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Can Approvers View Their Users' Leave Quotas?

Last updated on February 13, 2026

Can Approvers View Their Users' Leave Quotas?

Yes. Approvers can open the profile page for any User in a Department they approve for, with view-only access to their upcoming leaves, leave history, remaining quotas, and Logs. The information is a planning aid — useful when forecasting team capacity or sanity-checking a request before approving it.

You've got three pending Vacation requests from different Users for the same week, and you can only spare two people. Open each User's profile, check their Leaves tab to see who took time off recently, and use that to decide which two to approve and which one to defer — a 30-second sanity check instead of guessing or asking around.

Steps

  1. Sign in at app.vacationtracker.io with your Approver account.
  2. In the left-hand menu, click Users.
  3. Click any User's name in the table to open their profile.
User profile Profile tab with Leave Quotas section visible showing remaining balance per Leave Type, Select Period dropdown at top-right, and Add Leave button in the header

The profile has a few tabs and sections you'll use:

  • Profile tab — basic identity (Name, Email, Department, Location, Role, Approvers, Status, Working Days).
  • Leaves tab — every leave the User has ever submitted. Filterable by Status (Pending, Approved, Denied, Cancelled, Expired), Request Type (Leave or TOIL), and Leave Type.
  • Logs tab — the audit trail of changes on this User (quota adjustments, accruals, location/department changes, role changes). See User Profile Logs.
  • Leave Quotas section (on the Profile tab, scroll down) — current remaining balance per Leave Type for the selected period (current year by default; other periods available in the dropdown).
Add Leave is also available
Approvers can use the Add Leave button at the top of a User's profile to file a leave on the User's behalf. Useful when a User can't request it themselves (sick day, missed deadline, etc.). See How Do I Add a Leave for a User?

What Approvers Can't Do from a User Profile

The view is intentionally view-only on most fields:

  • Approvers can't edit the User's Name, Email, Role, Department, Location, Working Days, or any identity fields. Those changes are Admin-only.
  • Approvers can't manually adjust a User's quota — only Admins can run quota changes from the dashboard.
  • Approvers can add and approve leaves for Users in Departments where they're assigned as an Approver. Outside those Departments, the visibility is read-only at most.

Common Questions

No. Approvers only see Users from Departments where they're assigned to the Approver(s) field — there's no way to view Users outside those Departments, regardless of Visibility Manager settings. Visibility Manager restricts visibility further (within or down to personal records) but doesn't extend an Approver's reach to other Departments. If you need access to someone outside your Departments, an Admin has to add you as an Approver on theirs.

Because you're a regular User, not an Approver. The Users tab is only visible to Approvers and Admins. If you do see the Users tab but it looks empty, that's a different situation — it means you're an Approver, but you haven't been assigned to any Department's Approver(s) field yet, so there are no Users routed to you. In that case, ask your Admin to add you as an Approver on the relevant Department(s).

Live. The Leave Quotas section reflects the User's current remaining balance for each Leave Type, updated in real time as leaves are approved, edited, or cancelled. If you approve a 5-day Vacation request, refresh the profile and that User's Vacation balance drops by 5 immediately.

What's Next?

How Do I Add a Leave for a User? How Do I Edit a User's Leave Request? Check Leave History and Upcoming Leaves
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