SOURCE:    Vacation Tracker
TITLE:     How Can I Change a User's Location?
URL:       https://vacationtracker.io/knowledge-base/how-can-i-change-a-users-location/
LANG:      en
PUBLISHED: 2022-02-11
UPDATED:   2026-10-07
READING:   3 min
SUMMARY:   If you need to move a user from one location to another, you can do this with ease!
How Can I Change a User's Location?
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Last updated on October 7, 2026

How Can I Change a User's Location?

Moving someone from one office or region to another? Vacation Tracker gives you two paths: one through the user's profile (fast, direct) and one through the destination Location's Users tab (useful for moving several people at once). Both end up in the same place.

Before you switch
A user's Location drives their leave types, quotas, holidays, and approvers. Moving them can affect pending leave requests they've already submitted and their leave information, such as initial brought forward days, so make sure the destination Location has policies configured the way you expect before you move people over.

Method 1: Directly on the User's Profile

The quickest path for moving one person.

  1. Sign in at app.vacationtracker.io.
  2. In the left-hand menu, under Team & Approval Flows, click Users.
  3. Find the user you want to move and click their name to open their profile.
  4. In the User Profile section at the top of the page, click Edit.
  5. The Update User pop-up opens. Under the Location field, pick the new Location from the dropdown.
  6. Click Update to save. The new Location shows on the profile immediately.
User Profile Edit modal with the Location dropdown highlighted

Method 2: From the Destination Location's Users Tab

This path works well when you're moving several people into the same Location, for example when onboarding a new office. You add users straight from the Location they're moving to, and they're moved out of their current Location automatically.

  1. In the left-hand menu, expand Leave Setup and click Locations.
  2. Click the card of the destination Location (the one the user is moving to) and open the Users tab.
  3. Click Add Users.
  4. In the pop-up, search for and select the users you want to move. The Location column shows where each one is now.
  5. Click Add users to save.
Add Users pop-up on a Location's Users tab, listing users with their Department and current Location
When to pick which method
Use Method 1 for moving one user. It's one pop-up and done. Use Method 2 when you're moving several users into the same Location in one go. The end state is identical either way.

What Happens When You Change a Location

The user immediately picks up everything the new Location defines:

  • Leave types & quotas: they follow whatever policies the new Location has configured. If the destination doesn't have a Leave Type the user was using before, that balance is no longer available.
  • Holidays: the new Location's holiday calendar applies going forward.
  • Workweek: the new Location's working days determine how future leave requests are calculated (unless the user has custom Workweek settings on their profile).
  • Approvers: stay the same unless you change them separately on the user's profile.
  • Pending requests: requests already submitted but not yet approved may be affected by the Location change. Review them before moving anyone with in-flight requests.

Common Questions

No. Each user belongs to exactly one Location at a time. If someone splits time between offices, pick the Location that best reflects their leave calendar and policies.

Balances for Leave Types that exist in both Locations carry over. Balances for Leave Types only available in the old Location stop being visible once they're moved. If you need custom balances on the user's profile after the move, see How Do I Customize Leave Quotas for Individual Users?

Yes. Location is a Vacation Tracker concept, not something pulled from Slack or Teams. You set and change it inside Vacation Tracker regardless of your integration. Profile fields like name and email may be synced from the integration source, but Location assignment is yours to manage in-app.

What's Next?

How Do I Create a Location? How Do I Edit a Location? How Do I Customize Leave Quotas for Individual Users?
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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