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Manage user access and visibility in absentify through the Access & Permissions tab. From here, you can control a user’s login status and administrative rights.

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Account status

There are three account status options:
  1. Inactive (Setup Mode)
    The user appears in the calendar but cannot sign in and does not receive notifications. This is ideal for onboarding or users not yet active in the system.
  2. Active
    The user can sign in and receives all system notifications. Use this status for active employees.
  3. Archived
    The user is removed from the calendar and cannot sign in. Archiving requires an employment end date and is useful for keeping past employee records without deleting them.
When making a user active, they will receive an invitation to join the app. How they sign in depends on what is allowed in your workspace settings under General settings:
  • Microsoft login only
  • Microsoft and magic link login
If the user chooses to sign in with magic link, certain Microsoft integrations will not be available. Please refer to the Authentication settings guide for more information.

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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 a user

  1. Go to Settings > Users.
  2. Select the user you want to archive.
  3. Open the Access & Permissions tab.
  4. Select Archived under Account Status.
  5. A confirmation dialog will appear outlining the impact:
    • The user will be removed from the calendar
    • The user will no longer be able to sign in
    • The user will not receive any notifications
  6. Enter an employment end date (required to proceed).
  7. Select Archive, then Save your changes.
Want to archive multiple users at once? Check out the guide on bulk editing users.

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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. Select the user you want to unarchive.
  3. Open the Access & Permissions tab.
  4. Change the status from Archived to Active.
  5. Select Save.

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Key behaviors of archived users

  • Archived users are completely hidden from other users.
  • The user’s absence data remains in the workspace and is still visible to admins.
  • Archived users cannot sign in to absentify.
  • Archived users do not receive any emails from the system.
  • Archived users are not the same as deleted users. To delete a user, please refer to this guide.

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Administrator permissions

Assign administrative roles to a user using the available options:
  • Make this user an administrator Grants full access to all settings and users in absentify.
  • Allow access to billing
    Grants permission to view and manage billing and subscription information. Only available for administrators. After enabling this toggle, the user gains access to the Billing and Upgrade sections under Settings, including the ability to:
    • Edit billing info and payment method
    • View seat usage and upcoming charges
    • View or download invoices
    • Change or upgrade the subscription plan
Note: The user must sign out and sign back in for these changes to take effect.

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Transfer administrator role (Free plan)

On the Free plan, only one administrator is allowed at a time. If you are the sole active administrator and you are editing your own Access & Permissions, a separate Transfer Administrator Role card appears below the main access card. This card lets you hand the administrator role to another active user in the workspace.

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How to transfer the admin role

  1. Go to Settings > Users and open your own user profile.
  2. Open the Access & Permissions tab.
  3. In the Transfer Administrator Role card, select an active user from the New administrator picker.
  4. Select Transfer admin role.
  5. A confirmation dialog appears with the following information:
    • The selected user will become the new administrator and gain billing access
    • You will lose admin and billing access immediately
    • You will be signed out — log back in to continue as a regular user
  6. Select Transfer and sign out to confirm.
This action is immediate and cannot be undone by you. Once confirmed, you are signed out and lose all admin and billing access. The chosen user becomes the sole administrator. Only the new administrator can hand the role back.
This transfer option only appears when all of these conditions are met:
  • Your workspace is on the Free plan
  • You are the only active administrator
  • You are editing your own user profile
On paid plans, you can simply promote another user to administrator the usual way — there is no need to transfer, because multiple admins are supported.
You need at least one other active user in the workspace to transfer the admin role. If you are the only person in the workspace, there is no one to select.
The embedded Access & Permissions demo video above may not show the transfer card. The transfer card only appears under the specific conditions described above.