Articles on: Import and Export

How Do I Add (Import) Users?

There is always an option for you to add new or existing users. Since our system works as an integration, we pull user information from your Workspace Directory, so these users do not need to create logins or passwords; They can simply log into Vacation Tracker using their appropriate integration credentials!

If you are using our Email option, you can invite your users to the account via email, where they can create a password to log in.

Since your subscription amount depends on the number of active users in your account, please note that importing additional users may have an impact on your future invoices.

Here are the steps to Add new users:

Go to the Vacation Tracker Dashboard -

On the left-hand side click on Users

On the left-hand side click on the Add Users option
A pop-up will open asking you if you want to import all users. The No option is automatically chosen, and you can either type the name of the user or scroll and select users from the Select Users to Import field

After selecting the names from the directory, they will be listed on the page:

At the bottom of the page, you may see a message indicating that the number of users you import may have an impact on your next invoice. You'll also see the option to configure the settings for the selected users

When you select Configure Settings for selected Users you will see the following options:

If you see that the Yes option blocked, you will not be able to import all users if there are + 1000 users in your directory; If you want to import all of these users, please contact Support for assistance!

Announce to New Users - this will send a notification message to these selected users letting them know that they've been added to Vacation Tracker
Department - You can select the department that you'd like to add the new users to
Location - You can select the location that you'd like the new users to be added to
Prorate the new users' quota for this year - the system will automatically prorate the quota(s) that the users' are entitled to based on their start date

If you select Yes, you can select the leave types that you want the quotas to be prorated for

If you select No, the users will be given the entire quota as set in the leave policy

Once you are finished configuring these settings, select the import button. A pop up window will appear with the settings that you enabled, the number of users that are to be imported and that importing these users may impact your billing

Click on the option to import the users and you're all set! The new users will appear on your Active Users list.

To Invite users under the Email option:

On the Users page, you will see an Invite Users button. When you click on it, enter the email addresses for the users you'd like to invite
Click Send for the invitation to be sent to the email address(es)
You will see the invited users on the Invitations list, as well as the status of the invitation

Once they accept the invitation and create their password, they will be sent to the Active list

If for any reason you do not see the newly imported users in the Active Users list, please check the Inactive or Deleted lists as well. If the users happen to be there, simply update their status to Active. If they are not there, feel free to reach out to our Support Team for more information!

The users have now been added to Vacation Tracker, and can start requesting leaves! If you'd like to, you can use our Announcements feature to let your users know that they can start using Vacation Tracker How Do I Notify (Announce) Vacation Tracker to Active Users?

If you need to set specific quotas for certain users, you can do so using the steps outlined here: How Do I Set or Edit the Number of Days Off for Individual Users?

You can also add previous leaves for new users using these steps: How Do I Add a Leave for a User?

If the page does not reload on its own, refresh the page and the user should show in the user list.
Please keep in mind, the "All Users" option will import all of the users you currently have in your workspace directory.

Updated on: 03/03/2023

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