SOURCE:    Vacation Tracker
TITLE:     How to Add Users With the Email Integration?
URL:       https://vacationtracker.io/knowledge-base/how-to-add-users-with-the-email-integration/
LANG:      en
PUBLISHED: 2025-08-14
UPDATED:   2025-10-15
READING:   2 min
SUMMARY:   Looks like you chose our Email Only integration, and now, you want to learn how to Add Users and start your journey with Vacation Tracker.

How to Add Users With the Email Integration?

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How to Add Users With the Email Integration?

If your account is on the Email Only integration, you can add Users from the dashboard with any email address — no Slack workspace, Microsoft tenant, or Google domain required. The Create Users page bundles three flows in one: create a single User, invite-by-email, and bulk import.

Email Only integration
This flow is specific to the Email Only integration. If you're on Slack, Microsoft Teams, or Google Workspace, your User list comes from the connected directory and the add flow is different. See How Do I Add (Import) Users? for those.

Open the Create Users Page

  1. Sign in at app.vacationtracker.io with an Admin account.
  2. In the left-hand menu, click Users.
  3. At the top of the Users page, click Create Users.
Create Users page showing the Creating a User form, the Inviting a User toggle, and the Import Multiple Users section stacked on a single screen

The Create Users page has three sections that all live on the same screen:

  • Creating a User — for adding one (or a few) Users by typing their details directly
  • Inviting a User — toggle that controls whether new Users get a sign-in invite immediately or later
  • Importing Users in Bulk — for larger batches via CSV or Excel template

1. Creating a User

For a single User (or a handful you'd rather type than upload), fill in the fields directly:

Name

The display name as it'll appear in Vacation Tracker — calendars, reports, notifications, the Users table.

Email address

A valid email. With the Email Only integration, this is how the User signs in (email + password) and where Vacation Tracker sends them approval requests, reminders, and notifications.

Department

Pick the Department to assign the User to. If you haven't created the Department yet, do that first — see How Do I Create a Department?

Location

Pick the Location to assign the User to. Same — create the Location first if needed: How Do I Create a Location?

Adding these details up front means everything is ready to go when the User signs in for the first time.

Adding several at once
If you want to enter multiple Users on the same screen (without going to the bulk import flow), click Add Users on the Create Users page — the form expands to accept additional rows so you can fill several in one go.

2. Inviting Users

After you've entered a User's details, the page asks whether you want to send the sign-in invite right away. Two options:

  • Yes — Vacation Tracker emails the User immediately with a link to accept the invite and create their password. They can sign in as soon as they finish that.
  • No — the User is created but no invite is sent. You can send it later when you're ready (useful when you're staging Users ahead of an onboarding date).

3. Importing Users in Bulk

For a large batch, scroll to the Import Multiple Users section on the same page. The flow is:

  1. Download the CSV or Excel template Vacation Tracker provides.
  2. Fill in the Users' information (Name, Email, optionally Department and Location).
  3. Upload the completed file. Vacation Tracker validates and creates the Users.

For the full bulk-import walk-through (template fields, validation rules, edge cases), see How Do I Bulk Import Users? (Email Only Integration).

Common Questions

Both live on the same Create Users page, so you can switch as you go. As a rough rule: 1–5 Users → use the typed form (faster than downloading a template). 6 or more → use the bulk template, especially if your team list is already in a spreadsheet somewhere.

Yes — that's the main reason teams choose the Email Only integration. You can add Users with any valid email address (mixed domains, contractors with personal emails, partner organisations, etc.). The integration doesn't require everyone to share the same Slack workspace, Microsoft tenant, or Google domain.

Email is the unique identifier for a User on Email Only accounts. Trying to add a User whose email already exists will fail — the existing User stays unchanged. To update an existing User's profile information, edit their profile directly: see How Do I Edit User's General Information?

What's Next?

Bulk Import Users (Email Only) How Do I Create a Location? How Do I Create a Department?
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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