Introduction to custom registration types

Custom registration types are used for planning and maintaining an overview in the team calendar.

They are typically used for internal categories such as:

Working from home
Course
Travel
Private appointment
Fixed day off

Custom registration types are not the same as sick leave or vacation.
They are flexible registrations defined by the company itself.

Leave types (for example parental leave, paid leave, or other company-defined leave types) are normally created under Other leave in the policy, and not as custom registration types.

Viewing custom registration types

Custom registration types are shared in the team calendar. These registrations are therefore used for planning and overview and are not private.

A custom registration type is created with a presence status:

When creating the registration type, you have the option to set a preferred color for that specific registration type.

Using the team calendar filter, it is possible to choose which presence status should be displayed:

What are custom registration types often used for?

Custom registration types are typically used to create an overview in the team calendar of activities that are not regular working hours or standard absence.

Custom registration types provide the flexibility to define how different activities should be displayed in the calendar – without necessarily affecting working hours, the time bank, or payroll.

Planning and overview-related registrations

Examples of typical custom registration types	Example of status for display in the team calendar
Evening shift Weekend shift At the office On-call duty	At work / Shift
Working from home Course Travel Working from location X	Working elsewhere
Private appointment Unavailable (Doctor, dentist, etc.)	Absent
Fixed day off (part-time employees)	Absent
Company-specific days off Unofficial public holidays	Absent

Payroll-related registrations

Examples of typical custom registration types	Example of status for display in the team calendar
Travel days or hours with compensation	Working elsewhere
On-call duty	At work / Shift
Sick hours (only if the company manages this via custom registration types) See also this article!	Absent

Create custom registration types

How to create custom registration types

Click: Setup admin > Modules > Custom registration types

Add the name of the registration type first – for example travel, fixed day off, working from home, etc.

Choose whether the registration type must be approved by a manager when the employee registers it.
Choose whether the registration type is a day off.
- Automatic creation of working hours will not be created for types marked as days off.
- The day is treated as a non-working day, and absence registered over a period (e.g. vacation or sickness) is therefore not counted on these days.
Choose whether a note should be shared in the team calendar or if the view should be private.
Choose whether to include travel purpose and destination
This is relevant if, for example, you create a custom registration type for business travel.
When enabled, employees will be able to enter the purpose and destination of the trip when creating the registration.
Choose whether the registration type can only be created by payroll admin
Tick “Payroll admin only” if the registration type should only be created by payroll administration.
When this is enabled employees cannot create registrations of this type themselves. The registration type is suitable for centrally managed entries, such as local public holidays
Choose whether the registration type should be available to all employees or only selected employee groups.
If specific policies/employee groups are selected, the registration type will only be visible to those employees.
Choose whether the registration type should be registered in hours or days.
Choose whether the registration should be sent for payroll processing.
If YES, select “Add payroll export” and enter the payroll code in the “ID number” field.
Read more about payroll export here!
Choose which presence status the registration type should be displayed as.
(At work / Shift, Working elsewhere, Busy, or Absent)
Choose the color the registration type should be displayed with in the team calendar.

Language and category name

Custom registration types support Danish and English.

If a registration type is created in Danish, an English translation can be added, which will be shown to employees who have their BitaBIZ account set to English.

Once the registration type has been created, select “Switch to English” to add the translation.

The default category name for custom registration types is Out of office in both languages.

The category name can be changed and customized in both English and Danish – for example to “Planlægning & Rejser” in Danish, as shown above, and “Planning & Travel” in English.

Display in the employee calendar

All custom registration types have their own balance in the employee statistics:

How custom registration types work in the calendar

Registration in days If the registration type is set up in days, it is booked as a full day or half day in the calendar.
Registration in hours If the registration type is set up in hours, it is registered with a start and end time.
Recurring registrations Custom registration types support the creation of recurring registrations. This can, for example, be used for fixed work-from-home days. Here you choose the period the registration should apply to and how often it should repeat.
Custom registration types are added to the Outlook / Exchange integration if the integration is enabled. This means that a registration created in BitaBIZ will be synchronized with the employee’s Outlook calendar. Read more about the integration here.
Notes in the calendar A note can be added to a registration. The note is shared in the Team calendar if the “Show note” function is enabled in the setup of the registration type. If “Show note” is not enabled, the note will not be visible to others.

Employee access to custom registration types

Access to the Custom registration types module can be granted in two ways:

Default access for new employees
If you want new employees to automatically receive access to the module, this must be configured under:
Setup Admin → Import employees from Excel
Individual access for existing employees
Individual access to registration modules is managed on the employee’s master data profile.
Activate “Custom registration types” under the section “Access to which applications” on the employee’s master data profile.

FAQ

Usage and function

Can we use a custom registration type instead of “Sick”?

Custom registration types should not be used as a replacement for sick leave, as the standard types Sick and Child sick are handled through the sick leave module and follow the selected sick leave reporting method.

When should we use “Other leave” instead of custom registration types?

If the registration is a leave type or longer-term absence in full days, it should normally be created under Other leave in the policy – not as a custom registration type.

Examples of types where Other leave should be used:

Parental leave
Maternity / paternity leave
Leave with or without pay
Other types of leave
Moving day
Wedding
Funeral

The advantage of using Other leave for these types is that weekends and public holidays are not counted in the absence statistics, and the registration follows the same principle as vacation and other leave.

Custom registration types are typically used for planning views or shorter registrations, for example:

Travel
Course
Doctor or dentist appointment
Internal activities.

A custom registration type counts statistics on all calendar days, including weekends and public holidays, and is therefore not recommended for leave types.

Can you prevent the system from automatically creating working hours if absence is registered using a custom registration type on that day?

Yes, you can – but only if the custom registration type is marked as “Day off.”

If the registration type is marked as “Day off,” automatic creation of working hours will not take place on that day.

If the registration type is not marked as a day off, the system will still create working hours according to the selected time registration method.
This is used, for example, when registering working from home, where working hours should still be recorded in addition to the custom registration type.

How does a custom registration type marked as a day off affect other absence registrations?

If a custom registration type is marked as a day off, the day will be treated as a non-working day.

This means that:

Absence registered over a period is not counted on that day
No vacation days are deducted on a fixed day off within a vacation period
Sick leave registered over multiple days does not include days off

If you try to register a single day of absence on a day that already has a fixed day off, the system will block it

Example of absence with a fixed day off:
If an employee has a fixed day off on Wednesdays and registers vacation from Monday to Friday, only 4 vacation days will be deducted – Wednesday is not counted.

The same applies to sick leave registered as a period.

Can custom registration types be used for payroll-related absence?

Yes. If the absence is registered in hours or half days, it should be created as custom registration types.

If the absence type is in full days, it can be created as Other leave.

When exporting to payroll, you can choose to include “Custom registration types,” but it is not possible to select individual types separately. All types with payroll export enabled are exported together.

If your payroll system separates absence and pay components, custom registration types should only be used for one of these parts.
Read more about payroll export here.

Is it possible for a manager to approve a registration?

You can choose whether a custom registration type must be approved by a manager when it is created.

This differs from sick leave, where no approval workflow exists.

Are custom registration types private?

No, custom registration types are not private and are shared in the team calendar with the name of the registration type and status.

However, notes can be made private by disabling “Show note” in the setup.

Can we restrict a custom registration type to only certain employees or employee groups?

Yes, access can be controlled directly on the registration type.

When a registration type is created or edited, you can choose which policies/employee groups it should be available to.

If specific policies/employee groups are selected, only those employees will be able to use the registration type.
If the field is left blank, the registration type will be available to all employees who have access to the Custom registration types module.

Can we restrict a registration type so employees cannot create it themselves?

Yes. When creating or editing a custom registration type, you can tick the “Only for payroll admin” option.

This means that:

Only payroll admins can create registrations of this type
Employees cannot select it in their calendar
The registration type can still be used for planning and shown in the team calendar

This feature is typically used for:

Local public holidays
Administrative registrations

Payroll export

Can custom registration types be exported to payroll?

Yes — custom registration types can be exported to payroll if they are configured for it. This requires that the registration type is set up with payroll export in the configuration.
Read more about payroll export of custom registration types here.

Can custom registration types be exported to payroll retroactively if this was not set up from the beginning?

Yes. If a registration type was originally created without payroll export and an ID number, and these are added later, previous registrations can still be exported.

You simply need to run the payroll export for the desired period.
The system will export the registrations as long as they are included in the selected payroll period.

Is it possible to create a registration type for unpaid time off in hours? The hourly paid employees have a time bank, and it should not be reduced by the registration.

Yes, you can use a custom registration type for this purpose.

The advantage of custom registration types is that you can assign a presence status to the registration. If the registration should be used for time off, the status “Absent” can be applied. This provides both a counter/statistic and sharing of presence status, so colleagues can see when employees are absent.

Custom registration types do not deduct hours from the time bank. If you do not connect the type to the payroll integration, the registration type will not affect payroll calculations.

Limitations and changes

Can we change whether a custom registration type counts as a day off?

It is not possible to change whether a registration type counts as a day off after it has been created.

If a registration type was created as a non-day-off but should be a day off, or was created as a day off but should not count as one, a new registration type must be created.

Can a custom registration type be deleted?

Custom registration types cannot be deleted, as they may already be used in existing registrations.

If a registration type should no longer be used, it is recommended to deactivate it instead. Please note that two registration types cannot have the same name — not even if one of them is deactivated.
It can therefore be useful to rename the registration type before deactivating it, so the original name becomes available if it needs to be used again.

If we change the name of a custom registration type, will it affect previous registrations?

Yes. If the name of an existing registration type is changed, the name will be updated both going forward and retroactively in the calendar and history. This means that previous registrations will also appear with the new name

If you want to change the name of registration types, there are therefore two ways to do it:

Change the name of the existing registration type
The name will be updated both going forward and retroactively in the history.
Create a new registration type and deactivate the old one
Existing registrations will remain on the original type, while the new type will be used going forward.

A typical approach in this case is to:
- Create a new registration type with the desired name
- Use the same payroll codes or ID number, if relevant
- Deactivate the old registration types, so they can no longer be selected going forward

This way, the historical records remain unchanged, while the new structure is used moving forward.

Which solution to use depends on whether you want to change the name of previous registrations or keep the historical records unchanged.