Administrators can add users to absentify in three ways: manual entry, Excel import, or Microsoft Teams/Entra ID (Azure AD) group synchronization. All newly added users are initially set to inactive, allowing administrators to fully set up their profiles before activation.

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Adding users manually

Manual entry is ideal for adding individual users:

  1. Navigate to “Users”:

    • Go to Settings > Users, then click Invite a new user at the bottom of the user list.

  2. Fill in the user details:

    • Name: Enter the user’s full name (required).
    • Email: Provide their email address (required). The email must be linked to a Microsoft account.
    • Department(s): Select one or more departments the user should belong to.
    • Public holidays: Assign the applicable holiday calendar.
    • Employment start date: Specify the user’s start date (required).
    • Annual allowance: Define the user’s leave quota for the current and next year.

Users added manually are initially set to inactive, allowing administrators to complete their profile setup before activation.

  1. Save the user as inactive:

    • By default, newly added users are set to inactive. Inactive users:
      • Do not receive emails.
      • Cannot log in: If they attempt to log in, they will see a message indicating their account is inactive and advising them to contact an HR administrator.
      • Allow retroactive absence entry: Absences can be recorded for inactive users without triggering notifications.

  2. Activate the user when ready:

    • Once the user’s profile is complete, go to their settings and toggle the Active user switch. The user will then receive an activation email.

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Adding users via Excel import

The Excel import is ideal for adding larger groups of employees. If you have access to Microsoft Teams/Entra ID (Azure AD) groups, these can prefill the Excel template with existing user data.

Before importing users via Excel, make sure that public holidays, departments, and allowances are already created in absentify. These settings are required to complete the user profiles and ensure proper absence tracking.

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Steps for Excel import:

  1. Step 1: Prepare the Excel template:

    • Go to Settings > Users > Import users and download the Excel template.
    • If enabled: Use Entra ID (Azure AD) or Teams groups to prefill the template with user data. Only users not already in absentify will be included.

  2. Step 2: Fill out the template:

    • Review and update the prefilled data, or manually enter the following:
      • Name and Email (required)
      • Department(s), Holiday calendar(s), Start date, and Annual allowances

    Don’t forget to define the default allowance for upcoming years to ensure users have leave entitlements in future fiscal years. This is important for long-term planning and accurate quota calculations.

    You can also define whether each user should be set to active or inactive. If you want to review or complete the profile before users log in, it’s recommended to set the status to inactive. Inactive users won’t receive invitations or access until you activate them.

  3. Step 3: Upload the file:

    • Return to the import view and upload the completed file.

  4. Step 4: Validate the data:

    • The system will check the uploaded data for errors. Any invalid entries will be highlighted for correction.

  5. Step 5: Invite users:

    • After successful validation, all users can be invited with a single click.

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Adding users via Microsoft Teams/Entra ID (Azure AD) group synchronization

Synchronizing Microsoft Teams or Entra ID (Azure AD) groups provides an automated way to add users and link them to departments in absentify.

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Steps to set up synchronization:

  1. Enable Teams/Entra ID synchronization:

    • Go to Settings > Microsoft and activate Teams and Entra ID (Azure AD) group synchronization.

  2. Link a group to a department:

    • Navigate to Settings > Integrations > Microsoft Teams/Entra ID (Azure AD) group synchronization.
    • Select a Microsoft group and link it to a department in absentify.

  3. Enable auto-creation:

    • Activate the Auto-create user accounts option to automatically add group members to absentify.

  4. Sync and manage users:

    • Newly synced users are automatically created in absentify as inactive. Administrators must activate them before they can access the system.

After synchronization, administrators can manually adjust user profiles, such as allowances or holiday calendars, as needed.

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Key points about inactive and non-login users

  • Inactive users do not receive emails: This allows administrators to complete profiles (e.g., adjust allowances, assign approvers) before activation.
  • Inactive users cannot log in: If they attempt to log in, they will see a message stating their account is not active and advising them to contact an HR administrator.
  • Retroactive absence entry is possible: Absences can be added for inactive users without triggering notifications.
  • Non-login users: Users without an email address cannot log in, approve absences, or act as department managers. However, their absences can still be managed by administrators.

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Adding users without an email address

absentify allows you to add users without an email address for cases where login access is not required. These users can have their absences managed, but they cannot log in, act as department managers, or approve absences for others.

This feature is only available with the Essentials or Plus Plan.

  1. Navigate to User Management
    Go to Settings > Users, then click Invite a new user.

  2. Enter user details
    Fill in the user’s name, assign them to departments, and configure other settings such as public holiday calendars and employment start dates. Leave the email field blank.

  3. Save the user
    The user will be added as a non-login user, and their profile can now be used to manage absences and schedules.

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Key limitations for users without an email address

  • No login access: These users cannot log in to absentify.
  • No manager roles: They cannot act as department managers or approve absences for others.
  • Admin management required: Their absences and calendar entries must be managed by an administrator.

This feature is ideal for including employees in absence management who do not require direct access to the platform.

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Troubleshooting: adding/inviting users

If one of your users is running into issues accessing the app after being added to your company’s workspace, here are some potential causes:

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Email is associated with another company

If see the notification “A user with this email address already exists in another Workspace”, it could be for one of two reasons:

1. The user has accidentally created their own workspace

Ask the user to log into app.absentify.com. If they appear in a workspace with only themselves as a user and they are the tenant admin, they have accidentally created their own workspace.

In this case, they need to delete this account before you can successfully add them. Refer them to our article Delete company account.

2. The user is a part of a previous company’s workspace

The user will need to be removed from the other workspace before they can be added to yours.

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The user is archived

If the user is archived, you cannot activate them to invite them to the your workspace. Activate the user within their profile settings to proceed.

  1. To fix this, go to Settings > Users > Edit (the small pencil icon on the right-hand side).

  2. The user’s info will pop up, from which you can scroll down to Archive Users and make sure that the toggle isn’t activated.

    For further help, explore the Admin Documentation or contact our Support Team.