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The Users section in the absentify Settings module allows administrators to manage user accounts efficiently. You can invite new users, archive or reactivate accounts, edit existing profiles, and assign or update department memberships — all in one central place.
The user list provides a comprehensive overview of all users within your organization. It offers powerful tools to filter, search, and sort users, making it easy to locate individuals or manage groups at scale.

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Key features of the user list

  • Department filter
    Quickly narrow down the list by selecting a specific department. This helps you focus on users within a particular team, unit, or function.
  • Search functionality
    Use the search bar to find users by entering their name or email address. Results update in real time as you type.
  • Sorting and pagination
    Adjust how many users are shown per page and use the pagination controls to navigate through the list. Each row in the table includes:
    • Name – Displays the user’s name and profile picture.
    • Departments – Indicates the number of departments the user is assigned to.
    • Approver(s) – Lists the approver(s) responsible for this user’s absence requests.
    • Allowance – Shows the user’s current and upcoming year’s allowance.
  • Active vs. archived users
    Easily switch between active and archived users using the toggle in the top panel. This helps manage offboarded employees while keeping your active list clean.
  • Add new users
    Located at the bottom of the user list, you’ll find two options for adding users:

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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.
Steps to archive users:
  1. Go to Settings > Users.
  2. Click the trash bin icon next to the user you wish to archive.
  3. A confirmation message will appear, asking whether you want to archive this user. Click Archive to confirm.
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. Click the pencil icon next to the user’s row.
  3. Deactivate the Archived toggle in their profile.
  4. Save your changes. The user will return to the Active users list.

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Key behaviors of archived users

  • Archived users are completely hidden from other users.
  • Archived users cannot log in to absentify.
  • Archived users do not receive any emails from the system.

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Archive or activate users in bulk

Admins can easily archive or activate multiple users at once using bulk actions. This helps streamline user management, especially during large-scale organizational changes.
To get started:
  1. Go to Settings → Users.
  2. Use the checkboxes to select the users you want to manage.
  3. Click the bell icon to activate users or the folder icon to archive them.
This is especially useful for:
  • Activating users in bulk during initial setup or onboarding phases.
  • Archiving users all at once when offboarding employees or scaling down your organization.
  • Cleaning up your workspace to maintain an accurate and up-to-date user list.
Bulk actions are applied immediately, so double-check your selection before confirming any changes. Want to explore other available bulk actions? See the full list here.

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Deleting users

Permanently deleting a user removes all their data from the system and cannot be undone. Deleting users is also a cost-saving option for organizations on paid plans, as it reduces the number of billable users.
Steps to delete users:
  1. Go to Settings > Users > Archived.
  2. Click the red trash bin icon next to the user you wish to delete.
  3. A confirmation message will appear, warning you that this action cannot be reversed. Ensure any necessary data has been saved beforehand.
  4. Click the Delete button to permanently remove the user.

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Exporting user data before deletion

Before deleting users, admins can export user data for record-keeping:
  1. Navigate to Settings > Users.
  2. Use the Export option to generate an Excel file of user data.
  3. Save the file for future reference, ensuring no critical data is lost.

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Handling open approval requests when deleting an approver

If a user you are trying to delete was an approver and still has open absence requests from their requestors, a notification will appear, preventing deletion. To proceed:
  1. Click “Details” to view the pending requests. This will display:
    • The type of absence request.
    • The employee who submitted the request.
    • The request’s status and relevant dates.
  2. Overtake the approval process:
    • As an admin, you can manually approve or decline the request on behalf of the archived user.
    • Once all pending requests are processed, the user can be deleted without restrictions.
Deleting a user is permanent. Double-check that all necessary leave and allowance data has been exported before proceeding or use the archive feature if you need to retain historical records within the app.

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Best practices for managing users

  • Use bulk actions to save time: Apply updates to multiple users simultaneously, such as department changes or archiving inactive users.
  • Monitor costs on paid plans: Archived and inactive users still count toward billable user limits. Consider exporting data and deleting unnecessary users to save costs.
  • Review user roles and permissions: For a full overview of what each user can see and do in absentify, refer to the permissions and roles guide.
  • Understand the difference between inactive and archived users:
    • Inactive users: Still visible in team overviews but cannot log in or receive system emails. If you’re unsure why a user isn’t receiving notifications, see our email delivery troubleshooting guide.
    • Archived users: Completely hidden from team overviews and all user-facing sections.
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