Article Description
Get an overview of company-wide rules and workflows in BitaBIZ, and see where to start if you want to change GDPR deletion rules, notifications, Team calendar, HR & People, or the EU Working Time Directive.
Short Answer
Global notifications & rules (workflows) are used for settings that apply across the company. This can include automatic messages, GDPR deletion rules, Team calendar, HR & People features, and rules related to the EU Working Time Directive.
Some features require setup in multiple places. A global rule can be the first step, but it may also depend on policy settings, employee setup, or individual notification preferences.
Applies To
This article applies to the Setup Admin role, which manages the company's shared rules and workflows in BitaBIZ.
Prerequisites
You must have access to the Setup Admin role to change global notifications and rules (workflows).
Some settings may also require relevant modules, policies, or employee setups to be active.
Step-by-step:
Go to Setup Admin.
Select Modules.
Select Notifications & Rules.
Choose the area you want to work with.
Check if the setting also needs to be activated at the policy level or in the employee's setup.
Start Here
Use the table to find the right specialized article. This intro article explains how the areas are connected, but the specific settings are described in the individual articles.
Area under Notifications & Rules | Used for |
Automatic deletion of historical records and inactive users | |
Rules and messages about time registration, 48-hour rule, and 11-hour rule | |
Global messages to approvers and employees | |
Reminders to approvers about missing approvals before payroll run | |
Visibility for work hours, absences, birthdays, anniversaries, and calendar access. GDPR-related views | |
People page, master data, self-service, and GDPR-related views | |
Additional master data dimensions. Creating tags and locations for employees | |
Reminders to approvers and employees regarding the company's sick leave policy | |
Onsite check-in/out from terminal |
Important to Know
Global notifications and rules can affect multiple employees, policies, and workflows at once.
Always check the connection between:
global notifications & rules
policy settings
employee setup
approvers
the employee's individual notification preferences
Example:
A reminder about missing time registration may require that:
the message is activated globally
the message is activated in the employee's policy
the employee has the correct standard hours or work hours setup
the employee has allowed push notifications in the mobile app
If any of these parts are missing, the message may not be sent, even if the global rule is enabled.
How Are the Rules Connected?
BitaBIZ uses 3 levels of rules and settings that work together:
Level | Example |
Global notifications and rules | Settings for: GDPR, EU time rules, Team calendar, messages |
Policy | Access and rules for: vacation, standard hours, time registration, balances |
Employee | Profile includes: roles, tags, approver, master data, individual preferences |
Example:
Showing Office Location on the People page requires that:
The office location tag is saved in the employee's master data profile
The People page is enabled under HR & People
Permissions and Access
Global notifications and rules are managed by an administrator with access to the Setup Admin role.
Employees and approvers can sometimes manage their own individual notification preferences, but they cannot change the company's global rules.
Example:
Reminder about an upcoming payroll date. The approver must therefore approve pending requests so they are included in the payroll export:
The global message is activated under Payroll administration and therefore a push message is sent to the approver.
The approver has disabled push notifications in the mobile app and therefore does not receive the message.
FAQ
Does a message need to be activated both globally and at the policy level?
Does a message need to be activated both globally and at the policy level?
Yes, some messages require both global activation and activation at the policy level. This applies, for example, to several messages related to time registration, where different employee groups may have different policies and needs for messages.
Where can I find GDPR settings?
Where can I find GDPR settings?
GDPR settings are not found in just one place. GDPR is managed through GDPR, EU deletion rules, Team calendar, and HR & People, among others.
Where can I find rules about the EU Working Time Directive?
Where can I find rules about the EU Working Time Directive?
Rules and messages related to the EU Working Time Directive can be found under the article Time Registration (EU Working Time Directive) in the Notifications & Rules section.
Why doesn't a global rule work for a specific employee?
Why doesn't a global rule work for a specific employee?
A global rule may require setup in several places. Check both the global setting, the employee's policy, the employee's setup, and any individual notification preferences.
Where is the QR code scanner terminal activated?
Where is the QR code scanner terminal activated?
The QR code scanner terminal is activated under:
Setup Admin → Modules → Notifications & Rules → Time registration
Here you will find the PIN code used to activate your terminal.
Where is the terminal itself installed?
Where is the terminal itself installed?
The terminal itself is installed and opened on a separate page:
Open the page in a browser on the device you want to use as a QR code scanner, and log in with your BitaBIZ PIN code.
Why is activation under Notifications and rules?
Why is activation under Notifications and rules?
Activation is under Notifications and rules because the terminal is activated globally and then the method can be linked to your time registration setup in policies.
However, the QR scanner itself runs as a separate terminal page, which is used on the physical device at the workplace.