Managed profiles let you add people to OneDirectory who don't have a Microsoft 365 account. Typical examples are contractors, frontline or field staff without a company email address, consultants and volunteers. You can also use them for places, such as a meeting room or a shared reception line.
A managed profile is a directory entry only. The person it represents doesn't sign in to OneDirectory and doesn't need an email address. Once it's visible, it behaves like any other profile in your directory:
It appears in search and has its own profile page.
If you set a Manager, it appears in the org chart under that manager.
If you set an Office, Department or other structure field, it appears there too.
Who can add managed profiles
Administrators and Directory Editors. Managed profiles live in Directory Console → People → Managed Profiles.
Add a managed profile
In your live directory, click Edit in Console in the top bar, next to your profile picture.
In the Directory Console sidebar, select People, then Managed Profiles.
Click Add profile, type the person's display name, then click Add (or press Enter).
The new profile opens in a panel on the right, marked Managed and Hidden.
On the Profile Details tab, click the Value cell next to each field you want to fill in. Enter the value, then click the green check to save it. Each field saves on its own.
When you're done, click Show in directory in the yellow banner at the top of the panel.
Note: New managed profiles start hidden, so nobody sees a half-finished profile. The profile won't appear in search or the org chart until you turn on Show in directory. |
Fields you can fill in
Only the display name is required. The other fields are grouped the same way as on any profile:
Identity Information: Display Name, Email (optional).
Job Information: Hire Date, Job Title, Skills.
Org Structure: Company, Department, Division, Office, Region.
Connections: Manager, Dotted Line Managers, Assistants.
Personal Information: About Me, Birthday, Hobbies & Interests, Photo.
Contact Information: Work Phone, Mobile Phone, Fax Number, City/Town, State/Region, Country.
For Manager, start typing a name and pick the person from the list. For Office, choose from the offices already in your directory. Any custom fields you've added also appear here.
Because a managed profile doesn't come from Microsoft 365, you keep its details up to date in the Directory Console.
The Manage tab
Click a managed profile's row, then open the Manage tab to:
Show in directory: choose whether the profile appears in your live directory and org chart.
Profile URL: change the end of the profile's link, then click Save. Changing it breaks any link to this profile that has already been shared.
Hide or delete a managed profile
To hide it without losing its details, set Show in directory to hide on the Manage tab. To show or hide several at once, tick their checkboxes in the Managed Profiles list and use Show in directory. See How to show or hide profiles in bulk.
To delete it, click the profile's row, click the ⋮ menu at the top right of the panel, choose Delete profile, then Yes, Delete. Deleting can't be undone.
Adding a lot of people at once
Managed profiles are added one at a time in the Console. If you need to add a large group, such as a whole team of frontline staff, contact us at support@onedirectory.com and we'll import them for you.
Where managed profiles are counted
On the Directory Console Overview page, the Profiles card lists managed profiles under Managed → Contacts, with visible and hidden counts, separately from profiles synced from Microsoft 365.