Knowledge base / Employee Directory / Administration
Microsoft Graph sync
The sync reads every account from Microsoft Entra ID and updates the directory: names, job titles, departments, offices, phones, managers, start dates and photos. Filters decide who appears.
How it works
- Automatic sync runs when an admin opens the directory and the last run is older than the interval (12 hours by default). A lock stops two admins syncing at once.
- Only changes are written. Each person's values are compared with the last sync, so unchanged people are left alone.
- Leavers are deactivated, never deleted, so they still count in reports.
- Safeguard: if a run would deactivate more than 30 % of synced people (and more than 10), it holds back until an admin confirms. This protects against a mistaken filter.
- Filters: only enabled accounts, only accounts with a mailbox, only accounts with a job title or department, include guests, exclude sign-in names by pattern (service accounts, for example), limit to email domains, and exclude departments.
- Photos are copied into the site's photo library. Only changed photos are downloaded, up to 400 per run.
- HR overrides and employees' own profile details are never overwritten.
- With Enterprise, the sync can also read about me, skills and birthdays from Microsoft 365.
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