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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

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

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User name & Email

User profile fields in absentify behave differently depending on the login method and whether Microsoft synchronization is enabled.
Admins can configure accepted login methods under Authentication & Access Control.

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Microsoft login with Microsoft sync enabled

If a user’s absentify account is connected to their Microsoft account, profile fields are automatically managed via Microsoft:
  • All profile fields (first name, last name, display name, email) are synced from the user’s Microsoft account.
The name display format in absentify is based on your workspace’s default name format settings.
  • To make changes, update the information in Azure Active Directory or the Microsoft Admin Center.
  • Updates will sync automatically during the user’s next login to absentify.
This ensures consistent data across systems, with Microsoft serving as the single source of truth. For a step-by-step walkthrough on how to edit user profile information via Azure or the Microsoft Admin Portal, watch the video below:

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Microsoft login with Microsoft sync disabled

If a user’s account is not synced with Microsoft — for example, if they haven’t been invited yet, haven’t logged in for the first time, or are using the magic link login method — their profile fields must be managed manually in absentify:
  • First name, last name, display name, and email can be edited directly in absentify.
  • Changes made in Microsoft will not sync to absentify.
This method is not recommended for managed environments as it may lead to inconsistencies between systems.
If you update a user’s email address and upon saving receive a message stating: “This email already exists in another workspace”, see what steps you can take via this guide.

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Profile picture

  • Microsoft login with sync enabled:
    Pulled from the user’s Microsoft account and shown automatically.
  • Microsoft sync disabled or magic link login:
    Profile picture can be uploaded manually by an admin user within absentify.
We recommend using Microsoft login with Microsoft sync enabled to ensure clean data management, automatic updates, and full feature availability.
To verify when profile updates were last synced or if an error occurred, check the Microsoft sync logs for full sync history and error messages.

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Employment details

  • Custom ID (optional): Add a custom company-specific ID for the user. This ID appears in all Excel exports and can help with identifying users across internal systems, streamlining payroll processing, or aligning with external HR tools.
  • Birthday (optional): Enter the user’s date of birth.
  • Employment start date: Specify the user’s start date with your company. This is used during user creation to calculate pro-rated allowances. However, if the date is changed later, it has no further impact on the allowance.
Visibility of birthdays and anniversaries: The full date of birth and age, as well as the employment start date and total years at the company, are only visible to admins and assigned managers. The anniversary and birthday (day and month only) are visible to all users who can see this person, based on your workspace’s privacy settings. You can find a clear overview of all upcoming birthdays and anniversaries on the Insights page.
  • Public holidays: Assign a public holiday calendar to the user based on their location or applicable region.
  • Department(s): Assign the user to one or more departments. Departments determine approvers and reporting structures. Please note, you cannot add a user to a department if the department has been synced to an Entra ID group. See this article for more information.

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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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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.
This synchronization ensures that absentify remains aligned with your organization’s source of truth for user data.

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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.