SOURCE: Vacation Tracker TITLE: How Do I Set an Approver within Vacation Tracker? URL: https://vacationtracker.io/knowledge-base/how-do-i-set-an-approver-within-vacation-tracker/ LANG: en PUBLISHED: 2020-12-29 UPDATED: 2026-02-13 READING: 1 min SUMMARY: Maybe your department is expanding or maybe you just need an extra pair of hands approving all those incoming leaves. # How Do I Set an Approver within Vacation Tracker? # How Do I Set an Approver within Vacation Tracker? Approvers are the people who sign off on leave requests for a Department. Setting one takes about thirty seconds — you edit the Department and add the User or Admin into the Approver(s) field. You can add as many as you need, mix Users with Admins, and assign the same person across multiple Departments. ## Set an Approver on a Department The Approver role is configured per Department. If you want the same person to handle approvals across several Departments, add them to the Approver(s) field on each one — they can be assigned to as many as you need. - Sign in at app.vacationtracker.io (https://app.vacationtracker.io/signin). - In the left-hand menu, under Team & Approval Flows, click Departments. - Find the Department you want to update, hover its row, and click the three-dot menu (...) on the right. Select Edit Department. - In the Approval Flow section, click into the Approver(s) field and start typing the name of the User or Admin. Pick them from the suggestions that appear. - Repeat for any additional Approvers. Each person shows as a removable chip with an × next to their name, so you can add or remove without reopening menus. - Scroll to the bottom of the form and click Update Department to save. ![Edit Department form with the Approver(s) multi-value field showing selected Approvers as chips, under the Approval Flow section](https://cms.vacationtracker.io/uploads/helpdesk_artikal_how_do_i_set_an_approver_within_vacation_tracker_first_image_place_804a6a0f04.png) Direct from the app The helper text under the Approver(s) field confirms: "An Approver can be assigned to multiple departments." So you don't need to pick between Departments — the same person can cover several at once. ## Choosing an Approval Flow Type Right above the Approver(s) field, the Approval Flow Type dropdown controls how multiple Approvers interact. #### Single-level Approval (default) Only one Approver needs to sign off on each request. If the Department has three Approvers, any one of them can approve or deny — whichever acts first. This is the standard setup and works on every plan. #### Multi-level Approval (Complete plan only) Approvals happen in sequence. Each level is its own Approver group, and the request moves to the next level once someone at the current level approves. At any given level, any Approver in that group can move the request forward. What an Approver can (and can't) do Making a User an Approver lets them approve or deny leave requests from their Department and view their users' profile pages, including leave quotas and history. It does not grant workspace Admin rights — they can't change company-wide settings, add locations, edit leave policies, or manage billing. For a full rundown, see the guide on what an Approver can do in Vacation Tracker (https://vacationtracker.io/knowledge-base/guide-what-can-an-approver-do-in-vacation-tracker/). ## Remove or Change an Approver The same path covers removals and swaps. Open the Department's three-dot menu, pick Edit Department, click the × on the chip of the person you're removing (and/or type in a new name), then click Update Department. - Removing an Approver doesn't delete their account — they simply stop receiving incoming approval requests for that Department. - Swapping an Approver is a single save: remove the old chip, add the new one, update. - You can't remove the last Approver. A Department always needs at least one active Approver, so if you're swapping the only Approver out, add the replacement first (so there are momentarily two), then remove the original. The form won't let you save with the Approver(s) field empty. ## Common Questions Who can set an Approver? Admins. The Departments page and the Edit Department form are in the Admin-only Team & Approval Flows section of the left menu, so regular Users and Approvers don't see them. Can the same person be an Approver for more than one Department? Yes — the Edit Department form states this explicitly: "An Approver can be assigned to multiple departments." Add them to each Department's Approver(s) field and they'll receive approval requests from every one of those Departments. Can I make an Admin an Approver? Yes. The Approver(s) field suggests any active User or Admin in the workspace. Admins don't get auto-assigned as Approvers — you pick them the same way you'd pick a regular User. ### What's Next? Guide: What Can an Approver Do in Vacation Tracker? (https://vacationtracker.io/knowledge-base/guide-what-can-an-approver-do-in-vacation-tracker/) How To Set Up Multi-level Approvals (https://vacationtracker.io/knowledge-base/how-to-set-up-multi-level-approvals/) How Do I Create a Department within Vacation Tracker? (https://vacationtracker.io/knowledge-base/how-do-i-create-a-department-within-vacation-tracker/) Need help? Contact our Support team via email (mailto:hello@vacationtracker.io) or chat (#), Monday to Friday, 9 AM – 5 PM EST.