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Automations

How Do I Limit Users' Visibility?

Last updated on October 14, 2025

How Do I Limit Users' Visibility?

Managing visibility for employees is important for many of our clients. The Visibility Manager automation lets Admins limit visibility for their Users so they can only see scheduled leaves from other team members in their own department.

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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Still have questions? Let us show you how Vacation Tracker can help.