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Using Vacation Tracker

How do I Add my Upcoming Leave to my Personal Calendar?

Last updated on February 13, 2026

How do I Add my Upcoming Leave to my Personal Calendar?

Once a leave is approved, Vacation Tracker offers a one-click Add to Calendar button that pushes it into your personal Google Calendar or Outlook calendar — so the days you're out get blocked off and meeting tools see you as unavailable.

Want this to be automatic?
The one-click button is a per-leave manual action. If you'd rather have every approved leave flow into your personal calendar without any extra clicks, see How Do I Connect My Personal Calendar to Vacation Tracker? for the automated version.

Slack

  1. Submit your leave with /vacation in Slack.
  2. When the approval notification arrives, click Add to Calendar on the message.
  3. Pick the calendar to add it to. A new window opens with the leave's details.
  4. Edit the leave name if you want, then click Save.
Slack approval-notification message with the Add to Calendar button at the bottom of the leave card, plus the calendar-picker pop-up that follows the click

Microsoft Teams

  1. Submit your leave through the Vacation Tracker bot in Teams.
  2. When the approval notice lands, click Microsoft 365 Calendar in the approval card.
  3. You're redirected to your Microsoft 365 calendar with the leave type, time, and dates pre-filled.
  4. Optionally rename the event, then click Save at the top-left.
Teams approval-card with the Microsoft 365 Calendar button highlighted, plus the Microsoft 365 calendar event-creation view that opens with the pre-filled leave details

You can also click the Calendar icon on the left of Teams to verify the event was added.

Google Workspace

  1. Sign in at app.vacationtracker.io and submit your leave from the Request Leave button.
  2. After approval, you'll see an Add to Calendar option on the dashboard alongside the approved leave.
  3. Click it. A window appears where you can change the leave type name to display on your calendar.
  4. Click Save.
Dashboard approved-leave card with the Add to Calendar button visible, and the calendar-event preview window with editable event name and Save button

Limitations to Know

  • Edits and cancellations don't sync back. If you change or cancel the leave in Vacation Tracker, you have to also update the event in your personal calendar manually. The automated personal calendar connection (linked above) handles this two-way; the Add to Calendar button does not.
  • Admins and Approvers who self-approve don't see the button. If you approved your own leave (e.g. you're the only Approver in your Department), the Add to Calendar button doesn't appear on the approval card. The team has noted this is on the roadmap to improve.

Common Questions

No. This is a per-leave button you click after each approval. The automated personal calendar connection (linked in the What's Next) is set up once and pushes every approved leave automatically. Pick whichever fits your habit — manual control vs. set-it-and-forget-it.

The event stays in your personal calendar exactly as it was when you saved it. The one-click button doesn't sync changes back — you'd have to delete or update the event in your calendar manually. If you want changes to flow automatically, use the personal calendar connection instead.

If you approved your own leave (you're the only Approver in your Department, or you're an Admin acting as both requester and approver), the button doesn't show up on the approval card. Submit through the normal flow that routes to a different Approver and the button appears as expected.

What's Next?

Automated Personal Calendar Connection Shared / Existing Calendar (team push) Edit My Pending or Upcoming Leave
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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