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Microsoft Transactables: Managing Licenses and Importing Users

Last updated on June 29, 2026

Microsoft Transactables: Managing Licenses and Importing Users

If your team buys Vacation Tracker through the Microsoft marketplace (Transactables), user capacity is tied to licenses. This article walks through how Admins assign, reassign, and manage those licenses from inside the app.

Who this article is for
This article is only for teams on the Microsoft Transactables billing option — customers who purchased Vacation Tracker through the Microsoft marketplace and pay through their Microsoft invoice. If your workspace was billed directly by Vacation Tracker (Slack, Microsoft Teams via our own billing, Google Workspace, or Email), the Manage Licenses screen won't appear for you — users are added through the standard Users flow instead.

How Licenses Work on MS Transactables

Under Microsoft Transactables billing, your subscription comes with a specific number of licenses. Each active user in Vacation Tracker consumes one license. You can assign licenses to any active user in your Office 365 directory — adding someone to Vacation Tracker is the same action as assigning them a license. When a user is removed, the license frees up and you can re-assign it to someone else.

How to Assign Licenses

  1. Sign in at app.vacationtracker.io.
  2. In the left-hand menu, under Team & Approval Flows, click Users.
  3. Click the Manage Licenses button at the top of the Users page.
  4. You'll see a dashboard showing the number of licenses assigned and the number available to assign.
  5. Pick the users from your Office 365 directory that you want to add to Vacation Tracker.
  6. For each selected user, choose their role: User or Administrator.
  7. Decide whether to send a welcome message via Microsoft Teams or email (optional).
  8. Click Assign Licenses. The system confirms the assignment, and those users can now sign into Vacation Tracker.
Manage Licenses page showing assigned vs. available license counts, plus user selection with role and welcome-message options

Freeing Up a License

When someone leaves or changes roles, their license doesn't lock to them forever — you can reclaim it and reassign:

  1. From the Users page, find the user you want to deactivate.
  2. Deactivate them from their user menu (the action that removes them from Vacation Tracker).
  3. The license frees up and appears in the "available to assign" count on the Manage Licenses page.
  4. Assign it to a new user whenever you're ready.

Common Questions

If you see a Manage Licenses button at the top of the Users page, you're on MS Transactables. If instead you see options to import users directly from Microsoft Teams or Slack without a license count, you're on direct Vacation Tracker billing. The sibling article MS Teams: Billing with Vacation Tracker vs. Microsoft Transactables breaks down the distinction further.

License count is managed through your Microsoft billing — Vacation Tracker doesn't control this directly. Work with your Microsoft billing admin to increase the number of seats on the subscription. Once more licenses are available on the Microsoft side, they'll show up on the Manage Licenses dashboard automatically.

Yes. The Manage Licenses screen lets you select multiple users at once from your Office 365 directory. Pick their roles individually (User or Admin), then click Assign Licenses to batch-assign.

What's Next?

MS Teams: Billing with Vacation Tracker vs. Microsoft Transactables How Do I Access My Customer Portal (Billing Information)? How Can I Change My Subscription?
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