Add users
Once you've setup your company in absentify, it's time to add your staff as users to start tracking their time off!
Only admins have the option to add users.
When adding 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, 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.
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
Annual allowance: the annual vacation quota (current year) that you'd like to set for the user
Before clicking "Save" to complete the registration, decide if you'd like absentify to automatically send them an invitation by flipping the toggle on under "Send invitation email". Shortly after, an invitation will be sent to the registered email address.
Please note that if you decide to flip the toggle off, you'll have to manually send the user an invitation later.
Click on " Import users".
You'll be prompted to download an Excel template. Click "Download".
The spreadsheet has three different sheets where you can fill out the info of your company.
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 department that they're a member of
Public holidays: list one or more public holidays that you want to show up on their calendar
Employment: specify when the user has their first working day
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.
From the "Departments" page you'll need to list all departments that you've already created in absentify.
From the "Public holidays" page you'll need to list all public holidays that you've already created in absentify.
These will have been all the public holidays that apply to your company and its employees.
As soon as you've filled out all the sheets provided in the template, 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".
Once the upload is complete, decide if you'd like absentify to automatically send all employees listed an invitation via email by flipping the toggle on under "Send invitation emails".
Please note that if you decide to flip the toggle off, you'll have to manually send the user an invitation later.
Click "Invite all users" to complete the registration.
Shortly after, an invitation will be sent to the email addresses registered.
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:
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".
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.
Go to "Allowance".
From here 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.
Taken: how many vacation days they're already taken
Remaining: how many days remain 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.
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 working 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 3000 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!
Things to know before you begin:
Only admins have the option to add users.
When adding 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, 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
Annual allowance: the annual vacation quota (current year) that you'd like to set for the user
Hint:
Before clicking "Save" to complete the registration, decide if you'd like absentify to automatically send them an invitation by flipping the toggle on under "Send invitation email". Shortly after, an invitation will be sent to the registered email address.
Please note that if you decide to flip the toggle off, you'll have to manually send the user an invitation later.
via import
Click on " Import users".
You'll be prompted to download an Excel template. 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 department that they're a member of
Public holidays: list one or more public holidays that you want to show up on their calendar
Employment: specify when the user has their first working day
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.
Departments
From the "Departments" page you'll need to list all departments that you've already created in absentify.
Public holidays
From the "Public holidays" page you'll need to list all public holidays that you've already created in absentify.
These will have been all the public holidays that apply to your company and its employees.
As soon as you've filled out all the sheets provided in the template, 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".
Once the upload is complete, decide if you'd like absentify to automatically send all employees listed an invitation via email by flipping the toggle on under "Send invitation emails".
Hint:
Please note that if you decide to flip the toggle off, you'll have to manually send the user an invitation later.
Click "Invite all users" to complete the registration.
Shortly after, an invitation will be sent to the email addresses registered.
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. Change a user's yearly vacation quota
Go to "Allowance".
From here 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.
Taken: how many vacation days they're already taken
Remaining: how many days remain for the year
Click "Save" to save your changes.
Hint:
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.
4. 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 working hours for your users to learn more.
Don't forget to click "Save" to save your changes!
Hint:
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 3000 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!
Updated on: 03/04/2023
Thank you!