SOURCE:    Vacation Tracker
TITLE:     How Do I Control Which Roles Can Access Each Feature?
URL:       https://vacationtracker.io/knowledge-base/how-do-i-control-which-roles-can-access-each-feature/
LANG:      en
PUBLISHED: 2026-06-30
UPDATED:   2026-08-07
READING:   3 min
SUMMARY:   The Features & Permissions page lets Admins decide who sees what in Vacation Tracker.
How Do I Control Which Roles Can Access Each Feature?
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Last updated on August 7, 2026

How Do I Control Which Roles Can Access Each Feature?

The Features & Permissions page lets Admins decide who sees what in Vacation Tracker. For each controlled feature, you pick whether it's visible to Everyone, to Administrators & Approvers, or to Administrators only. Users outside the selected role won't see the feature at all.

How to Open the Page

  1. Sign in at app.vacationtracker.io with an Admin account.
  2. In the left-hand menu, expand Workspace Settings.
  3. Click Features & Permissions.
Workspace Settings sidebar expanded with Features & Permissions highlighted, and the Feature Visibility section visible on the right

What You Can Control

Feature Visibility

For each feature below, pick the role that should have access. Users in a role that isn't selected won't see the feature at all.

  • Who can access the Wallchart: pick Everyone, Administrators & Approvers, or Administrators only. Wallchart is the horizontal team-wide grid of leaves; this setting decides who can open it.
  • Who can run and export Reports: pick the role that can generate and download Leave Request, Leave Balance, Monthly Leave Balance, and Company Audit Log reports.
  • Who can see their own Energy Level: controls whether each User sees their personal Energy Level on their own profile.
  • Who can see the Team Energy page: controls who can open the team-wide Energy Level dashboard.
  • Enable AI Bot for user requests in natural language: Yes / No. When enabled, employees can request time off in natural language instead of typing commands. Turn off to keep the standard command-based flow.

Communication

  • Who receives Quarterly Insights emails: pick the role that gets the periodic insights digest by email. Defaults to Administrators only.
Saves on each change
The Features & Permissions page saves automatically when you switch a dropdown or toggle. There's no Save button at the bottom. If you change your mind, switch the value back and the change applies right away.

Common Questions

Administrators only. The Features & Permissions page lives inside Workspace Settings, which is the Admin-only section of the dashboard. Approvers and Users don't see the page at all.

The page or button disappears for the role you've excluded from that moment on. No data is lost; you can give access back at any time by switching the dropdown again, and they'll see the feature exactly as it was.

They're two different features. The AI Bot toggle here controls Vacation Tracker's own bot that lets employees request leave in natural language from inside the product. The MCP integration is a separate connection that lets external AI tools (Claude, ChatGPT, Gemini, etc.) read your team's leave data. See How Do I Connect Vacation Tracker to My AI Tools with the MCP Server?

What's Next?

How Can I Use Wallchart to View Upcoming Leaves? What Types of Reports Can I Export? How Do I Connect Vacation Tracker to My AI Tools with the MCP Server?
Need help?
Regular Users: If you have any questions, email us anytime at hello@vacationtracker.io.
Admins and Approvers: You can reach us via live chat Monday to Friday, 9 AM – 5 PM EST, or email us anytime at hello@vacationtracker.io.

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