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Add users

Once you've setup your company in absentify, it's time to add your users to start tracking their time off!

By allowing administrators to easily onboard and manage users, absentify allows for efficient collaboration, reduces administrative overhead, and ensures accurate record-keeping of employee absences, ultimately leading to a more productive and organized workplace.

Jump to:


Adding users individually
Adding users via bulk import
Editing a user's information


Start adding users



Things to know before you begin:



Only admins have the option to add users.

When adding a new user, you'll be prompted to enter the user's department(s) and public holiday(s). To fill out this portion, you'll first need to supplement these for your company. Visit our quickstart guide for adminstrators to get started.

absentify is developed for Microsoft 365 which means that all users you invite need to have an email address which corresponds to a Microsoft account.

To start adding your employees as users to your company's absentify account, go to Settings > Users



You'll be given two options on how you'd like to add your users whether it be one at a time or a bulk import by importing the data from a list of users. Keep reading to learn more about these two options.


Individually



Click on Invite a new user.

The "Invite a new user" form will be displayed automatically where you'll be prompted to add the details of the employee. These include:

Name
E-mail: this will need to be a microsoft email address
Departments(s): select one or more department that they are a member of
Public holidays: select one or more public holidays that will show up on their calendar
Employment start date: specify when the user had/has their first working day
Default allowances: the annual allowance quota (current year) that you'd like to set for the user. If you have set up multiple allowances, they will all be displayed here and need to be adjusted accordingly.

To learn more about default allowances and how to set them up for new users, read our helpdesk article, Setting up allowances for new users.



Remember that before completing the registration, all users will be automatically set to inactive by default. You'll have to manually set the user to active later, to send them an invite.

This is so that admins have time to customize the users profile such as update Allowances, Approver, Department, etc. Once you're ready to invite the user to the app, simply go into their profile settings and flip the toggle ON for Active user.

Click here to read more about activating users.


via import



Tip:

Before downloading the User Upload Excel, we recommend that you first add any necessary departments and public holidays that apply to your organization. Once you add these in absentify, the Excel will download with all departments and holidays that pertain to your company automatically added so you don't have to do it manually!

Click on the following links for more info on adding either departments or public holidays.

Click on Import users.

You'll be prompted to download an Excel template.

From here you can decide if you'd like the Excel template to be automatically populated with users from your Teams groups. By selecting the Teams groups that include users you'D like to add to absentify, you don't have to fill out the Excel yourself.

Once you're satisfied with your selection, click Download.



The spreadsheet has three different sheets where you can fill out the info of your company.

Import Data


From the Import Data page, you'll need to fill out the following:

Name: list all your employees' names.

Email: list their email. Please note that absentify is developed for Microsoft 365 which means that all users you invite need to have a Microsoft account.

Department: list one or more departments of which the user is a member. The options listed in the dropdown menu will be all the departments that have already been created in your organization's absentify account. For more information on creating departments, click here.

Public holidays: select the public holiday from the dropdown menu that should show up on the user's calendar. The options listed in the dropdown menu will be all the holidays that have already been created in your organization's absentify account.

Employment start date: specify the user's first working day.

Custom ID: in the event that your company has an ID system to identify staff, enter this value here.

Account enabled: Select either active or inactive from the dropdown menu. By selecting Inactive the user will not receive an email notification after reuploading the excel back to absentify and you will need to activate the user manually. However, by selecting Active absentify will automatically do this for you. The use of the inactive setting is recommended only if further customizations are necessary after the re-upload.

Annual allowance: this is the annual quota (current year) and is automatically calculated through the employment start date and the annual vacation contingent set for the department. This is just a suggestion from absentify and can be changed as desired. If you have set up multiple allowances within absentify for your organization, they will all be displayed here and can be adjusted accordingly.



As soon as you've filled out each user's information, it should look something like this:



Once you're finished, save your updated Excel spreadsheet and upload your updated version back to absentify by clicking Upload.



Click Invite all users to complete the registration.



Shortly after, an invitation will be sent to the registered email addresses of those set to Active. Remember that before completing the registration, any users that were set to Inactive in the excel, will need to be manually activated from their user profile once you are ready to invite them to the app!



Editing a user's information



After you have added the user(s), you can add/edit any information about the user by clicking Settings > User and clicking the pencil icon for Edit next to the user whose information you'd like to change.



From the pop-up, you can make any changes to the user's info as well as add any additional information, including:


1. Add a user's birthday



Go to Profile > Birthday.



Change the date to their birthday and click Save to save your changes.

Their birthday will be displayed in their calendar as well as any other user's calendar whose in their department. However, depending on the privacy settings in place, those who have permission to view across departments will also be able to see the user's birthday.

For more information on which users have which permissions, visit our support article - Permissions per user - and scroll down to Privacy Settings.


2. Change a user's approver



Go to Approver



The default setting for the user's approver will be their department manager.

If you'd like to change this, select the approver whom you'd like to approve or deny the employee's requests.

Click Save to save your changes.

For more details on selecting a user's approver, see Selecting a user's approver to learn more.

3. Make a user an admin



Go to Profile

Scroll down until you see Administrator.

By activating this toggle and clicking Save, the user need only to log out and once they look back in they'll have admin rights.



For more information on user permissions, click here.


4. Change a user's yearly vacation quota



From the allowance page, admins have the option to edit a user's default allowance as well as update the visibility of each allowance created.

Start by navigating to Allowance from the user's profile.



Editing allowance values


If you'd like to update the number of days or hours of a certain allowance type that a user is to be allotted for a specific year, click on the pencil icon next to the desired year you'd like to edit.

You'll have the option to edit the user's vacation allowance for the previous, current, and following years including:

Carry-over: how many days were carried over from the previous year
Allowance: how many total days they have in their annual contingent
Compensatory time off: if an employee worked overtime or on a holiday, the amount of extra days worked can be changed here and will be added to the user's vacation contingent.

The values entered here can be edited anytime provided that the value changed is not less than what the user has already requested for the year.

Click Save to save your changes.

Only the allowance and the compensatory time off can be altered for the current and following year, whereas for the previous year you'll also have the option to change the carried over time off to be carried over to the current year.

Editing allowance visibility


Deactivating the visibility toggle next to the allowance type, will delete this allowance from the user's yearly quota all together.

For example, Pablo works out of Spain where medical appointment isn't offered as an allowance type. Admins have the option of deleting this deductible quota from his calendar, which won't allow him to request this leave type. It also won't show up in his calendar.





For more information on default allowances and allowance visibility, visit our support article, Setting up default allowances.


5. Change a user's schedule



Go to Schedule

From here you'll have the option to edit their current work schedule or add a new work schedule.



If you choose to add more than one schedule, you'll need to specify when one is to end and the next one to begin. The reason being that a user cannot have two schedules in operation at the same time.

For more information on editing a user's working hours, see Set business hours for your users to learn more.

Don't forget to click Save to save your changes!

It is important that you set their schedule correctly so that the deductions are correct when they book their absences.

You can also add an already created calendar for users who work abroad which includes the public holidays. To do this, select one of the pre-set calendars from the dropdown menu.

Users > Edit > Public holiday calendar



If the holiday calendar you're looking for isn't there, you can add a new holiday calendar under Settings > Holidays > Add holidays.



From there you can find holidays from over 250 countries and regions!

To learn about how to add a public holiday calendar, visit Public holidays for more info.

Now that you've added all your employees, you're reading to start tracking their time off with absentify!




How to activate users
Archive/unarchive and delete users
Quickstart guide for admins

Updated on: 18/04/2024

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