SOURCE: Vacation Tracker TITLE: How Do I Add (Import) Users? URL: https://vacationtracker.io/knowledge-base/how-do-i-add-import-users/ LANG: en PUBLISHED: 2020-12-29 UPDATED: 2026-01-27 READING: 3 min SUMMARY: How Do I Add (Import) Users? # How Do I Add (Import) Users? # How Do I Add (Import) Users? When you don't want auto-import enabled — or when only a handful of new hires need to come into Vacation Tracker — manual import is the right tool. Pick the specific people you want from your workspace directory, configure their starting Department, Location, and prorated quotas, and bring them in. With the Email integration, the flow swaps to Create Users instead. Heads-up on billing Each active user counts toward your subscription seat total. Importing more users may impact your future invoices, so be intentional about who you bring in. ## How User Login Works If your workspace uses Slack, Microsoft Teams, or Google Workspace, Vacation Tracker pulls user identity from the directory — imported users sign in with their existing integration credentials, no new password needed. If your workspace uses the Email integration, users get an email invitation, click the link, and create their own password to sign in. Different mechanism, but the end state is the same: they land on the Active Users list. ## Add Users (Slack, Microsoft Teams, Google Workspace) - Sign in at app.vacationtracker.io (https://app.vacationtracker.io/signin). - In the left-hand menu, under Team & Approval Flows, click Users. - Click Add Users at the top of the page. A new page opens. - You'll be asked whether to import all users from your workspace directory at once. No is selected by default. - In the Select Users to Import field, type a name to search or scroll through the list to pick specific people. Selected users appear listed below the field. - Toggle on Configure Settings for selected Users to expose the optional configuration block (covered below). - Click Import. A confirmation pop-up summarizes what you're about to do — number of users, settings applied, and a billing impact reminder. Confirm to proceed. The new users appear on the Active Users list immediately. ![Add Users pop-up with the Select Users to Import field active and selected users listed below, plus the Configure Settings toggle and Import button](https://cms.vacationtracker.io/uploads/helpdesk_artikal_how_do_i_add_import_users_first_image_place_99083584fd.png) ### Configure Settings for Selected Users The toggle reveals four configuration options that apply to all the users you've selected in this batch: #### Announce to New Users Sends a welcome notification to the imported users letting them know they've been added to Vacation Tracker. Helpful if you don't want to message them yourself. #### Department Pick which Department to add the new users to. If left unset, they go to the workspace's default Department. #### Location Pick which Location the new users belong to. The Location determines holidays, leave policies, and quotas they're subject to. #### Prorate the new users' quota for this year If you set this to Yes, the system automatically reduces the user's first-year quota proportionally to the part of the year remaining at their import date — so a user joining in October doesn't get a full year's allotment. You can pick which leave types this applies to. Set to No and they receive the full annual quota as defined in the leave policy, regardless of import date. ## The "Yes — Import All Users" Option The pop-up's first question lets you import the entire directory in one shot. Useful for the initial setup, but worth being deliberate about — it imports everyone in your Slack/Teams/Google Workspace directory and counts them all toward your billing seats. Large directories are blocked If your directory has more than 1,000 users, the Yes option is disabled and you can't bulk-import everyone yourself. This is a deliberate guardrail to prevent accidental seat explosions. To import a directory of that size, contact Support and they'll handle it with you. ## Email Integration The Email integration doesn't have a workspace directory to read from, so users are added through their own dedicated flows. See: - How to Add Users With the Email Integration? (https://vacationtracker.io/knowledge-base/how-to-add-users-with-the-email-integration/) — the day-to-day way to bring new users in. - How Do I Bulk Import Users? (Email Only Integration) (https://vacationtracker.io/knowledge-base/how-do-i-bulk-import-users-email-only-integration/) — spreadsheet-based bulk import. ## Common Questions Who can add or invite users? Admins. The Add Users / Invite Users button on the Users page is part of the Admin-only Team & Approval Flows section. Approvers and regular Users don't see it. My new users aren't showing up on the Active list. Where did they go? Refresh the page — the list sometimes doesn't auto-update right after the import completes. If they still don't appear on the Active list, contact Support. How does this differ from automatic user import? Auto-import (Workspace Settings → General → Import Users Configuration) brings every new directory member into Vacation Tracker as soon as they're added in Slack/Teams/Google Workspace. Manual import via the Add Users button is one-off — you choose the exact set of people each time. Use whichever fits your team's onboarding rhythm. See How Do I Enable/Disable the Automatic User Import? (https://vacationtracker.io/knowledge-base/how-do-i-enabledisable-the-automatic-user-import/) ### What's Next? How Do I Enable/Disable the Automatic User Import? (https://vacationtracker.io/knowledge-base/how-do-i-enabledisable-the-automatic-user-import/) 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.