You should use daily flex time registration when employees need to register their work hours daily by checking in/out, and plus/minus hours should be calculated automatically.

The hour bank in BitaBIZ is adjusted per day and only based on registered work hours or absence.

If no work hours or absence are registered on a workday, there is no automatic adjustment of the hour bank.

This means that the employee is not automatically deducted the day’s standard hours from the hour bank if the day is not filled in.

A day without registration therefore does not automatically count as a minus in the hour bank. The employee is not penalized for missing registrations.

Instead, the employee can receive a notification that the workday needs to be filled in with work hours or absence.

Approvers and Payroll Admins The Week Calendar, Year Calendar, Team calendar clearly show workdays that need to be filled in.

The hour bank is not calculated collectively per week or month, but continuously per day.

A part-time employee on flex should fill out all relevant days in the working week.

Each day should be filled out with either:

If the employee has a fixed weekly day off, the day off should be set to 0 hours in the standard hours schedule. The day off should also be booked in the calendar so it is visible to colleagues and managers.

If the employee's day off changes from week to week, the standard hours schedule should not have a fixed 0-hour day. Instead, the fixed day off is booked in the calendar on the specific day.

If a workday is not filled out with work hours, absence, or a fixed day off, the employee will not automatically have hours deducted from the hour bank for days missing registration. Instead, the employee may receive a reminder that the day needs to be filled out.

To ensure the hour bank and weekly overview are accurate, the part-time employee's week should always be filled out with either work hours, absence, or a fixed day off:

With flex time, work hours are registered daily.

With deviation registration, only deviations from the standard are registered, such as absence and overtime. Read more about deviation registration here.

The standard hours are reset on an absence day, so the actual work hours of zero match the standard hours, which is why there is no plus or minus in the hour bank.

A half absence day is registered with half of the standard hours and does not take into account when during the day the absence occurs. In some cases, this may result in minor discrepancies in the adjustment of the hour bank.

When registering sick leave in hours, the absence is more accurately matched to the actual work hours for that day.

Read the guide for setting up sick leave in hours here.

The hour bank on flex is adjusted by registered work hours and time off.

Regular absence, fixed days off, and public holidays are neutral for the hour bank. This means they neither add nor subtract hours from the hour bank.

Example:

If the employee's standard hours are 7.5 hours and the employee registers 8 hours, the employee gets +0.5 hours in the hour bank.

If the employee registers 6 hours, the employee gets -1.5 hours in the hour bank.

If the employee takes vacation or another type of absence for the whole day, the hour bank is not adjusted.

If the employee works 3 hours on a public holiday, fixed day off, or weekend with 0 standard hours, all 3 hours are added to the hour bank.

If an employee needs to have the day's standard hours deducted from the hour bank, the employee should register Time off.

Time off uses the hour bank balance. This means the day's time off hours are deducted from the employee's hour bank.

You should not use regular absence to deduct standard hours from the hour bank. Absence is neutral for the hour bank and therefore does not affect the hour bank balance.

You also should not create a custom absence type to deduct standard hours from the hour bank. If the registration should reduce the hour bank, it must be registered as Time off.

Example:

If the employee's standard hours are 7.5 hours and the employee takes the whole day off via Time off, 7.5 hours are deducted from the hour bank.

If the employee instead registers vacation, sick leave, or other regular absence for the whole day, no hours are deducted from the hour bank.

If the day is left empty without work hours, absence, or time off, the hour bank is not adjusted automatically. The employee may instead receive a reminder that the day needs to be filled out.

The standard hours schedule may still show the planned standard hours for the day, e.g. 7 hours, even though the day is booked as a Fixed day off.

This does not mean the day is calculated as a regular workday in the flex calculation.

When a workday is booked as a Fixed day off, the calculated standard hours for that specific day are set to 0:00 in the hour bank calculation.

Therefore, the day is neutral for the hour bank as long as the employee does not register work hours on that day.

If the employee registers work hours on a day booked as a Fixed day off, all registered work hours are added to the hour bank.

Example:

The standard hours schedule shows 7 hours on Friday.

Friday is booked as a Fixed day off in the calendar.

In the flex calculation, Friday is treated as 0:00 standard hours.

If the employee does not register work hours on Friday, the hour bank is not affected.

If the employee registers 3 hours of work on Friday, all 3 hours are added to the hour bank.

The same calculation logic applies to public holidays and other days where the day is treated as 0:00 standard hours in the calculation.