Account Settings

How Do I Set an Administrator within Vacation Tracker?

Last updated on January 20, 2026

How Do I Set an Administrator within Vacation Tracker?

An Administrator has full access to your workspace's settings — Locations, leave policies, billing, integrations, the lot. Promoting a User to Admin takes about ten seconds: open their profile, edit, switch the Role dropdown to Administrator, save. The same form is where you'd revert them later if needed.

Promote a User to Administrator

  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 promote (use the search field at the top if your team is large) and click their name to open the profile.
  4. In the User Profile box at the top of the profile, click Edit in the upper-right corner. The Update User modal opens.
  5. In the modal, open the Role dropdown and select Administrator. The other fields (Name, Email, Department, Location, Employee Since, Birthday, Employee End Date, Employee ID) can stay as-is — you only need to touch Role.
  6. Click Update at the bottom of the modal to save.
Update User modal with the Role dropdown expanded showing User and Administrator options, and the Active checkbox at the top of the form
Admin gives access — not approval
Promoting someone to Administrator gives them full control of workspace settings (Locations, leave policies, billing, integrations) but does not automatically make them an Approver. Approver permissions are separate and configured per Department. To give the new Admin approval rights too, see How Do I Set an Approver within Vacation Tracker?

Reverting an Admin Back to User

The path is identical — open the user's profile, click Edit, change Role from Administrator to User, click Update. Same form, same workflow.

Important — order matters when deactivating
If you also want to deactivate the Admin (move them to the Inactive list), their role must be changed back to User first. While Role is set to Administrator, the Active checkbox in the modal is greyed out and can't be unchecked. Once Role is User, you can clear Active and save to deactivate them.

Common Questions

Existing Administrators. Approvers and regular Users can't change roles — the Edit button on a user's profile is restricted to Admin-level access.

There's no hard limit. You can have one Admin or twenty. Most teams keep two or three so account access doesn't depend on a single person being available, but the system doesn't restrict the count.

An Admin manages the workspace's settings — Locations, leave policies, leave types, billing, users. An Approver acts on leave requests for the Department(s) they're assigned to. They're independent: someone can be one, the other, or both. Promoting to Admin doesn't grant approval rights, and being an Approver doesn't grant settings access.

What's Next?

How Do I Set an Approver within Vacation Tracker? Employee Onboarding: What Roles Can I Assign in Vacation Tracker? Guide: Administrator vs Approver Role
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