Last updated on June 2, 2025
What's the Difference Between Inactive and Deleted Users?
When someone leaves the team — or just stops needing Vacation Tracker access — what happens to their record matters. Inactive means they've been deactivated within Vacation Tracker; you keep the option to bring them back. Deleted means they're gone from the integration directory itself, so the door's locked from the other side. Both states preserve their leave history; the difference is whether you can reverse the change.
The Three Lists on the Users Page
To see them, sign in to app.vacationtracker.io, click Users in the left-hand menu under Team & Approval Flows, and use the tabs at the top of the table to switch between lists.
Active
Users who are using Vacation Tracker right now. They can sign in, request leave, and (depending on their role — User, Approver, or Admin) see different parts of the dashboard. The tab shows the current count alongside the label, e.g. Active 168.
Inactive
Users an Admin has deactivated. They can't access or use Vacation Tracker, and your organization isn't billed for them. An Admin can re-activate any inactive user at any time, putting them back into the Active list with their leave history intact.
Deleted
Users who've been removed from your integration directory — Slack, Microsoft Teams, or Google Workspace, depending on how your team signed up. Vacation Tracker doesn't delete them on its own; the trigger is them being removed at the source. Their leave history stays preserved in this list, but they can't sign in, and you can't re-activate them from inside Vacation Tracker. Re-activation only happens if their account gets re-added to the source integration first.
Active vs Inactive vs Deleted at a Glance
Common Questions
Only Admins. The Users page sits under the Admin-only Team & Approval Flows section of the menu, so regular Users and Approvers don't see Active, Inactive, or Deleted lists. To grant another team member Admin access, see How Do I Set an Administrator within Vacation Tracker?
Yes. Inactive users aren't counted toward your billing seat count — your organization doesn't pay for them. The same applies to Deleted users. Only Active users factor into your subscription cost.
Their pending requests don't auto-cancel. Approvers can still act on them as normal. Once a user is inactive, though, they can't submit new requests until they're re-activated.
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