SOURCE:    Vacation Tracker
TITLE:     Admin Training 5: Add Users and Assign Their Location and Department (Google Workspace)
URL:       https://vacationtracker.io/knowledge-base/admin-training-google-workspace-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 (Google Workspace)

# Admin Training 5: Add Users and Assign Their Location and Department (Google Workspace)

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

## Decide First

Go to Workspace Settings > General > Import Users Configuration and choose:

- Import users automatically? Yes adds people from your Google Workspace directory automatically. No means you add them yourself.

- Announce to new users: whether new users get a welcome message.

- Default Department for new users and Default Location.

- Prorate quota for new users: Yes gives people who join mid-year a share of the yearly quota.

Click Save.

![Import Users Configuration under Workspace Settings > General, showing automatic import, default Department and Location, and prorate](https://cms.vacationtracker.io/uploads/admin_training_google_workspace_add_users_and_assign_their_location_and_department_1_d312611a22_54fce0899b.png)

## Add Users

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

- Choose Yes, import all to import everyone from your Google Workspace directory, or No, I'll select users and search for people by name or email. You can also click Upload CSV/Excel.

- Click Import users.

![Import Users page with Yes, import all, No, I'll select users and Upload CSV/Excel](https://cms.vacationtracker.io/uploads/admin_training_google_workspace_add_users_and_assign_their_location_and_department_2_827c0199b7_8ba50317eb.png)

Billing

Each active user counts toward your subscription. Import 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

Where do new users go?To the default Department and default Location set under Import Users Configuration, until you move them.

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 (Google Workspace) (https://vacationtracker.io/knowledge-base/admin-training-google-workspace-give-someone-admin-or-location-admin-rights/)
How Do I Add (Import) Users? (https://vacationtracker.io/knowledge-base/how-do-i-add-import-users/)
How Do I Import Users' Initial Brought Forward Balances? (https://vacationtracker.io/knowledge-base/how-do-i-import-users-initial-brought-forward-balances/)

Need help?

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