Quick facts
Status | Generally available |
Released | General availability on August 25, 2026. Early access began August 19, 2026. |
Available on | Workforce Analytics plan, Combo Plan, and Enterprise, plus the free trial. No separate purchase. |
Who it's for | HR admins and ops leads running an HRIS-connected workforce who need approved leave reflected in reports automatically |
Where to find it | The Configuration tab inside an active HRIS integration; synced entries appear on the Time & Attendance Schedule and Employee Schedule pages |
Access | Off by default. An Admin turns it on from the Configuration tab of an HRIS integration you've already connected. No separate setup is required. |
Summary
PTO Sync automatically brings approved time-off data from your connected HRIS into Insightful, so PTO shows up in reports without anyone entering it twice. It's live today for nine HRIS platforms: BambooHR, Workday, Humaans, SAP SuccessFactors, HiBob, Sage HR, AlexisHR (now Simployer), HR Partner, and Keka.
What is PTO Sync?
PTO Sync is a capability inside Insightful's HRIS integrations that imports approved paid time off from a connected HR system into Insightful. It's part of Workforce Analytics, available on the Workforce Analytics plan, Combo Plan, and Enterprise, plus the free trial, at no separate cost. Once turned on for a supported integration, Insightful pulls approved PTO from the past 31 days plus everything approved going forward, matches it to the right employee and time zone, and sorts it into Insightful's existing time-off categories while keeping your HRIS's own name for that time-off type.
Why it matters
When approved PTO isn't reflected in Insightful, a quiet day can read as a productivity problem instead of approved leave. HR admins and ops leads then reconcile PTO between the HRIS and Insightful by hand each reporting cycle: manual entry, a CSV import, or cross-referencing two systems side by side, followed by explaining utilization dips caused by half the team being on approved leave. PTO Sync removes that reconciliation step by pulling approved leave directly from the HRIS, matched to the right person and time zone.
Who is PTO Sync for?
HR admins and ops leads running an HRIS-connected workforce who need approved leave reflected in reports automatically.
Managers who rely on accurate attendance, schedules, and utilization to plan staffing.
Existing Workforce Analytics, Combo Plan, and Enterprise customers on a supported HRIS integration.
What you can do with PTO Sync
Turn PTO Sync on per HRIS integration from the Configuration tab, and stop re-entering PTO your HRIS already has.
Catch up automatically. The first sync pulls approved PTO from the past 31 days plus everything already approved going forward, matched to the right employee and time zone.
Keep using the PTO terms you already know. Synced entries are sorted into Insightful's existing time-off categories under the same name your HRIS uses.
See which entries are HR sourced. Synced PTO is labeled and read-only, so it's clear what came from HR versus what was entered by hand.
Keep using manual PTO entries and CSV imports for anything sync doesn't cover. PTO Sync doesn't replace how you already track PTO outside the HRIS.
How your HR tool's time off becomes an entry in Insightful
HR tools describe time off in different ways: some send a date range, some send a single date with start and end times, and some send only a number of hours. Insightful evaluates each record on its own, based on the fields your HR tool provides.
What your HR tool sends | How it appears in Insightful |
A date range | One full-day entry (00:00–23:59) for every date in the range. |
A single date with a start time and an end time | The entry is placed exactly at those times. Nothing is assumed or filled in. |
A single date with a number of hours, but no start or end time | The entry starts at 09:00 and runs for that many hours. |
A single date marked as a full day, with no times or hours given | One full calendar day (00:00–23:59). |
A single date marked as a fraction of a day (for example, a half day) | A full day is treated as 8 hours, so the fraction is multiplied by 8. A half day becomes 4 hours, placed from 09:00 to 13:00. |
Synced entries use the employee's own time zone. If the employee doesn't have one set, Insightful falls back to your organization's time zone.
How time off types and categories are matched
Insightful has a fixed set of umbrella time-off categories. Each incoming time-off type name is matched against keywords to sort it into one of those categories. Once a record is matched, Insightful creates a custom time-off type under that category using the same name your HRIS uses, so your team keeps seeing familiar names, grouped under Insightful's categories.
Manual and CSV entries alongside sync
You can still add time off yourself (for example, to flag an unapproved absence) or import it by CSV, such as a holiday calendar. There's one limit: you can't add a manual or CSV entry for a date that already has an entry synced from the integration.
If it happens the other way around, and the integration later syncs an entry for a date that already has a manual or CSV entry, the two coexist. The synced entry doesn't overwrite or remove the manual one, and you can delete the manual entry yourself if it's no longer needed.
How to turn on PTO Sync
Go to your active HRIS integration in Insightful and open the Configuration tab.
Enable PTO synchronization. It's off by default.
Review synced entries on the Time & Attendance Schedule and Employee Schedule pages.
If your HR tool doesn't support time off data, the toggle still appears but is disabled, with a tooltip explaining why. Turning sync off, or turning off the HRIS integration itself, doesn't remove anything already synced. Turning it back on won't create duplicates of entries already imported.
PTO Sync limitations
Live today for nine HRIS integrations: BambooHR, Workday, Humaans, SAP SuccessFactors, HiBob, Sage HR, AlexisHR (now Simployer), HR Partner, and Keka. Only approved PTO entries sync, and only for employees matched to an Insightful profile.
PTO entries imported from an HR integration cannot be edited or deleted in Insightful. Changes have to be made in the HRIS and will sync on the next synchronization.
Identity provider integrations, including Entra ID, Okta, Google Workspace, and JumpCloud, don't hold time-off data, so PTO Sync isn't available for them.
PTO Sync isn't available yet for some of Insightful's other HRIS integrations, including ChartHop, HR Cloud, TriNet, Zoho People, and Paylocity. The Configuration tab shows the toggle as disabled, with a tooltip, for any integration that doesn't support it.
PTO Sync FAQ
Is PTO Sync available on my plan?
Yes, on the Workforce Analytics plan, the Combo Plan, and Enterprise, and during the free trial. It's part of Workforce Analytics rather than a separate purchase.
Which HR tools does PTO Sync support?
Nine today: BambooHR, Workday, Humaans, SAP SuccessFactors, HiBob, Sage HR, AlexisHR (now Simployer), HR Partner, and Keka. More HRIS integrations will come soon.
Who can turn PTO Sync on or see synced entries?
Admins turn it on from the Configuration tab of an active HRIS integration. Synced PTO entries are visible to anyone with access to schedules and time off, including the Time & Attendance Schedule and Employee Schedule pages.
Does turning on PTO Sync change any existing behavior?
No. It's off by default, and manual PTO entries and CSV imports keep working. If the HRIS later syncs an entry for a date that already has a manual or CSV entry, the two coexist and the synced entry doesn't overwrite the manual one.
How do I turn PTO Sync on or off?
Open your active HRIS integration, go to the Configuration tab, and use the PTO synchronization toggle. Turning it off preserves the PTO entries that were already synced.
Can I edit or delete PTO entries that came from my HRIS?
No. HRIS-sourced entries are read-only in Insightful and labeled with the source HRIS, so you always know when one came from your HR system. Changes should be made in the HRIS and will sync on the next synchronization.
How does PTO Sync convert my HR tool's time off into a schedule entry?
It depends on what your HR tool sends: a date range, a single date with times, or a number of hours. See the conversion table above for how each case is handled. Synced entries use the employee's time zone, falling back to your organization's time zone if the employee doesn't have one set.