Introduction to User Administration
Get an overview of user administration in BitaBIZ, and find the right guide for onboarding, offboarding, roles, access, policies, departments, tags, and GDPR settings.
Quick Answer About User Administration
User administration in BitaBIZ is about employee profiles, policies, roles, access, and organizational data. This article is an introduction and guide. Use the linked articles for specific steps, permissions, access, exceptions, and troubleshooting.
This Article Is For
Administrators, HR, payroll managers, IT, and other users who manage employees in BitaBIZ.
Important Prerequisite
Before choosing a guide, you need to know if your company manages users:
manually, directly in BitaBIZ
automatically via Microsoft Entra ID
If you're unsure, you should first clarify your user administration model.
What Does User Administration Consist Of?
In BitaBIZ, the employee profile is used to link an employee to the company's setup. An employee profile can include, among other things:
basic data such as name, department, and payroll number
policy with rules for vacation, absence, and time registration
roles and access
approver relationships
departments and tags
GDPR settings
When an employee is created or changed, it can affect access, approval, balances, reporting, and payroll administration.
Which Guide Should I Use?
Use the overview below to choose the right article.
If your question is about | Start here |
Creating a new employee directly in BitaBIZ (Manual creation) | |
Creating employees via Microsoft Entra ID (Automatic creation) | |
Deactivating, terminating, or offboarding directly in BitaBIZ (Manual offboarding) | |
Inactive employees via Microsoft Entra ID (Automatic offboarding) | |
Changing a policy for an employee | |
Create a new policy that employees can be assigned to | |
Departments & organizational structure | |
Tags for filtering or grouping employees | 📑 Tags |
Which features a user has access to | 📑 Roles |
Approvers, Payroll admin, Setup admin, or HR statistics | 📑 Roles |
External administrator, payroll partner, IT partner, or auditor access | |
Error when creating, reactivating, or email already exists | Follow the article for your user administration model: manual onboarding or automatic Entra ID |
Manual or Automatic User Administration?
BitaBIZ supports two methods for user administration.
Method | Description |
Manual user administration | Employees are created and maintained directly in BitaBIZ |
Automatic user administration | Employees and basic data are automatically synchronized from Microsoft Entra ID |
The choice of method affects, among other things:
onboarding
offboarding
basic data
employee creation
maintenance of user data
roles and access
Always use the guide that matches your setup.
User Administration, Basic Data, and GDPR
User administration is closely linked to employees' basic data and records. Basic data and records may contain personal information, and some information may be confidential or depend on your company's internal GDPR and visibility settings.
Basic data and records are shared with the company on 2 pages:
Team calendar
People page
Both pages are shown on the web portal, mobile app, Teams app, and Outlook app.
The table below does not explain the specific GDPR, deletion, or visibility settings. Instead, use the relevant specialized articles linked in the table below to get an overview.
If your question is about | Start here |
Set up when historical records for active users should be deleted automatically | |
Set up when inactive users' profiles should be deleted automatically | |
Set up how absence reasons and work hours are displayed in the Team calendar | |
Be aware of when notes added to a record are shown in the Team Calendar | |
Set default settings for employee access to the Team Calendar (See entire company, only department, only calendar group) | |
Set whether birthdays and anniversaries should be shared via the Team calendar and on the People page | 📑 Team calendar and HR & People |
Get an overview of which basic data is shown on the People page | |
Choose whether employees can see “emergency contact info” on the People page | |
Choose whether the People page should be shown or removed entirely | |
Get an overview of which tags are shown on the People page & are searchable in the Team Calendar |
FAQ
I don't know which article to use. Where do I start?
I don't know which article to use. Where do I start?
Start by clarifying whether your employees are created manually in BitaBIZ or automatically via Microsoft Entra ID. Then use the overview “Which guide should I use?” in this article.
Where can I see which role a user should have?
Where can I see which role a user should have?
If your question is about roles, access, approvers, Payroll admin, Setup admin, or HR statistics, you should use the article Assign roles.
Why can't I see a button or feature?
Why can't I see a button or feature?
Missing buttons or features are often due to role, access, or association with employees or departments. Start with the article Assign roles.
Which article should I use if I get a warning that an email already exists?
Which article should I use if I get a warning that an email already exists?
It depends on your user administration model. If the employee is created manually in BitaBIZ, use the guide for manual onboarding. If the employee is created via Microsoft Entra ID, use the guide for automatic user administration via Entra ID.
Troubleshooting:
If you contact BitaBIZ support about user administration, you may be asked to provide:
whether the employee is managed manually or via Microsoft Entra ID
which employee it concerns
which action you are trying to perform
which warning you received, e.g. "email already exists"
which support code you received from our AI
which role or access the user has
When you provide the support code you received from an article, it helps BitaBIZ send the case to the right team. You do not need to resolve the case yourself based on the support code.
I get an error when creating, reactivating, or changing an employee. Which article should I use?
I get an error when creating, reactivating, or changing an employee. Which article should I use?
If your employees are created manually in BitaBIZ, use the article on manual user administration.
If your employees are synchronized from Microsoft Entra ID, use the article on automatic user administration.
The specific articles explain which information you need to send to support in your situation.
What’s important to know about user management?
What’s important to know about user management?
Changes in user management can affect:
access and visibility
approval flows
vacation and balances
statistics and reporting
payroll administration
So always check the employee’s policy, roles, access, balances, and approver relationships when making changes.
Missing a button or access?
Missing a button or access?
If you can’t see a feature, menu, or button in BitaBIZ, it’s often due to the user’s role, access, or association with employees or departments.
Start with the article Assign roles if your question is about:
what a user can see
what a user can edit
whether a user can approve registrations
which employees a user can manage or approve
the difference between Setup admin, Payroll admin, HR statistics, and Approver
This intro article doesn’t describe all permissions in detail. Use the roles article as your main source for specific permission questions.
Does BitaBIZ have a single place to set GDPR settings?
Does BitaBIZ have a single place to set GDPR settings?
No. GDPR settings in BitaBIZ are not all in one place because GDPR affects several areas of the system.
GDPR-related settings are managed through, among other things:
Team Calendar, where you can control visibility for absences, absence reasons, work hours, birthdays, and anniversaries
HR & People, where you can control the display of contact information
GDPR, EU deletion rules, where historical records and inactive users can be deleted according to selected rules
GDPR is a broad topic and is therefore managed at several levels in BitaBIZ. Use the relevant specialized articles to see the specific settings for each area.
Does BitaBIZ handle employee master data and personal information in accordance with GDPR?
Does BitaBIZ handle employee master data and personal information in accordance with GDPR?
Yes. BitaBIZ is ISAE 3000 certified and includes features that support your company’s management of employee master data and personal information.
In BitaBIZ, companies can, among other things, control access, visibility, and deletion of personal data through roles/access, Team Calendar, HR & People, and GDPR deletion rules.
Your company is responsible for ensuring that your BitaBIZ setup matches your GDPR policy and internal guidelines.