How Do I Set Notifications Within Vacation Tracker?

Notifications keep your team in the loop on who's away — without anyone needing to check a calendar or ask. Pick a Slack channel, Microsoft Teams channel, or a list of email addresses, set a daily or weekly schedule, and Vacation Tracker handles the rest. The whole thing is configured under Team Notifications, lives at the workspace level, and takes about a minute to set up.

Who Can Set Notifications

Both Admins and Approvers can create Team Notifications. Each notification is owned by whoever created it, and the rules for editing or deleting are role-based:

• Admins can edit or delete any notification, regardless of who created it.
• Approvers can edit or delete notifications they personally created, but not notifications created by an Admin or by another Approver.

Create a Notification

1. Sign in at app.vacationtracker.io.
2. In the left-hand menu, under Team & Approval Flows, click Team Notifications.
3. Click New Notification at the top of the page. A dropdown opens with the available notification types — pick Daily/Weekly Notifications.
4. Fill out the form (covered field-by-field below).
5. Click Create Notification at the bottom to save. Cancel exits without saving; Reset clears the form back to defaults.

Field-by-Field

Notification Name

A label for your reference only. Visible on the Team Notifications page so you can tell similar notifications apart — your team won't see it in the actual delivered notification. Examples: "Daily team standup", "Sales weekly digest", "HR Friday roundup".

Filter By

Picks the slice of users the notification covers. The first dropdown chooses the filter type, the second lets you pick one or more values within that type. You can mix and match by adding multiple filter rows.

• Department — limit to one or more Departments.
• Location — limit to one or more Locations.
• Labels — filter by user Labels (Manager, Full-Time, Leadership, etc.). Complete plan only.

Frequency

How often the notification is sent.

Time and Time Zone

The clock-time at which the notification is sent and the time zone that applies. The default is 10:00 AM. Leave time zones unset and the notification will use your workspace default; otherwise pick a specific zone if you want it to fire on a specific local time for the recipients.

Send Via

Where the notification is delivered. Options depend on the integration your workspace uses:

• Slack or Microsoft Teams integration — pick a Channel (the system surfaces the channels available on your workspace) or one or more Email addresses, or use both.
• Google Workspace or Email integration — only the email option is available; you can list multiple addresses separated by commas.

Language

The language the delivered notification is rendered in. Defaults to English. Useful if your team uses Vacation Tracker in a different primary language.

Group Leaves By

Controls how the leaves are grouped inside the notification body.

• Department — leaves are grouped under each Department heading.
• Location — leaves are grouped under each Location heading.
• If neither is selected (or you choose not to group), leaves are listed alphabetically by user name.

If No Upcoming Leaves

Tells Vacation Tracker what to do on a quiet day. Two options:

• Yes, send the notification — the message goes out anyway, listing nobody on leave. Useful if your team relies on the daily ping as a heartbeat.
• No, don't send the notification — no message is sent on days with nothing to report. Cuts inbox noise.

After You Save

The new notification appears on the Team Notifications page with columns for Active, Name, Owner, Notification Type (Daily Notification or Weekly Notification), and Send at. Each row has actions:

• The Active toggle pauses or resumes the notification without deleting it.
• The send (paper-plane) icon is the Send Now action — it dispatches the notification immediately so you can preview the result. Handy when you've just changed the format and want to see it land.
• The delete (trash) icon removes the notification.

Other Notification Types

The New Notification dropdown also surfaces a couple of additional notification types:

Plan Differences

Common Questions