SOURCE:    Vacation Tracker
TITLE:     Admin Training 5: Add Users and Assign Their Location and Department (Email Only)
URL:       https://vacationtracker.io/knowledge-base/admin-training-email-only-add-users-and-assign-their-location-and-department/
LANG:      en
PUBLISHED: 2026-10-23
UPDATED:   2026-10-23
READING:   2 min
SUMMARY:   Import your team into Vacation Tracker, then check each person's Location, Department and starting balance.

# Admin Training 5: Add Users and Assign Their Location and Department (Email Only)

# Admin Training 5: Add Users and Assign Their Location and Department (Email Only)

Bring your team into Vacation Tracker, then make sure each person is in the right Location and Department with the right balance.

## Decide First

- Department and Location: create them first, so you can put each person in the right place as you add them.

- Invites: send them now, or create users first and invite them later, for example before their start date.

- How many: type in a few people, or use the bulk template for larger groups.

## Create Users

- In the left-hand menu, under Team & Approval Flows, click Users, then Create Users.

- Enter each person's Name and Email address, and choose their Department and Location. Click Add User to add more rows.

- Choose whether to send invites now. With Yes, each person gets an email to accept the invite and create a password.

- For a larger group, under Import Multiple Users, download the CSV Template or Excel Template, fill it in and click Upload File. The limit is 500 users per file.

- Click Review and Submit.

![Create Users page with Creating a User, Inviting a User and Importing Users in Bulk](https://cms.vacationtracker.io/uploads/admin_training_email_only_add_users_and_assign_their_location_and_department_1_02c88dec94_c135fb52f1.png)

Billing

Each active user counts toward your subscription. Add the people who need Vacation Tracker.

## Put Each Person in the Right Place

- Open a user from the Users page.

- Under User Profile, click Edit.

- Set the Department, Location and Employee Since date, then click Update.

![Update User form with Department, Location and Employee Since](https://cms.vacationtracker.io/uploads/admin_training_email_only_add_users_and_assign_their_location_and_department_2_278d7f108f_0ac587d42f.png)

## Check Starting Balances

On the user's profile, Leave quotas shows Brought Forward + Quota - Used = Remaining for each Leave Type. To add balances people bring from a previous system, use Workspace Settings > Bulk Uploads > Initial Brought Forward.

![Leave quotas on a user's profile showing Brought Forward, Quota, Used and Remaining](https://cms.vacationtracker.io/uploads/admin_training_email_only_add_users_and_assign_their_location_and_department_3_74d13282a7_c3e6d42941.png)

## Check It Worked

- On the Users page, filter by each Location and each Department. The right people appear in each.

- The Leave balances tab shows the quota and balance you expect for each Leave Type.

## Common Questions

What if I add an email that already exists?Email is unique in Vacation Tracker. Adding an existing email fails and leaves that user unchanged. To change their details, edit the user directly.

Can I move several people at once?Yes. On the Users page, select the users, then choose Change department or Change location.

### What's Next?

Admin Training 6: Give Someone Admin or Location Admin Rights (Email Only) (https://vacationtracker.io/knowledge-base/admin-training-email-only-give-someone-admin-or-location-admin-rights/)
How to Add Users With the Email Integration? (https://vacationtracker.io/knowledge-base/how-to-add-users-with-the-email-integration/)
How Do I Bulk Import Users? (Email Only Integration) (https://vacationtracker.io/knowledge-base/how-do-i-bulk-import-users-email-only-integration/)

Need help?

Contact our Support team via email (mailto:hello@vacationtracker.io) or chat (#), Monday to Friday, 9 AM – 5 PM EST.