Common Vacation Tracker Questions

Yes. Vacation Tracker pulls minimal information from your workspace directory (first name, last name, and avatar) and Admins can refresh that data on demand using Sync Existing Users on the Users page.

If you've manually changed a User's name in Vacation Tracker, the sync will skip that User to avoid overwriting your edit. Google Workspace syncs occasionally have delays on Google's side.

Full walkthrough: Can I Update User Information from my Directory Into Vacation Tracker?

No. Admins and Approvers are separate roles. You can hold both, but being an Admin doesn't auto-add you to the approval flow, every organisation works differently and not all Admins want to receive leave requests.

If you want to receive requests yourself, set yourself as an Approver on the Department: How Do I Set an Approver within Vacation Tracker?

Vacation Tracker is built around tracking leaves, not overtime. The closest fit is TOIL (Time Off in Lieu), Admins or Approvers can grant TOIL hours that the User can later book as time off. See How Do I Enable and Configure TOIL? for the setup, or How Do I Add TOIL for a User? for granting it.

Single-channel guests: not supported. They can't be added to Vacation Tracker or use the bot.

Multi-channel guests: can be imported as Users and can use the Vacation Tracker bot in Slack, including opening the dashboard from the bot's links, but they can't sign in to the dashboard directly through the website.

Yes, Admins can move a User from one Location to another. A User can only belong to one Location at a time.

When you move someone, their Leave quotas, pending requests, and scheduled leaves can be affected, especially if the new Location has different Leave Policies, leave types, or quota reset rules. Review the impact before moving.

Walkthrough: How Can I Change a User's Location?

Yes, Blackout Period is available as an Automation. You can configure date ranges where leave requests for specific Leave Types are blocked or restricted. See the Automations category in the helpdesk for the full setup.

Approved leaves and upcoming holidays appear for all active Users on Home and the Calendar view, plus in notifications.

Pending requests and reasons are visible only to the User's Approver(s) and to Admins who are also Approvers.

Denied requests are visible only to the User who requested the leave and the Approver who denied it.

No. The calendar sync works with any external calendar regardless of which integration (Slack, Microsoft Teams, or Google Workspace) you signed up with. A Slack-integrated workspace can still sync to Google Calendar.

Walkthroughs: Adding a New Calendar Using iCal Connection and Connecting to a Shared Existing Calendar.

Yes, a request auto-expires either when the leave's end date passes without approval, or when 7 business days have gone by since submission. Whichever comes first. Expired requests show on the User profile under the Leaves tab with an Expired status.

Full breakdown: Why did a leave request expire? (Leave Expiration Rules)

You can disable the 7-business-day rule for your workspace: How to Enable or Disable Leave Request Expiration.