Time Doctor and Vacation Tracker Integration

Connect Vacation Tracker with Time Doctor to automatically sync Users and Time Off records. Eliminate manual updates and maintain accurate workforce data.

Enable the integration to:

• Automatically add and manage Users
• Sync approved Time Off requests

 

Available Sync Options

Enable one or both sync types:

• Sync Users
• Sync Time Off
• Sync Departments structure

 

Before Getting Started

Ensure the following:

• Vacation Tracker is used to manage HR data and Time Off
• Time Doctor is used for time tracking
• Employee email addresses match in both systems
• Only active and fully onboarded employees are included
• Admin access is available in both platforms

 

How to Set Up the Integration

1. Go to Settings > Integrations > Native tab
2. Locate Vacation Tracker Integration
3. Purchase the Integration and click Connect
4. Enter the Vacation Tracker API Key when prompted
   

   
   How to Generate Your API Key if you have administrator access to Vacation Tracker: 

   1. Log in to your dashboard account.
   2. Navigate to the Add-Ons section.
   3. Find the Open API card under the "Discover more add-ons" tab and complete the activation/purchase.
   4. Go to My Add-Ons and click View on the Open API card.
   5. Enter a name for your key and click Create new API key. [watch the video]

   
   
   

5. Configure Filters before enabling User Sync and/or Time Off Sync
   
   
6. Click Save
7. Enable User Sync and/or Time Off Sync

 

Part 1: User Sync

Overview

Keep the workforce directory up to date automatically. Sync Users based on their status in Vacation Tracker.

 

How It Works

• Sync runs every 12 hours
• Changes in Vacation Tracker trigger updates in Time Doctor
• Actions include adding, archiving, or reactivating Users

Employee Status in Vacation Tracker	What Happens in Time Doctor
Active / Employed	Employee is created in Time Doctor
Inactive / Terminated	Employee is archived in Time Doctor

Filter Synced Users

Limit sync scope during setup:

• Sync all Departments
• Sync selected Departments

If no Users exist in Time Doctor:

• Select Department(s)
• Click Save
• Click Sync Now to import existing Users

To sync only newly added Users:

• Select Department(s)
• Click Save
• Close setup without running Sync Now

 

 

Part 2: Time Off Sync

Overview

Automatically sync approved Time Off requests from Vacation Tracker into Time Doctor.

How It Works

• Sync future approved Time Off after activation
• Sync updates every 12 hours
• Contact support to sync historical records

 

Time Off Mapping

Supported Time Off types from Vacation Tracker:

Time Off Type in Vacation Tracker	How It Appears in Time Doctor
Full-day Time Off	Mapped as a full 8-hour absence (9:00 AM to 5:00 PM) in your Time Doctor company's timezone
Time-based Time Off (e.g., 9 AM – 2 PM)	Mapped to the exact start and end times specified
Partial-day Time Off (e.g., half day)	Hours are mapped starting from 9:00 AM, based on a standard 9:00 AM – 5:00 PM schedule

 

Duplicate Time Off Handling

Configure how duplicate time off records are handled:

Option	What It Does	Best For
Skip (Recommended)	Keeps the existing Time Doctor Time Off and ignores the incoming Vacation Tracker entry.	When Time Doctor is your source of truth for Time Off requests
Replace	Deletes the existing Time Doctor Time Off and replaces it with the Vacation Tracker data.	When Vacation Tracker should always take priority
Merge	Adds the Vacation Tracker Time Off alongside the existing entry. Identical time slots are deduplicated automatically.	When employees may have Time Off from multiple sources

 

Part 3: Sync Departments structure

Overview

Mirror your Vacation Tracker department structure in Time Doctor automatically. When enabled, Time Doctor Groups are created based on HRIS department names, and users are assigned to the matching Group.

How It Works

• Time Doctor Groups are created using the department names from Vacation Tracker
• New users synced from Vacation Tracker are automatically assigned to the Group that matches their HRIS department
• Existing users are reassigned to the correct Group if their department changes in Vacation Tracker
• Sync runs every 12 hours alongside User Sync

Important Notes

• Group names in Time Doctor are derived from the Vacation Tracker department name — changes to the department name in Vacation Tracker will create a new Group in Time Doctor
• Users with no department assigned in Vacation Tracker will not be assigned to any Group
• Manually created Groups in Time Doctor are not affected

Day-to-Day Usage

• Submit and approve Time Off in Vacation Tracker
• Updates appear in Time Doctor within 12 hours
• Manage employee status changes in Vacation Tracker

Sync History

Navigate to the History tab to review your sync history:

INSERT SCREENSHOT HERE

Disabling the Integration

• Turn off Sync Users and/or Sync Time Off to pause syncing
• Click Remove from Account to fully remove integration from your account and stop future billing

 

Troubleshooting

Users Not Syncing

• Confirm the employee is active and onboarded
• Verify matching email addresses
• Allow up to 12 hours for sync

 

Time Off Not Syncing

• Ensure the request is approved
• Confirm supported date range
• Verify email match

 

Time Off Not Overwriting

• Check the Duplicate Time Off Handling setting

 

Incorrect Time Off Hours

• Verify start/end times in Vacation Tracker
• Default time is 9:00 AM – 5:00 PM
• Adjust fractional hours manually if needed

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Should there be any inconsistencies or concerns regarding the article, contact support@timedoctor.com for prompt assistance.