Automations

How Do I Limit Users' Visibility?

Last updated on July 3, 2026

How Do I Limit Users' Visibility?

By default, everyone can see who's off across every Department. Turn on the Visibility Manager add-on and each User only sees leaves from their own Department or their own individual leaves.

Available on CompleteComplete plan only
The Visibility Manager add-on is available exclusively on the Complete plan.

How the Visibility Manager Works

Example: Anna is a User in the Human Resources department, and her Approver is Peter. In the Department of Compliance, Lucas is a User, and Peter is also his Approver.

By activating the Visibility Manager, Users will only be able to see leaves in their own department:
  • Anna can see leaves in the Human Resources department only.
  • Lucas can see leaves in the Compliance department only.
  • Since Peter is an Approver for both Compliance and Human Resources, he's able to view leaves for both departments.

If you need help configuring your departments, please see: How Do I Edit Department Information?

Setting It Up

  1. Go to the Vacation Tracker Dashboard — app.vacationtracker.io/signin.
  2. On the left-hand side, click Workspace Settings → Add-ons.
  3. Click View on the Visibility Manager card under My Add-ons. If you haven't subscribed yet, switch to the Discover More Add-ons tab and select Visibility Manager there to subscribe first.
  4. On the Visibility Settings page, set Limit visibility for users to Yes.
  5. A Users can see dropdown will appear. Pick the visibility scope:
    • Their department — Users only see leaves from people in their own department.
    • Personal leave records — Users only see their own leave records.
  6. Click Save.
Visibility Manager add-on settings page with the
Existing shared calendars & notifications
Shared Calendars and Notifications created before the visibility settings change must be manually deleted if they do not comply with the new rules.
Disabling ≠ Unsubscribing
Disabling the automation (setting Limit visibility for users to No) will not cancel the subscription. If you want to turn off the subscription entirely, click the Unsubscribe from Add-on? button in the banner at the top of the Visibility Manager page.
Admins only
At this time, only Vacation Tracker Admins can set up or edit the Visibility Manager.
Departments & Sub-Departments
Do you need help creating different departments? See How Do I Create a Department within Vacation Tracker?
Need to remove the automation?
To unsubscribe from an Add-On / Automation, take a look at: How Do I Unsubscribe From an Automation?

What's Next?

Unsubscribe From an Automation Set Up a Leave Request Notice Period Limit Users' Leave Duration
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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