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When you select 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.
You can configure accepted login methods under Authentication.

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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

In some cases, profile fields must be managed manually in absentify. This applies if the account is not synced with Microsoft — for example, when the user hasn’t been invited yet, hasn’t signed in for the first time, or uses the magic link login method:
  • 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.
An email address exists only once in all of absentify, so you can only move an address to this user if no other account holds it. If you save a new email address and receive “Cannot update user’s email because this email already exists in another workspace”, another account is already using it. Despite the wording, that account can also sit in your own workspace, for example an archived user. Check your archived users first, then see this guide for the next steps.

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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

The Birthday, Employment start date, and Employment end date fields each have an info icon that explains who can see the date.
  • 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. It controls how the person’s allowance is calculated: their allowance rule starts on this date, so a partial first year is prorated automatically. Rules that begin each allowance year on the hire date also depend on it and cannot be assigned to someone without a start date. It is also the first date on which an absence can be booked.
  • Employment end date: Set the user’s final day of employment; their allowance stops after this date, and absences cannot be booked later. The start and end dates are both included in the bookable employment period. This field is visible for active, inactive, and archived users. It is optional for active and inactive users, but required and cannot be cleared for archived users. The date picker prevents you from selecting an end date before the employment start date.
Changing the employment start date later does affect the allowance. absentify asks you to confirm and then recalculates the person’s allowance years: years before the new date lose their entitlement, and the year containing it is prorated.Changing either date can also leave existing absences outside the new employment period. absentify then shows how many absences and recurring series are affected and asks you to confirm before it saves the dates, cancels those absences, and shortens affected recurring series. This cannot be undone. Archiving a user never cancels absences.
Visibility of profile dates
  • Birthday: The day and month appear as a calendar marker and in the weekly reminder email for colleagues who can see this person according to your workspace’s privacy settings. The year and age remain hidden from those colleagues; only admins and the managers of the person’s departments can see the full date.
  • Employment start date: The day and month appear as a work-anniversary marker in the calendar. The weekly reminder email also shows the number of years of service, which allows recipients to infer the start year. Only admins and the managers of the person’s departments can see the date on the Insights page.
  • Employment end date: The profile field remains visible only to admins. In calendar and timeline views, the user, admins, and department managers who can book for that person see days after the last working day blocked in gray with an explanatory tooltip. Colleagues without booking permission do not see this end-date band; the date also remains hidden from weekly reminder emails and Insights.
  • 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. If the user notices unclear wording, they can contact support@absentify.com with a screenshot.

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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.