Introduction to Custom Registration Types

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

They are typically used for internal categories such as:

Working from home
Seminar
Travel
Private appointment
Fixed day off
Shift planning

Custom registration types are entries linked to a presence status.
For example: at work, working elsewhere, busy, or absent.

⚠️ Note:

Custom registration types are not the same as job codes or pay rates for time registration. If employees need to register work hours for, for example, weekday supplements, weekend supplements, evening hours, or other pay rates, these should normally be set up as job codes for time registration without hour bank.
Custom registration types are not the same as sick leave or vacation.
They are flexible entries that the company defines itself.
Leave types (e.g. parental leave, paid leave, or other company-defined leave types) are usually created under Other leave in the policy and not as custom registration types.

Display of Custom Registration Types

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

A custom registration type is created with a presence status:

When you create a registration type, you can set a color for that specific type.

Through the team calendar filter, you can choose which presence status to display. Therefore, it is important that a custom registration type is created with the correct status:

At work/shift
Working elsewhere
Absent

What Are Custom Registration Types Often Used For?

Custom registration types are typically used to provide an overview in the team calendar of activities that are not regular work hours or standard leave.

Custom registration types give you the flexibility to define how different activities should appear in the calendar – without necessarily affecting work hours, hour bank, or pay.

Planning and Overview-Related Registrations

Examples of typical custom registration types	Example of status shown in the team calendar
Shift Evening shift Weekend shift On-call shift	At work / Shift
Working from home Seminar Travel Working from location X	Working elsewhere
Private appointment Not available (Doctor, dentist, etc.)	Absent
Fixed day off (Part time employees)	Absent
Company-specific days off Unofficial holidays	Absent

Pay-Related Registrations

Examples of typical custom registration types	Example of status shown in the team calendar
Travel days or hours with compensation	Working elsewhere
On-call shift	At work / Shift

Create Custom Registration Types

How to Create Custom Registration Types

Click: Setup admin > Modules > Custom registration types.

First, add the name of the registration type – for example, travel, fixed day off, working from home, shift, etc.

Choose whether the registration type must be approved by a manager when an employee registers it.
Choose whether the registration type is a day off.
- Automatic creation of work hours will not be created for types marked as days off
- The day is treated as a non-working day, and leave registered over a period (e.g. vacation or sickness) will not count on these days
Choose whether to share a note in the team calendar or keep the entry private.
Choose whether to add travel purpose and destination
This is relevant if, for example, you create a custom registration type for business trips. Here, the employee will be able to enter the purpose and destination of the trip when creating it.
Choose whether the registration type can only be created by payroll admin
Tick “Only for payroll admin” if the registration type should only be created by payroll administration.
When this is selected, employees cannot create this type themselves. This is suitable for registrations managed centrally, such as local holidays.
Choose whether the registration type should be available to all employees or only selected staff groups.
If you select specific policies/staff groups, 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 to 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 shown as.
(At work/Shift, Working elsewhere, Busy, or Absent)
Choose the color the registration type should appear with in the team calendar.

Pay and Payroll Export

If a custom registration type should be included in the payroll export, activate payroll export for the type and enter the relevant payroll code in the ID number field.

BitaBIZ does not calculate the pay rate for a custom registration type. The system forwards the registration with the selected payroll code, while the rate and settlement rules are handled in the connected payroll system.

Language and Category Name

Custom registration types support Danish and English.

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

Once the registration type is 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 whole 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 be used, for example, for regular work-from-home days and fixed days off. Here you choose how long the registration should apply and how often it should repeat.
Custom registration types are added to the Outlook / Exchange integration if the integration is enabled. This means that registrations created in BitaBIZ will be synchronized with the employee's Outlook calendar. Read more about the integration here
Notes in the calendar You can add a note to a registration. The note is shared in the Team calendar if the “Show note” function is enabled in the registration type setup. 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 have access to the module, this must be set up 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 card.
Activate "Custom registration types" under the "Application access" section on the employee's master data card.

FAQ

Usage and functionality

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 managed via the sick leave module and follow the selected sick leave registration method.

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

If the registration is a type of leave or extended absence in whole or half 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:

maternity leave
parental 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 view or shorter registrations, such as:

travel
seminar
doctor or dentist
internal activities

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

Can you prevent work hours from being created automatically by the system if leave is registered via a custom registration type on the day?

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

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

If the registration type is not marked as a day off, the system will continue to create work hours according to the selected time registration method. This is used, for example, for registering work-from-home, where work hours should be added on top of a custom registration type.

How does a custom registration type marked as a day off affect other leave 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:

Leave registered over a period does not count on this day
No vacation days are used on a fixed day off during a vacation period
Sick leave registered over several days does not include days off

If you try to add a single leave day on a day that is already registered as a fixed day off, the system will block this.

Example of leave with a fixed day off:
If an employee has a fixed day off on Wednesday 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.

What does it mean when a custom registration type is marked as Day off?

When a custom registration type is marked as Day off, special day off logic is enabled in BitaBIZ.

This means the day is treated as a day off in the calendar, even though it is created as a custom registration type.

The day off logic means, among other things:

Vacation over the fixed day off is not deducted from the employee's vacation balance.
Leave does not count on the fixed day off.
If standard hours with start and end time are set up on the day, the employee can still register overtime during normal work hours.
If the employee registers work hours on the fixed day off, all registered hours are included in the hour bank.

Example:

If the employee has a fixed day off on Friday, and the registration type Fixed day off is marked as Day off, Friday is treated as a day off.

If the employee takes vacation over Friday, Friday is not deducted as a vacation day.

If the employee works on Friday anyway, the hours can be registered as work hours or overtime according to your setup, and the hours are included in the hour bank.

In short: Leave does not count on a fixed day off, but work hours count 100%.

Should a fixed day off be created under Custom registration types?

Yes. A fixed day off should be created under Setup Admin → Modules → Custom registration types.

When you create the registration type, it must be marked as Day off.

This is important because the Day off marking controls how BitaBIZ handles the day in the calendar. When a fixed day off is marked as Day off, leave does not count on the day, but work hours can still be registered and included in the hour bank.

Once the registration type is created, the fixed day off should be booked as a fixed or recurring registration in the employee's calendar.

In short:

Fixed day off is created under Custom registration types
The registration type must be marked as Day off
The fixed day off must be booked in the employee's calendar
Leave does not count on a fixed day off
Work hours on a fixed day off can be included in the hour bank

Can custom registration types be used for paid leave?

Yes, if the leave consists of short registrations in hours or half days, you should create it as custom registration types.

If the leave type is longer in whole days, you can create it as Other leave. The leave types under Other leave also support half days.

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

If your payroll system is divided into leave and payroll items, custom registration types should only be used for one of them. Read more about payroll export here.

Is it possible for a manager to approve a registration?

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

This is different from sick leave, where there is no approval flow.

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 its 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 staff groups?

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

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

If you select specific policies/staff groups, only those employees can use the registration type.
If the field is left blank, the registration type is 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 you create or edit a custom registration type, you can check “Payroll admin only”. When this is selected, only payroll admin can create the registration type—and only as a group registration.

This means that:

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

This feature is typically used for:

Local holidays
Administrative registrations

Can we use custom registration types to plan work hours?

Yes. Especially for hourly paid employees who do not necessarily have a fixed shift schedule, custom registration types can be used to plan when employees are expected to work—without creating work hours that are automatically processed for payroll.

For example, you can create a registration type like “Shift” and book the employee in the calendar, or let the employee enter their expected work hours themselves.

This provides:

An overview in the team calendar of when the employee is expected to work
No automatic creation of work hours
The option for employees to register their actual hours themselves (e.g., via check-in/out or manual entry)

Custom registration types are used here solely for planning and overview in the calendar—not for the work hours that form the basis for payroll.

What is synchronized to Outlook?

Custom registration types are synchronized to Outlook if your Exchange integration is active.
This means that registrations such as shifts, working from home, seminar, fixed day off, or other planning activities are automatically created in the employee’s Outlook calendar. They are created with the status linked to the registration type. For example:

At work shift
Working elsewhere
Busy
Absent

Example:
If you use custom registration types to plan fixed days off, they are booked to Outlook with the selected status. Therefore, it is important that a Fixed day off has the status "Absent".

Payroll Export

Can custom registration types be exported to payroll?

Yes—custom registration types can be exported to payroll if they are set up for it.

This requires the registration type to be configured with payroll export in the setup. Read more about payroll export of custom registration types here.

How do payroll and rates work for custom registration types?

Custom registration types can be used for payroll export.
If a type should be sent to payroll, you need to activate payroll export on the registration type and enter the relevant payroll code in the ID number field.

The payroll system determines how the registration is processed, including:

rate
payroll item
calculation rule
any payment per hour, day, or other unit

BitaBIZ is used to register the type and send it to payroll export with the noted payroll code—not to set up the actual rate.

Can custom registration types be exported to payroll retroactively if we didn’t set this up from the start?

Yes, if a registration type was originally created without payroll export and ID number, and this is added later, previous registrations can still be exported.

You just need to run the payroll export back to 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 leave in hours? The hourly paid employees have an hour 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 link a presence status to the registration. If the registration is to be used for "Leave," the status "Absent" can be used. This way, you get both a counter and sharing of presence status, so colleagues can see when employees are absent.

Custom registration types do not reduce the hour bank. If you do not link the payroll integration to the type, the registration type will not affect payroll calculation.

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 not a day off and should be a day off, or if it was created as a day off but should not count as one, you need to create a new registration type.

Can we change whether a custom registration type is registered in hours or days?

It is not possible to change whether a custom registration type is registered in hours or days after it has been created.

If a registration type was created in hours and should instead be registered in days—or vice versa—you need to create a new registration type.

This is because the unit of the registrations (hours or days) is used in statistics, reporting, and any payroll export.

Can a custom registration type be deleted?

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

If a registration type should no longer be used, it is recommended to deactivate it.

Note that you cannot create two registration types with the same name—even if they are deactivated. It is a good idea to change the name of the registration type before deactivating it, so the original name is available if you want to use it again.

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

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

If you want to change the names of registration types, there are two ways to do this:

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

A typical approach in this case is to:
- create a new registration type with the desired name
- use the same payroll items or ID number if relevant
- deactivate the old registration types so they can no longer be selected going forward
This way, the history remains unchanged, while the new structure is used going forward.

Which solution you choose depends on whether you want to change the name on previous registrations or keep the history unchanged.

Setup: Planning - Create Custom Registration Types