Access & permissions

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

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Account status

There are three account status options:

1. Inactive (Setup Mode)
   The user appears in the calendar but cannot log in and does not receive notifications. This is ideal for onboarding or users not yet active in the system.
2. Active
   The user can log in and receives all system notifications. Use this status for active employees.
3. Archived
   The user is removed from the calendar and cannot log in. Archiving requires an employment end date and is useful for keeping past employee records without deleting 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 employees 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 will appear outlining the impact:
   • The user will be removed from the calendar
   • The user will no longer be able to log in
   • The user will not receive any notifications
6. Enter an employment end date (required to proceed).
7. Click Archive, then Save your changes.

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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. Click 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 log in to absentify.
• Archived users do not receive any emails from the system.
• Archived users are not the same as deleted users. To delete a user, please refer to this guide.

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Administrator permissions

Assign administrative roles to a user using the available options:

• Make this user an administrator Grants full access to all settings and users in absentify.
• Allow access to billing
  Grants permission to view and manage billing and subscription information. Only available for administrators. After enabling this toggle, the user gains access to the Billing and Upgrade sections under Settings, including the ability to:
  • Update billing information
  • Modify the payment method
  • View or download invoices
  • Change or upgrade the subscription plan