Editing a user profile

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

The Profile menu is used to manage essential details about a user, including their personal information, employment details, and account status. Changes made here are immediately saved and reflected in the system, with some restrictions for users connected to a Microsoft account.

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Editable fields in the profile menu

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

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Personal information

• First name / last name: The user’s first and last name, as displayed in absentify.
  Once the user logs in for the first time, this information is automatically synchronized with their Microsoft account and cannot be changed directly in absentify. To update these fields, changes must be made in the Microsoft account. The updated information will sync with absentify during the user’s next login.

• Display name: Automatically synchronized with the Display Name from the user’s Microsoft account. Updates to this field must be made in the Microsoft account and will sync with absentify at the next login.

• E-mail: The user’s email address, required for login, is also synchronized with their Microsoft account after the first login. Updates must be made directly in the Microsoft account and will sync automatically during the next login.

• Profile picture: Automatically synchronized with the user’s Microsoft account. Any updates to the profile picture must be made in the Microsoft account and will sync with absentify during the next login.

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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.
• 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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User status toggles

At the bottom of the Profile menu, you’ll find three key toggles to manage the user’s account status:

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Activate user

• Default state: Users are set to inactive upon creation.
• Inactive state: The user cannot log in, and no emails or notifications are sent. This state allows admins to configure the user’s settings without sending an invitation.
• Active state: Flip the toggle to activate the user. This sends an email invitation, allowing the user to log in and access absentify.

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Administrator

• Purpose: Grant administrative access to this user. Administrators can edit settings and manage other users.
• Effect: After enabling this toggle, the user must log out and back in to gain admin permissions.

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Archive user

• Purpose: Archive the user’s account to remove them from active calendars and prevent login.
• Effect: Unlike inactive users, archived users do not appear in the calendar. They can be reactivated later if needed.

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Key considerations for Microsoft account synchronization

Once a user logs in for the first time, the following fields are synchronized with their Microsoft account:

• First name
• Last name
• Display name
• E-mail
• Profile picture

These fields cannot be changed directly in absentify. To update them, changes must be made in the Microsoft account, either by the user or an administrator with appropriate rights. Updates will sync with absentify during the user’s next login.

Non-synced fields (e.g., employment start date, departments) can still be edited in absentify at any time.

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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.

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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.