How Can I Change a User's Location?

Moving someone from one office or region to another? Vacation Tracker gives you two paths — one through the user's profile (fast, direct) and one through the Location itself (useful when you're already editing Locations). Both end up in the same place.

Method 1: Directly on the User's Profile

This is the cleaner path — no ping-ponging through the Default Location.

1. Sign in at app.vacationtracker.io.
2. In the left-hand menu, under Team & Approval Flows, click Users.
3. Find the user you want to move and click their name to open their profile.
4. In the User Profile section at the top of the page, click Edit.
5. A pop-up opens. Under the Location field, pick the new Location from the dropdown.
6. Click Update to save. The new Location shows on the profile immediately.

Method 2: Through the Location Edit Form

This path works well when you're already editing Locations (e.g., onboarding a new office) and want to re-shuffle users in the same flow. Heads up: removing a user from their current Location doesn't let you immediately drop them in a new one — it sends them to your workspace's Default Location first, and you add them to the destination from there.

1. In the left-hand menu, expand Leave Setup and click Locations.
2. On the original Location (the one the user is currently in), click Edit.
3. In the Users section, click the X next to the user's name to remove them. They're automatically sent to the Default Location.
4. Click Update Location to save.
5. Go back to the Locations list and open the destination Location.
6. Click Edit, add the user from the Users dropdown, and click Update Location.

What Happens When You Change a Location

The user immediately picks up everything the new Location defines:

• Leave types & quotas — they follow whatever policies the new Location has configured. If the destination doesn't have a Leave Type the user was using before, that balance is no longer available.
• Holidays — the new Location's holiday calendar applies going forward.
• Workweek — the new Location's working days determine how future leave requests are calculated (unless the user has custom Workweek settings on their profile).
• Approvers — stay the same unless you change them separately on the user's profile.
• Pending requests — requests already submitted but not yet approved may be affected by the Location change. Review them before moving anyone with in-flight requests.

Common Questions