Access & permissions

Manage user access and visibility in absentify through the Access & Permissions tab. From here, you can control a user’s sign-in status and administrative rights.

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Account status

Account Status controls whether this user can sign in and appears in the calendar. There are three options:

1. Inactive (Setup Mode)
   The user appears in the calendar but cannot sign in and does not receive notifications. Use this while you set up a profile.
2. Active
   The user can sign in and receives all notifications.
3. Archived
   The user is removed from the calendar and cannot sign in. Archiving requires an Employment end date.

absentify hides Account Status for the last administrator. Transfer the role first, or make another user an administrator on a paid plan, before you archive or deactivate them.

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Archiving users

Archiving a user deactivates their account and hides them from all team overviews and user-visible sections. This allows you to keep inactive users organized while preserving their absence history.

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Steps to archive a user

1. Go to Settings > Users.
2. Select the user you want to archive.
3. Open the Access & Permissions tab.
4. Select Archived under Account Status.
5. A confirmation dialog appears. It explains that the user is removed from the calendar, can no longer sign in, and will not receive notifications.
6. Enter an Employment end date (required to proceed).
7. Select Archive to confirm.

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Accessing archived users

Navigate to Settings > Users > Archived to view all archived users.

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Unarchiving users

If an archived user returns to work:

1. Go to Settings > Users > Archived.
2. Select the user you want to unarchive.
3. Open the Access & Permissions tab.
4. Change the status from Archived to Active.
5. Select Save.

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Key behaviors of archived users

• Archived users are completely hidden from other users.
• The user’s absence data remains in the workspace and is still visible to admins.
• Archived users cannot sign in to absentify.
• Archived users do not receive any emails from the system.
• Their Outlook out-of-office reply is switched off automatically, so a mailbox of an offboarded user stops sending “I am on holiday until…” replies.
• Archived users are not the same as deleted users. To delete a user, please refer to this guide.

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Administrator permissions

Administrator Permissions lets you manage administrative rights for this user.

• Make this user an administrator
  Administrators can manage all settings and users.
• Allow access to billing
  The user can view and manage billing and subscription information. You only see this option if you have billing access yourself. It is available only for administrators. After you save, they can open Billing and Upgrade under Settings.

If you are the only administrator and you edit your own profile, Make this user an administrator stays checked and disabled, with the note: The last administrator can’t be removed. Hand the role to another user first. Billing stays on, with The last active administrator always keeps billing access, so it can’t be removed. When you grant administrator access, a note below the checkbox says the change takes effect after the user signs out and back in. On the Free plan, if you tick Make this user an administrator for someone who is not an administrator, an upgrade dialog opens (Need more than one administrator?) explaining the one-administrator limit and how to upgrade or transfer the role on your own profile.

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How do I change the account owner?

Some organizations call the person responsible for their absentify workspace the account owner. In absentify, this normally means a workspace administrator. If you mean the person who manages the subscription, that user also needs billing access.

• On the Free plan, the sole administrator can hand the role to another active user by following the transfer steps below.
• On a paid plan, make the new account owner an administrator and, if needed, grant billing access. After the new administrator has signed out and back in, you can remove the previous administrator’s permissions.

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Transfer administrator role (Free plan)

The Free plan allows one administrator. Compare administrator limits in the plan feature matrix. If you are the sole active administrator and you are editing your own Access & Permissions, a Transfer administrator role section appears in the same card, below the administrator permissions area. It only appears when the workspace has at least one other active user.

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How to transfer the admin role

1. Go to Settings > Users and open your own user profile.
2. Open the Access & Permissions tab.
3. Under Transfer administrator role, choose an active user in New administrator.
4. Select Transfer admin role.
5. Confirm Transfer administrator role? The dialog tells you:
   • The selected user will become the new administrator
   • You will lose admin and billing access immediately
   • You will be signed out. Log back in to continue as a regular user.
6. Select Transfer and sign out.

The chosen user becomes the sole administrator. You are signed out and continue as a regular user. Only the new administrator can transfer the role back. On a paid plan, tick Make this user an administrator on their profile and select Save. There is no transfer step, because several administrators are allowed.