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Import and Export

How Do I Import Users Profile Data?

Last updated on February 13, 2026

How Do I Import Users Profile Data?

Bulk-update User profiles in Vacation Tracker — Department, Location, Start/End dates, Employee ID, and Birthday — by uploading a spreadsheet, instead of clicking through profiles one by one.

What Gets Imported

Vacation Tracker pulls basic info from your workspace directory: first name, last name, and avatar. The User Profile Data import handles everything else — fields the directory doesn't carry, or fields you want to populate at scale:

  • Department assignment
  • Location assignment
  • Employment Start Date
  • Employment End Date
  • Employee ID (for integration with other systems)
  • Birthday

It's much faster than editing each User profile by hand — especially right after onboarding, after a reorg, or when you're cleaning up old data.

Active users only
The import page itself shows the warning "This import will only apply to active users." — inactive or deleted Users are skipped silently.

Before You Start

You need Admin access in Vacation Tracker. Approvers and Users won't see the Bulk Uploads option in the menu.

Steps

  1. Sign in at app.vacationtracker.io as an Admin.
  2. In the left menu, expand Workspace Settings and click Bulk Uploads.
  3. On the Bulk Uploads page, click View on the User Profile Data card.
  4. Click Download Template to grab a file with the correct headers.
  5. Open the template, fill in one row per User you want to update, and save.
  6. Back on the User Profile Data page, click Start Import.
  7. Walk through the wizard: drop or select your file → Select header row → Match Columns → Validate data → Confirm.
User Profile Data import page with the Download Template button, Start Import button, and the

Fields in the Template

FieldRequiredNotes
EmailMandatoryThe match key — must match the email on file in Vacation Tracker.
DepartmentOptionalMust match an existing Department name exactly.
LocationOptionalMust match an existing Location name exactly.
Start DateOptionalEmployment start date.
End DateOptionalEmployment end date — leave blank for active Users.
Employee IDOptionalFree-text. Used for integration with other systems. If using Excel, format the cell as Text so leading zeros aren't truncated.
BirthdayOptionalFormat: YYYY-MM-DD

The 4-Step Wizard

  1. User Profile Data — drop your file or click Select file. Accepts .xlsx, .xls, .csv.
  2. Select header row — confirm the first row of your file is the header.
  3. Match Columns — map your file's headers to Vacation Tracker fields. With our template, columns match automatically.
  4. Validate data — fix any rows the wizard flags in red, then click Confirm.
Updates only existing Users
This import does not create new Users. Existing Users matched by email get their profile fields updated — that's it. To add Users, see How Do I Add and Import Users.
Excel cell formatting
If you're using Excel and your Employee IDs start with zeros, format those cells as Text before pasting in the values — otherwise Excel silently strips the leading zeros.
Run it any time
You can re-run this import as often as you want. It overwrites the listed fields with whatever's in the spreadsheet for the matching Users.

What's Next?

Import Leave Data Import Brought Forward Balances Import TOIL
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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