> ## Documentation Index
> Fetch the complete documentation index at: https://absentify.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Inviting users
> Learn how to invite users to absentify manually, via Excel import, or through Microsoft Teams/Entra ID (Azure AD) group synchronization.
You can add users to absentify in three ways: manual entry, Excel import, or Microsoft Teams/Entra ID (Azure AD) group synchronization. All newly added users are initially set to **inactive**, allowing you to fully set up their profiles before activation.
***
## Checklist before adding users
Before you start inviting users to absentify, it’s important to complete a few key setup steps to ensure everything works correctly and reflects your company’s structure and policies.
Complete this checklist **before** you start inviting users. These settings define how users sign in, how leave is calculated, and how your company is structured in absentify.
Go to [Privacy settings](/docs/en/roles/hr_admins/settings/general/privacy) and adjust them to match your internal company policies.
Navigate to [Authentication](/docs/en/roles/hr_admins/settings/general/authentication) and choose whether users will sign in with Microsoft 365 or by email (Magic Link).
Go to [Public holiday settings](/docs/en/roles/hr_admins/settings/public-holidays) and add all calendars relevant to your teams.\
This is necessary to assign the correct holidays when creating users.
Go to [Leave types](/docs/en/roles/hr_admins/settings/leave_types/create-leave-types) and create all leave types allowed by your company.
If your company offers deductible leave types (e.g. paid vacation), go to [Allowances](/docs/en/roles/hr_admins/settings/allowances), create the allowance types, and link them to the corresponding leave types.\
Then create the [allowance rules](/docs/en/roles/hr_admins/settings/allowances#creating-and-managing-allowance-rules) that describe your policies, for example a standard contract and a part-time contract. Every new user is assigned a rule, so the rules should exist before you invite anyone.
Go to [Departments](/docs/en/roles/hr_admins/settings/departments) and set up the departments used in your company.\
This ensures accurate assignment and is especially important for importing users or using Entra ID sync.
If different departments follow different leave policies, set **Allowance rules for new employees** in the [department configuration](/docs/en/roles/hr_admins/settings/departments#allowance-rules-for-new-employees). New users then get the right rule preselected automatically.
Go to [Default user settings](/docs/en/roles/hr_admins/settings/users/manage_users#default-user-settings) to define settings that will be applied automatically to each new user.\
This saves time and prevents the need for manual edits later.
Set your company-wide work schedule in [General settings](/docs/en/roles/hr_admins/settings/general/general#business-hours).\
These hours are applied by default to all users.
If needed, you can update individual schedules later using the [user schedule settings](/docs/en/roles/hr_admins/settings/users/edit/schedule).
***
## How to add users
If you signed up with email (rather than Microsoft 365), you must [confirm your email address](/docs/en/roles/employee/sign_in#email-verification) before you can invite users.
### 1. Add users individually
Use manual entry when you need to add a single user quickly — perfect for one-off additions or small teams.
**Getting started:**
* Go to **Settings** > **Users**, then select **Invite a new user** at the bottom of the user list.
* **Email**: Provide the user's email address (required).
* For **Microsoft 365 sign-in**: The email must be linked to a Microsoft account.
* For **email sign-in (Magic Link)**: Any valid email address can be used.
If the [Teams & Entra ID group sync](/docs/en/roles/m365admins/permissions/teams_entra_id_synchronization) is activated, you can use the search bar to look up users directly in Active Directory. Selecting a user from the directory will automatically fill in the **First Name**, **Last Name**, and **Display Name** fields.
* **First Name**: Enter the user's first name (required).
* **Last Name**: Enter the user's last name (required).
* **Display Name**: The name shown throughout absentify (required). This is auto-populated from the first and last name but can be edited manually.
* **Department(s)**: Assign the user to a department. Additional departments can be added later from the user’s [profile](/docs/en/roles/hr_admins/settings/users/edit/profile#employment-details) or using the [bulk edit](/docs/en/roles/hr_admins/settings/users/bulk_edit/change_departments) feature.
* **Public holidays**: Assign the applicable holiday calendar based on the user's location.
* **Employment start date**: Specify the user's start date (required). The allowance rule starts on this date, so a mid-year start is prorated automatically.
* **Default allowances**: For each allowance type, select the allowance rule the user should be assigned to. The preselection comes from the department defaults and can be changed here. Select **No rule (assign later)** if the person needs an individual amount; you then set it in their profile under **Settings** > **Users** > **Edit** > **Allowance**.
If one of the selected rules starts each allowance year on the employment start date, that date is mandatory. Without it the form asks you to set a start date, choose a different rule, or select **No rule (assign later)**.
Users added manually are initially set to **inactive**, allowing administrators to complete their profile setup before activation.
* By default, newly added users are set to **inactive**. Inactive users:
* **Do not receive emails**.
* **Cannot sign in**: If they attempt to sign in, they will see a message indicating their account is inactive and advising them to contact an HR administrator.
* **Allow retroactive absence entry**: Absences can be recorded for inactive users without triggering notifications.
* Once the profile is complete and you’ve reviewed the [Checklist before activating users](/docs/en/roles/hr_admins/settings/users/invite_users#checklist-before-activating-users), navigate to the [Access & Permissions](/docs/en/roles/hr_admins/settings/users/edit/access-permissions) tab in the user settings and toggle on **Active user**.
This will trigger the activation email.
***
### 2. Add users via Excel import
The Excel import is ideal for adding larger groups of employees. If you have access to **Microsoft Teams/Entra ID (Azure AD)** groups, these can prefill the Excel template with existing user data.
Before importing users via Excel, make sure that **[public holidays](/docs/en/roles/hr_admins/settings/public-holidays)**, **[departments](/docs/en/roles/hr_admins/settings/departments)**, and **[allowances](/docs/en/roles/hr_admins/settings/allowances)** are already created in absentify.\
These settings are required to complete the user profiles and ensure proper absence tracking.
**Steps for Excel import:**
* Go to **Settings** > **Users** > **Import users** and download the Excel template.
* If enabled: Use **Entra ID (Azure AD)** or **Teams groups** to prefill the template with user data. Only users not already in absentify will be included.\
Learn how to enable this setting in the [admin guide for user integration](/docs/en/roles/hr_admins/settings/microsoft#5-teams-and-entra-id-group-synchronization).
* If you already have a prepared Excel file, you can select **Upload Excel** to skip the template download and go directly to the upload step.
* Review and update the prefilled data, or manually enter the following:
* **Display Name**, **First Name**, **Last Name**, and **Email** (required)
* **Department(s)**, **Holiday calendar(s)**, **Start date**, and the **allowance rule** per allowance type
The template now includes separate **First Name** and **Last Name** columns in addition to **Display Name**. Older import files that use only a single **Name** column are still supported.
Pick the rule per allowance type instead of typing amounts. The rule keeps granting allowance for every future fiscal year, so you no longer have to maintain a value for next year separately.
* Define whether each user should be set to **active** or **inactive**. If you want to review or complete the profile before users sign in, it's recommended to set the status to **inactive**. Inactive users won't receive invitations or access until you activate them.
#### Base column layout
The first nine columns of the template follow a fixed order:
| Column | Field | Notes |
| :----- | :-------------------- | :------------------------------------------------------------------------------------- |
| **A** | Display Name | Required. The name shown throughout absentify. |
| **B** | First Name | Optional. Stored separately from the display name. |
| **C** | Last Name | Optional. Stored separately from the display name. |
| **D** | Email | Required for login users; leave blank for non-login users. |
| **E** | Department | Dropdown populated from your workspace departments. |
| **F** | Public Holiday Group | Dropdown populated from your configured public holiday calendars. |
| **G** | Employment Start Date | The allowance rule starts on this date, so a mid-year start is prorated automatically. |
| **H** | Custom ID | Optional external identifier. |
| **I** | Account Status | Dropdown: `Active` or `Inactive`. |
All remaining columns (approver, representative, personal settings, allowance rules, and allowance visibility) follow after column I in the order described below.
The template now includes **First Name** (column B) and **Last Name** (column C). Excel files prepared with an earlier template must have two empty columns inserted after the **Display Name** column before they can be re-uploaded. Otherwise, all data from the **Email** column onward lands in the wrong field during validation.
#### Extended columns
The template also includes optional columns for additional user configuration. All new columns have **dropdown validations** pre-configured. Leaving a cell blank causes that setting to fall back to workspace defaults.
**Approver settings**
| Column | Accepted values | Notes |
| :----------------------- | :------------------------------------------------------ | :-------------------------------------------------------------------------------------------------------- |
| **Approver Type** | `Department`, `Microsoft Sync`, `Custom`, `No Approver` | Determines how leave requests are routed for approval. |
| **Approver Email(s)** | Comma-separated email addresses | Only used when Approver Type is `Custom`. Each email must belong to an active user in the workspace. |
| **Microsoft Sync Level** | `1`, `2`, or `3` | Only used when Approver Type is `Microsoft Sync`. The imported user must have a linked Microsoft account. |
**Representative settings** (requires **Plus** plan)
| Column | Accepted values | Notes |
| :------------------------------------- | :------------------------------ | :---------------------------------------------------- |
| **Representative Email(s)** | Comma-separated email addresses | A user cannot be their own representative. |
| **Required Representatives Count** | Number (`0`–`10`) | Must not exceed the number of listed representatives. |
| **Representative Approval Process** | `Linear` or `Parallel` | |
| **Member Can Choose Representatives** | `Yes` / `No` | |
| **Member Can Reorder Representatives** | `Yes` / `No` | |
Representative columns are only available on the **Plus** plan. If your workspace does not have a Plus subscription, these columns will be ignored and an error is shown during validation.
**Personal settings**
| Column | Accepted values | Notes |
| :------------------------- | :--------------------------------------------------------------- | :---------------------------------------------------------------------- |
| **Date of Birth** | Valid date (e.g. `dd/MM/yyyy`, `yyyy-MM-dd`) | Age must be between 10 and 100. Must not be in the future. |
| **Language** | `en`, `de`, `fr`, `es`, `it`, `pt`, `pl`, `hu`, `ru`, `tr`, `uk` | |
| **Time Format** | `12h` or `24h` | |
| **Date Format** | `dd/MM/yyyy`, `MM/dd/yyyy`, `dd.MM.yyyy`, `yyyy-MM-dd` | |
| **Timezone** | A valid IANA timezone code (e.g. `Europe/Berlin`) | Select from the **Timezones** reference sheet included in the template. |
| **Week Start** | `0` (Sunday) through `6` (Saturday) | |
| **Display Calendar Weeks** | `Yes` / `No` | |
**Allowance rules**
For each allowance type, the template adds a **Rule** column with a dropdown of the rules available in your workspace. Selecting a rule assigns it directly and the allowance number columns for that type are ignored. Leave the cell empty to use the numbers instead. A separate **Rules** worksheet lists every rule with its amount, cycle, and validity so you can look up the exact name.
Rule names must match the dropdown exactly. If a name does not exist, validation reports that the rule for that allowance does not exist and lists the available rules. Download a fresh template if your rules changed recently.
**Allowance visibility**
For each allowance type configured in your workspace, a **visible** column is added (e.g. *Vacation visible*). Set `Yes` or `No` to control whether that allowance type is visible to the user. At least one allowance type must remain visible.
The template includes a **Timezones** worksheet listing all valid timezone codes. Use the values from column A when filling in the **Timezone** column on the main sheet.
* Return to the import view and upload the completed file.
* The system checks the uploaded data for errors and highlights any invalid entries for correction.
* If rows contain errors (e.g. invalid approver type, missing representative emails, or incorrect date formats), an **error summary** is displayed at the top showing which rows need to be fixed before importing. You can expand each entry to see the specific validation error.
After successful validation, select **Add Users** to add all users at once.
Only users marked as **active** in the Excel file will receive an invitation email. Users set to **inactive** will be created without sending an email, allowing you to complete their profiles before activation.
If you'd like to review each profile and compare it against our [Checklist before activating users](/docs/en/roles/hr_admins/settings/users/invite_users#checklist-before-activating-users) before making any final changes, you can skip this step for now. Later, use the [bulk edit feature](/docs/en/roles/hr_admins/settings/users/manage_users#archive-or-activate-users-in-bulk) to activate multiple users at once.
***
### 3. Add users via Microsoft Teams/Entra ID group sync
Synchronizing Microsoft Teams or Entra ID (Azure AD) groups provides an automated way to add users and link them to departments in absentify.
**Steps to set up synchronization:**
* Go to **Settings** > **Microsoft** and activate **Teams and Entra ID (Azure AD) group synchronization**.
Learn how to enable this setting in the [admin guide for user integration](/docs/en/roles/hr_admins/settings/microsoft#5-teams-and-entra-id-group-synchronization).
* Navigate to **Settings** > **Integrations** > **Microsoft Teams/Entra ID (Azure AD) group synchronization**.
* Select a Microsoft group and link it to a department in absentify.
* Activate the **Auto-create user accounts** option to automatically add group members to absentify.
Refer to [this article](/docs/en/roles/hr_admins/settings/integrations/teams_group_entra_id_group_sync) for a more detailed outline on how to set up Entra ID group sync for automated user creation.
* Newly synced users are automatically created in absentify as **inactive**. Administrators must activate them before they can access the system.
* They are assigned the allowance rule of their department, or the organisation default rule if the department does not specify one. Their start date, the date they were added to the group, determines how much of the first year they have earned.
* After synchronization, administrators can manually adjust user profiles, for example by assigning a different rule, adding an adjustment, or changing holiday calendars.
If you'd like to review each profile and compare it against our [Checklist before activating users](/docs/en/roles/hr_admins/settings/users/invite_users#checklist-before-activating-users) before making any final changes, you can skip activation for now.\
Later, use the [bulk edit feature](/docs/en/roles/hr_admins/settings/users/manage_users#archive-or-activate-users-in-bulk) to activate multiple users at once.
***
### 4. Add users via SCIM provisioning
SCIM provisioning enables fully automated user management between your **Identity Provider (IdP)** (such as Microsoft Entra ID or Okta) and absentify.\
Instead of manually creating users or syncing groups, your identity system automatically **creates, updates, and deactivates users** in absentify based on your directory configuration.
**Requirements:**
* An **Identity Provider that supports SCIM 2.0 provisioning** (e.g., Microsoft Entra ID, Okta).
* Administrative access to configure **SCIM provisioning** in your IdP.
* The **SCIM integration enabled in absentify**.
**Benefits:**
* **Automated user lifecycle management**: Users are automatically created, updated, or deactivated based on changes in your identity directory.
* **Reduced manual administration**: No need for Excel imports or manual user creation.
* **Consistent user data**: Employee information stays synchronized between your identity provider and absentify.
* **Improved security and compliance**: User access is automatically removed when accounts are deactivated in your identity system.
SCIM provisioning is ideal for organizations that want to centrally manage user identities and automate onboarding and offboarding processes across multiple systems.
For detailed setup instructions and supported functionality, refer to the **[SCIM integration guide](/docs/en/roles/hr_admins/settings/integrations/scim)**.
***
## Key points about inactive and non-login users
* **Inactive users do not receive emails**: This allows administrators to complete profiles (e.g., adjust allowances, assign approvers) before activation.
* **Inactive users cannot sign in**: If they attempt to sign in, they will see a message stating their account is not active and advising them to contact an HR administrator.
* **Retroactive absence entry is possible**: Absences can be added for inactive users without triggering notifications.
* **Non-login users**: Users without an email address cannot sign in, approve absences, or act as department managers. However, administrators can still manage their absences.
***
## Adding users without an email address
absentify allows you to add users without an email address for cases where sign-in access is not required. These users can have their absences managed, but they cannot sign in, act as department managers, or approve absences for others.
This feature is only available with the **Essentials** or **Plus plan**.
1. **Navigate to User Management**\
Go to **Settings** > **Users**, then select **Invite a new user**.
2. **Enter user details**\
Fill in the user's **first name**, **last name**, and **display name**, assign them to departments, and configure other settings such as public holiday calendars and employment start dates. Leave the **email** field blank.
3. **Save the user**\
The user will be added as a non-login user, and their profile can now be used to manage absences and schedules.
### Key limitations for users without an email address
* **No sign-in access**: These users cannot sign in to absentify.
* **No manager roles**: They cannot act as department managers or approve absences for others.
* **Admin management required**: An administrator must manage their absences and calendar entries.
This feature is ideal for including employees in absence management who do not require direct access to the platform.
***
## Checklist before activating users
Use this checklist **after** adding your users and **before** activating them to ensure their profiles are correctly configured.
Go to each user profile and review details such as:
* [Allowance settings](/docs/en/roles/hr_admins/settings/users/edit/allowance): Adjust if the default does not apply — for example, if someone has a custom contract with more days or if the allowance should be hidden from the user.
* [Approver](/docs/en/roles/hr_admins/settings/users/edit/approver): Confirm or change the assigned approver if needed.
* [Representative](/docs/en/roles/hr_admins/settings/users/edit/representative): Optional, available with upgraded plan.
* [Working schedule](/docs/en/roles/hr_admins/settings/users/edit/schedule): Update if the user has different working hours (e.g. part-time).
* For individual users: [Edit notifications](/docs/en/roles/hr_admins/settings/users/edit/notifications)
* For bulk updates: [Manage notifications in bulk](/docs/en/roles/hr_admins/settings/users/bulk_edit/manage_notifications)
If your users will sign in with Microsoft accounts, you can automatically make absentify available in Teams and Outlook — no need for users to install anything manually. *(Not available for magic link users.)*
* Follow the [Teams and Outlook enablement guide](https://absentify.com/docs/en/roles/m365admins/getting_started/enable_absentify_in_teams_and_outlook)
* Then, [customize the app in Teams and Outlook](https://absentify.com/docs/en/roles/m365admins/getting_started/customizing_app_in_teams_outlook) to match your internal structure and preferences
Before activating users, make sure all required Microsoft synchronizations are configured. This ensures that once users are invited, their absences sync automatically with Outlook calendars, and optional features like automatic out-of-office messages are enabled.
Proper setup avoids confusion and reduces manual effort later.\
Refer to the full list of available Microsoft integrations and setup options in the [Microsoft integration guide](https://absentify.com/docs/en/roles/hr_admins/settings/microsoft).
If you're on the Plus plan, customize the welcome emails your users will receive when they’re invited. This allows you to:
* Add a personal introduction
* Share important onboarding info
* Align communication with your company's tone and branding
Follow this guide to [customize welcome emails](https://absentify.com/docs/en/roles/hr_admins/settings/branding#customize-welcome-emails).
Once everything is set up correctly, use the [bulk activation feature](/docs/en/roles/hr_admins/settings/users/manage_users#archive-or-activate-users-in-bulk) to activate your users.
This checklist helps prevent issues such as:
* Incorrect leave request calculations due to wrong working hours
* Requests being routed to the wrong approver
* Notifications not reaching the correct department or person
***
### After inviting users
Once your users have received their email invitations, we recommend sending them the relevant guides below to support a smooth onboarding experience:
* **All users**: Share the [employee welcome guide](https://absentify.com/docs/en/roles/employee/welcome)\
Includes how to sign in, request absences, and manage personal preferences.
* **Users with approval rights**: In addition to the above, send the [approver guide](https://absentify.com/docs/en/roles/employee/approval_requests)
* **Users assigned as managers**: Send both of the above, plus the [manager guide](https://absentify.com/docs/en/roles/manager/welcome)
* **Users with admin rights**: Send all of the above, and additionally the [admin welcome guide](https://absentify.com/docs/en/roles/hr_admins/welcome)
***
## Troubleshooting: adding/inviting users
If one of your users is running into issues accessing the app after being added to your company's workspace, here are some potential causes and how to resolve them:
An email address exists only once in all of absentify. It belongs to exactly one user account in exactly one workspace, and it stays taken while that account is deactivated or archived. This is why the same address cannot be added to a second workspace, not even temporarily.
If you see the message **"A user with this email address already exists in another workspace"**, there are two likely causes:
#### 1. The user has accidentally created their own workspace
Ask the user to sign in at [app.absentify.com](https://app.absentify.com).
If they find themselves in a workspace where they are the only user and also the tenant admin, it means they have accidentally created a new workspace.
To confirm this, send them [this guide](/docs/en/roles/employee/sign_in#welcome-page-with-options) and ask if the steps shown match what they did during sign-in.
If this is indeed what happened, they will need to delete that workspace before you can add them to your company's workspace.
Please refer them to this guide: [Delete company account](/docs/en/roles/hr_admins/settings/delete-account).
To prevent this from happening in the future, enable the **"Prevent workspace creation for same tenant"** option in your [Authentication settings](/docs/en/roles/hr_admins/settings/general/authentication#prevent-workspace-creation-for-same-tenant).
#### 2. The user is still part of a previous company's workspace
The user must be **deleted in the other workspace** before they can be added to yours. Archiving or deactivating them there is not enough: an archived account keeps the email address. An administrator of that workspace has to delete the user under **Settings > Users**. The message tells you which case you are in:
* **"The user needs to delete their current company account to be invited"** appears when they are the only user in that workspace, or when they are an administrator there. If they are alone, the workspace itself has to be deleted. If the workspace has other members, another administrator there can delete the user account instead.
* **"Please contact the administrator of the current workspace to remove the user"** appears when other people work in that workspace. Only the user account has to be deleted there, not the workspace.
Deleting a user is permanent and removes their absence history. Ask the other workspace to [export](/docs/en/roles/hr_admins/settings/export) the data first if it is still needed.
If a user was previously archived, they cannot be invited until they are reactivated.
To fix this:
1. Go to **Settings → Users**.
2. Select the **Edit (pencil)** icon next to the user's name.
3. In the user profile, scroll down to **Archive user** and **disable the toggle**.
Once the user is no longer archived, you’ll be able to send them an invite simply by activating them.
If a user doesn't have a Microsoft 365 license or the IT administrator doesn't allow logins at third-party websites with a Microsoft account:
**Solution:** The user can use the **email login (Magic Link)** as an alternative.
**Important:** With email login, the following features are not available:
* Automatic calendar synchronization (instead: iCal invitations via email)
* Synchronization of public holidays to the Outlook calendar
* Automatic out-of-office replies in Outlook
* Group calendar synchronization
* Microsoft Teams/Outlook App integration
* Teams and Entra ID group synchronization
* Manager synchronization from Entra ID
* Azure AI integration
**Switching to Microsoft SSO sign-in:**
You can switch from Magic Link to Microsoft in two ways:
1. **By the user themselves:**
In their [personal settings](/docs/en/roles/employee/sign_in#switching-sign-in-methods), the Microsoft account can be linked.
2. **By an administrator:**
Under **Settings > Users** → select user → toggle on for **Microsoft sync** to link their Microsoft account.
**Important:**\
For the advanced automations (calendar sync, out-of-office replies, etc.), Microsoft permissions must be separately approved under the [Microsoft settings](/docs/en/roles/hr_admins/settings/microsoft) by the tenant admin.
If a Microsoft sign-in cannot be completed, absentify returns the user to the sign-in page with a notice and hides the options that cannot work for their account. Direct them to our **[login troubleshooting guide](/docs/en/roles/employee/troubleshooting_login)** for step-by-step solutions. The notices are:
* "Sign in with an email code" or "This workspace signs in with email codes"
* "Connected to a different Microsoft account"
* "This Microsoft account is from another organisation"
* "We found more than one account"
* "Microsoft did not complete the sign-in"
A separate message, **"Your account is configured for Microsoft authentication only"**, appears at the code step when someone tries an email code on a Microsoft-only account.
If a user reports that they did not receive an invite after being activated in the app, follow these steps:
1. **Check email history**\
Go to the user’s [email history](/docs/en/roles/hr_admins/settings/users/edit/email-history) to confirm whether the invite was sent from absentify.
2. **Verify delivery**\
If absentify shows the invite was sent but the user did not receive it, ask them to check whether any **email rules, spam filters, or security settings** are blocking the message.
3. **Resend the invite**\
Once delivery issues are ruled out, disable the **Active user** toggle in the user profile and then reactivate the user to send the invite again.
4. **Escalate if needed**\
If the user still does not receive the invite, refer to the [email troubleshooting guide](/docs/en/roles/m365admins/troubleshooting/email_delivery_issues) for further steps.
For further help and troubleshooting tips, contact our [Support Team](/docs/en/introduction#how-to-get-further-assistance).