Employee status conditions

For “Directory” statuses, see User Information.

This page explains the ID types and statuses in the Directory. It also covers the determination logic applied when syncing with each employee master.

ID Types

ID types are classifications automatically assigned to accounts retrieved when an employee master is connected.

ID Type	Description
Internal ID	An ID determined to belong to an employee of your organization. Includes IDs matching your company domain.
External ID	An ID belonging to guests, collaborators, or external partners.
System ID	An ID assigned for system administration purposes, such as group addresses or shared mailboxes.
Unknown ID	An ID where the email address could not be retrieved, or could not be classified into any other category.
Unmanaged ID	An ID newly discovered through a sync but not yet formally registered (linked) in the employee master.

Some IDs are newly discovered through an integration with a service that is not set as an employee master. Except for IDs determined to be System IDs, these are classified by their email address:

Email address on a company domain registered in domain settings: Unmanaged ID (status: Draft)
Email address on any other domain: External ID
No email address retrieved: Unknown ID

Even with a company domain email address, a newly discovered ID is not registered (linked) in the employee master. It therefore becomes an Unmanaged ID rather than an Internal ID. IDs on other domains become External IDs. So not every ID synced from a service outside the employee master becomes an Unmanaged ID with the Draft status.

What is a Status

The following statuses represent user states: Active / Pre-hire / On Leave / Resigned / Draft / Archived / Unmonitored. When you connect an employee master, statuses are automatically assigned based on the master’s state. This includes the employment status and account enabled/disabled state.

Diagram of status determination conditions when syncing with an employee master

Determination Condition Details (by Service)

The following describes the ID type and status determination logic for each employee master integration.

Details by Service

Google Workspace

Domain names (including subdomains and aliases) are retrieved to identify internal employees. If an email address is discovered in a SaaS app but not found in Google Workspace, we check its domain. This determines whether the address belongs to an employee.

Determination Conditions
Internal ID: User objects retrieved from Google Workspace. System ID: Group objects retrieved from Google Workspace. External ID: Objects registered with a domain other than the configured company domain. Resigned: Accounts deleted or archived in Google Workspace. For a deleted account, the ID remains for a period until fully removed, after which it also disappears from the account list on the Google Workspace detail screen. On Leave: Accounts with a “Suspended” status in Google Workspace. Unknown ID: Users whose email address could not be retrieved, or who are in a disabled state on the service side.

When you delete, archive, or suspend an account in Google Workspace, its status changes at the next sync. A deleted or archived account becomes “Resigned”, and a suspended account becomes “On Leave”. The email address in the directory stays the same as before the account was deleted, archived, or suspended.

Microsoft EntraID (Azure AD), Microsoft365

Domain names (including subdomains and aliases) are retrieved to identify internal employees. However, retrieval is not possible if the tenant is different. Data from the primary tenant of the connected user is retrieved. If an email address is discovered in a SaaS app but not found in Azure AD or Microsoft 365, we check its domain. This determines whether the address belongs to an employee. Admina retrieves users in Entra ID regardless of how you registered them. For example, you can use Microsoft Entra Connect or a script. If you specify groups or a domain in the integration settings, Admina retrieves only the matching users. For details, see Microsoft Entra ID (Azure AD).

Determination Conditions
Internal ID: User objects retrieved from Azure AD / Microsoft 365. System ID: Group addresses, resources (meeting rooms, etc.), shared mailboxes, and AD Connector accounts (connecting Azure AD and on-premises AD). AD Connector accounts (`On-Premises Directory Synchronization Service Account`). External ID: Accounts with a domain other than the employee master domain (including guest-invited accounts). Resigned: Accounts that no longer exist in Entra ID (Azure AD) / Microsoft 365 (deleted), but remain active in other SaaS services. Admina does not retrieve deleted user objects. They also disappear from the account list on the Azure AD / Microsoft 365 service detail screen. Admina still evaluates the status again at every sync. When you delete an employee in Entra ID (Azure AD) / Microsoft 365, the employee becomes Resigned at the next sync. This applies if the employee still has accounts in other SaaS services. The employee does not become Resigned if they have an active account in another employee master. On Leave: Accounts that are Disabled (sign-in not permitted). Unknown ID: Users whose email address could not be retrieved, or who are in a disabled state on the service side. ※ Accounts that remain without a license assigned are treated as “Internal ID (billable).” To remove them from billing, we recommend deleting the account or disabling login.

Diagram of Microsoft Entra ID / Azure AD determination conditions

SmartHR

The sync targets are “email address accounts (User)” and “employee list (Crew)” entries. Both must have an email address registered. If an email address account matches an employee list account, the accounts are merged as a single employee.

Determination Conditions
Internal ID: Accounts present in the employee list. External ID: Email address accounts not linked to the employee list. Resigned: Accounts in the employee list with an employment status of “Resigned” (displayed as a deactivated account). This applies even if the employment contract end date is blank, such as for permanent employees. ※ If the email addresses match, they are merged as a single employee. On Leave: Accounts in the employee list with an employment status of “On Leave.”

SmartHR Roles

Crew: Accounts present in the employee list User: Accounts present in the email address account list

For the difference between email address accounts and employees, see What is the difference between an email address account and an employee? (external site). For data retrieved during SmartHR integration, see Data retrieved during SmartHR integration.

Okta

Determination Conditions
Internal ID: Accounts that have an email address and exist in Okta. (No distinction by domain.) External ID: Accounts that have an email address but do not exist in Okta. Resigned: Accounts with a status of “Deactivated.” On Leave: Accounts with a status of “Suspended.” Unknown ID: Users whose email address could not be retrieved, or who are in a disabled state.

OneLogin

Determination Conditions
Internal ID: Accounts that have an email address, exist in OneLogin, and are “Active.” No distinction by domain. External ID: Accounts that have an email address but do not exist in OneLogin. On Leave: Accounts with a status of “Inactive.” Unknown ID: Cases where the email address could not be retrieved. ※ The status “Resigned” does not exist. For resigned accounts, change the status to “Inactive,” and delete the SaaS accounts associated with those on-leave accounts. After deleting the SaaS accounts, delete the OneLogin account.

HENNGE One

Determination Conditions
Internal ID: “Active” accounts present in HENNGE One. External ID: Accounts not present in HENNGE One. Resigned: Expired accounts. Unknown ID: Cases where the email address could not be retrieved. ※ The status “On Leave” does not exist.

freee HR

Determination Conditions
Internal ID: Accounts that have an email address and are “Currently Employed” in freee HR. External ID: Other SaaS accounts that do not exist in freee HR. Resigned: Accounts with an employment status of “Resigned.” Unknown ID: Cases where the email address could not be retrieved. ※ The status “On Leave” does not exist.

HRMOS Talent Management

Determination Conditions
Internal ID: Accounts that have an email address and exist in HRMOS Talent Management with a status of “Pre-hire / Currently Employed / On Secondment.” External ID: Accounts without an email address, or accounts not present in the master. Resigned: Accounts with an employment status of “Resigned.” On Leave: Accounts with an employment status of “On Leave.” Unknown ID: Cases where the email address could not be retrieved.

Kaonavi

Determination Conditions
Internal ID: Members who have an email address and are “Currently Employed.” External ID: Users not linked to a member, or accounts not present in Kaonavi. Resigned: Accounts with an employment status of “Resigned.” On Leave: Accounts with login suspended. Unknown ID: Cases where the email address could not be retrieved.

MoneyForward Cloud HR Management

Determination Conditions
Internal ID: Currently employed members who have an email address. (No domain distinction.) External ID: Other SaaS accounts not present in Cloud HR Management. Resigned: Accounts with a resignation date set to “today or earlier.” Unknown ID: Cases where the email address could not be retrieved. ※ The status “On Leave” does not exist.

HRBrain Talent Management

Determination Conditions
Internal ID: Accounts that have an email address and exist in HRBrain Talent Management with a status of “Pre-hire / Currently Employed / On Secondment.” External ID: Accounts without an email address, or accounts not present in the master. Resigned: Accounts with an employment status of “Resigned.” On Leave: Accounts with an employment status of “On Leave.” Unknown ID: Cases where the email address could not be retrieved.

Jinjer

Determination Conditions
Internal ID: Accounts that have an email address and exist in Jinjer with a status of “Pre-hire / Currently Employed / On Secondment.” External ID: Accounts without an email address, or accounts not present in the master. Resigned: Accounts with an employment status of “Resigned.” On Leave: Accounts with an employment status of “On Leave.” Unknown ID: Cases where the email address could not be retrieved.

Introduction

Guides by use case

Guides by feature

Admin settings

FAQ and troubleshooting

ID Types

What is a Status

Determination Condition Details (by Service)

Details by Service

Google Workspace

Microsoft EntraID (Azure AD), Microsoft365

SmartHR

SmartHR Roles

Okta

OneLogin

HENNGE One

freee HR

HRMOS Talent Management

Kaonavi

MoneyForward Cloud HR Management

HRBrain Talent Management

Jinjer

​ID Types

​What is a Status

​Determination Condition Details (by Service)

​Details by Service

​Google Workspace

​Microsoft EntraID (Azure AD), Microsoft365

​SmartHR

​SmartHR Roles

​Okta

​OneLogin

​HENNGE One

​freee HR

​HRMOS Talent Management

​Kaonavi

​MoneyForward Cloud HR Management

​HRBrain Talent Management

​Jinjer

ID Types

What is a Status

Determination Condition Details (by Service)

Details by Service

Google Workspace

Microsoft EntraID (Azure AD), Microsoft365

SmartHR

SmartHR Roles

Okta

OneLogin

HENNGE One

freee HR

HRMOS Talent Management

Kaonavi

MoneyForward Cloud HR Management

HRBrain Talent Management

Jinjer