the TimeZest API user's security level

  6. Expand Admin

  7. Ensure the checkbox for Resources/Users (HR) is enabled

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