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When you click on a user from the Users list, a pop-up opens with multiple menus. The first menu, Profile, allows you to update the user’s general information, account settings, and statuses. This guide covers everything you can configure in the Profile menu.

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Profile overview

Below are the fields and settings you can update in the Profile menu:

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User name & E-mail

User profile fields in absentify behave differently depending on the login method and whether Microsoft synchronization is enabled. Admins can configure accepted login methods under Authentication & Access Control.
The updated display name will appear in absentify after the user’s next login. Please note that how the name is displayed depends on the default name format configured under General Settings in your absentify workspace.
  • Microsoft login with Microsoft sync enabled
    • All fields are automatically synced from the user’s Microsoft account.
    • To make updates, change the information in Azure Active Directory or the Microsoft Admin Portal.
    • Changes sync to absentify on the user’s next login.
    • This ensures consistent data across systems with a single source of truth.
  • Microsoft login with Microsoft sync disabled
    • Fields can be edited manually in absentify.
    • Changes in Microsoft will not update absentify.
    • Discrepancies may occur between systems.
    • Not recommended for managed environments.
  • Magic link login
    • No sync with Microsoft occurs.
    • All fields must be updated manually within absentify.

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Profile picture

  • Microsoft login with sync enabled:
    Pulled from the user’s Microsoft account and shown automatically.
  • Microsoft sync disabled or magic link login:
    Profile picture can be uploaded manually by an admin user within absentify.
We recommend using Microsoft login with Microsoft sync enabled to ensure clean data management, automatic updates, and full feature availability.
To verify when profile updates were last synced or if an error occurred, check the Microsoft sync logs for full sync history and error messages.

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Employment details

  • Employment start date: Specify the user’s start date with your company. This impacts pro-rata calculations for allowances.
  • Department(s): Assign the user to one or more departments. Departments determine approvers and reporting structures. Please note, you cannot add a user to a department if the department has been synced to an Entra ID group. See this article for more information.
  • Public holidays: Assign a public holiday calendar to the user based on their location or applicable region.

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Regional and time preferences

  • Date format: Choose between formats such as DD.MM.YYYY or MM/DD/YYYY.
  • Time format: Select between 12-hour or 24-hour time formats.
  • Week start: Specify the starting day of the week for the user’s calendar (e.g., Monday or Sunday).
  • Time zone: Assign the correct time zone for the user’s working hours.
  • Language: Choose the default language for the user’s interface.

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Calendar display options

  • Display calendar weeks: Enable or disable the display of calendar week numbers in the user’s calendar views.

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Benefits of automatic synchronization

The automatic synchronization with Microsoft accounts offers several advantages:
  • Consistency across systems: User details like names, email addresses, and profile pictures remain consistent between Microsoft and absentify, avoiding discrepancies.
  • Reduced administrative overhead: Changes to user information (e.g., name updates due to marriage or job role changes) only need to be made in one place: the Microsoft account.
  • Improved accuracy: Synchronization eliminates the risk of manual data entry errors, ensuring user profiles in absentify are always accurate and up-to-date.
  • Seamless user experience: Employees don’t need to worry about updating their information in multiple platforms. Any updates they or their administrators make to their Microsoft profile are automatically reflected in absentify.
This synchronization ensures that absentify remains aligned with your organization’s source of truth for user data.

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Tips for editing user profiles

  • Prepare in advance: Configure fields like departments, public holidays, and allowances before activating the user to ensure a smooth onboarding experience.
  • Use the Microsoft account for changes: If synced fields need updates (e.g., email, name, or profile picture), make those changes directly in Microsoft to ensure consistency.
To adjust advanced settings like schedules, allowances, or approvers, explore the other menus in the user edit pop-up.