Managing users

The Users section in the absentify Settings module allows administrators to manage user accounts effectively. You can invite new users, edit existing profiles, assign departments, and configure individual allowances.

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Navigating the user list

The user list provides an overview of all users within your organization. You can filter, search, and sort users to find specific individuals or groups.

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Key features of the user list

• Filters: Use the department filter to view users by their assigned department. This makes it easy to locate employees within a specific team or unit.

• Search: Enter a user’s name or email in the search bar to quickly find their profile.

• Sorting and pagination: Adjust the rows per page and navigate between pages to view more users. The list includes columns for:

  • Name: Displays the user’s profile picture and name.
  • Departments: Shows the number of departments the user belongs to.
  • Approver(s): Lists the assigned approvers for the user’s absence requests.
  • Allowance: Displays the user’s current and next year’s allowance.

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Adding new users

At the bottom of the user list, you’ll find options to:

• Invite a new user: Sends an email invitation to join absentify.
• Import users: Allows bulk user creation via an import file.

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Bulk actions

Admins can perform bulk actions on multiple users at once to save time and streamline management tasks.

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Available bulk actions:

1. Activate or deactivate users:

   • Activated users have full access to the absentify platform.
   • Deactivated users remain visible in team overviews but:
     • Do not receive any system emails.
     • Cannot log in to the platform.

2. Archive or unarchive users:

   • Archived users are completely hidden from other users:
     • They do not appear in team overviews or any user-visible sections.
     • They cannot log in to the platform.
     • They do not receive any emails.
   • Unarchiving a user restores their account to the Active users list.

3. Delete users:

   • Permanently delete users from the system. This action cannot be undone.

4. Change departments:

   • Bulk update department assignments for selected users. Options include:
     • Assign departments: Add departments to users while keeping their existing assignments.
     • Overwrite departments: Replace all current departments with new ones.
     • Remove departments: Remove users from selected departments.

To perform bulk actions:

1. Select the desired users using the checkboxes on the user list.
2. Click the Bulk actions menu and choose the desired action.
3. Follow the prompts to confirm and apply the action.

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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 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.

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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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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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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.

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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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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.
• Understand the difference between inactive and archived users:
  • Inactive users: Visible in team overviews but cannot log in or receive emails.
  • Archived users: Hidden from team overviews and user-facing sections entirely.

For more detailed guidance, see the email delivery troubleshooting guide.