Assign Roles in BitaBIZ

In BitaBIZ, employees can be assigned different roles that determine which features and data they can access. Roles can be:

Global permissions – apply across the entire account.
Department permissions – apply only to specific departments or employees.

👉 In this article, we’ll go through the roles Setup admin, Global Payroll admin, HR statistics, Local Payroll admin, and Approver, and how to assign them via the employee’s profile card.

How to assign roles

Click on Setup Admin
Open the relevant employee’s profile card
Go to the Roles tab
Check the box for the role(s) the employee should have

An employee can have multiple roles at the same time. Global permissions always override department permissions.

Overview of roles

Role	Type	Description	Typical use
Setup admin	Global permission	Creates employees, settings, rules, and integrations. Full access to system setup.	IT, HR, or admin with setup responsibility.
Global Payroll admin	Global permission	Access to all employees. Can perform payroll export, follow up, create, approve, and delete records.	Payroll department responsible for the entire company.
HR statistics	Global permission	Access to free reports. If the Report Library module is enabled: access to additional key figure reports.	HR for analysis and reporting.
Local Payroll admin	Limited global permission	Access to a specific group, country, or company. Can perform payroll export and follow up locally.	Corporations with central user management but local payroll administration.
Approver	Department permission	Can create, approve, and delete records. Only has access to the departments or employees they are set as approver for.	Managers or department heads.

The Approver Role – Assignment

An employee only gets access to the Approver role without employee access when they are marked as approver only. Access to employees is defined in two ways:

1. Department Approver

In the profile card, select which departments the approver should be responsible for.

2. 1:1 Approver Flow

On a specific employee’s profile card, select a direct approver:
“Choose which approver an employee should be approved by”.

The Approver role is used for approving records – not for providing a general overview across departments.

Example 1: Approved by a manager from another department

An employee needs to be approved by a manager from another department, and the manager in the employee’s physical department should not approve the employee:

Open the employee’s profile card from the Setup Admin page
Click Roles
Select the approver who should approve the employee from the list
Check if only this manager (selected from the list) should approve the employee and not also the manager of the department the employee works in.

Click Save.

Example 2: 1:1 Approver Flow

An employee should be set up as an approver without being an approver for a department:

Open the employee’s profile card from the Setup Admin page
Click Roles
Check Approver (without selecting departments)

Click Save.

Follow example 1 above to select which employees should be approved by the manager.

Employees marked with the "Approver" role are added to the "Approved by" list. This way, a 1:1 approver flow can be set up outside of your departments.

Example 3: Active Directory Approver Flow

The approver flow is updated to BitaBIZ from Microsoft Azure Active Directory. In this case, employees automatically get the approver who is set as their manager in your Active Directory.

Example 4: Department Approver

An employee should be set up as an approver for one or more departments:

Open the employee’s profile card from the Setup Admin page
Click Roles
Check Approver
Select the departments the employee should be approver for

Example 5: Self-approver

An employee should not have an approver.

Open the employee’s profile card from the Setup Admin page
Click Roles
From the dropdown under "Approved by" select "Self-approver"

The Local Payroll Admin Role – Assignment

The Local Payroll Administrator role is used in global organizations where payroll responsibility is divided by country, region, or company. The role allows you to follow up on and manage employee balances locally, without having global access.

FAQ

Where can I find a list/overview of employee roles?

You can see employee roles in the “Role” column on the employee list under Setup admin > Employees.

You can use the Filter field to search if you only want an overview of specific roles. This gives you a quick overview of who has been assigned a particular role.

Each role is shown with a corresponding icon. Hover your mouse over an icon to see which role it represents (Setup admin, Payroll admin, Approver, etc.)

You can also filter the list by entering the name of a specific role (e.g. Setup admin, Payroll admin, HR statistics, Approver, etc.) in the search field.

Which role do I need to view, edit, and add hours?

To view, edit, and add hours in BitaBIZ, it depends on your role:

Approver can view and edit records for the employees they are set as approver for
Payroll admin has access to all employees and can work broadly with records and payroll export

If you need to work with hours across multiple employees or the whole company, you’ll typically need the Payroll admin role.

If you don’t have the necessary role, it can be assigned by a colleague with Setup admin access via the employee’s profile.

Can an approver edit employees' hours?

Yes, an approver can view and edit registrations for the employees they are assigned as approver for.

However, an approver only has access to the employees or departments they are linked to. If you need access to more or all employees, you need the Payroll admin role.

What does the Report Library mean?

It is an add-on module that gives access to extra key figure reports in addition to the free reports available to the HR statistics role.

How to activate the module: Click Setup Admin -> Company -> Subscription Plan -> Activate the Report Library module.

Can an Approver see all employees?

No. An approver only has access to the departments or employees they are set to approve for.

What is the difference between Global and Local Payroll admin?

Global Payroll admin has access to all employees.

Local Payroll admin only has access to employees in a specific group, country, or company.

I have removed the approver role from an employee, but the person still appears as an approver on the employee list and still receives notifications. Why?

This happens if the employee was previously an approver for one or more departments and was made inactive and later reactivated.

Reason:

When an approver is made inactive:

The approver role is removed
But the link to the departments remains, it is not removed

If the employee is later reactivated:

The person no longer has the approver role
But is still linked to the departments

Therefore, the employee still appears as an approver and receives notifications.

Solution:
You need to remove both the approver role and the departments on the employee's master data card.

How to do it:

Go to Setup admin
Open the employee's master data card
Go to Roles
Remove all checkmarks on departments under “Is approver for”
Also remove “Approver” under department rights (if selected)
Click Save employee

Result:
The employee:

is no longer an approver
does not appear as an approver on the employee list
does not receive notifications

Can an approver be set up to only approve certain types of registrations?

No, when a person is set up as an approver for an employee, they will approve all registrations that are set to require approval for that employee.

It is not possible to limit the approver role to only certain types of registrations, such as only vacation.

If you only want certain registrations not to require approval, you can instead:

Set up custom registration types that do not require approval (e.g. “working from home”)
Adjust your policies or use of registration types

Alternatively, the approver role must be assigned based on the whole employee – not individual registration types.

Is the approver role used to provide an overview of other departments?

No. The approver role should only be used if an employee needs to create, approve, or edit registrations for other employees.

If the need is only for an overview or planning across departments, i.e. view-only access, it is not recommended to assign the approver role.

Instead, use:

Access to all departments in the shared team calendar
Employee tags to group and search employees across departments

This way, you get view-only access without granting unnecessary permissions.

Can an approver temporarily “transfer” approval handling to another employee when the approver is on vacation or leave?

No, an approver cannot transfer approvals to another employee from their team themselves.

The approver role can only be managed by the Setup Admin role. So, if someone else needs to handle approvals on behalf of a manager, the Setup Admin role must mark the employee as an approver.

Why aren't payroll admins' registrations sent for approval?

If you have a payroll admin role and create registrations on your own profile via Payroll admin → Employees (calendar access), they are not sent for approval.

This is because in this situation you are creating the registration as an administrator – and therefore automatically approving it yourself.

If your registrations need to be approved by your manager, you should instead create them via Calendar → My calendar

Here, the registration is created as an employee and sent for approval as usual.

If you have already created registrations without approval, you can delete them and create them again via your own calendar so they are sent to your manager.