New employees are created automatically – what do I need to do?
ℹ️ This article only applies if you use automatic user management, where employees are synchronized from your central user administration (Microsoft Entra ID) and log in with Single sign-on (SSO).
If you instead onboard and offboard employees manually in BitaBIZ and create them yourself via Setup Admin, you should follow this article: I need to create a new employee – what do I need to do?
✅ Checklist when employees are created automatically
New employees are created automatically in BitaBIZ from your Microsoft Entra ID.
Only selected master data is created automatically – post-processing is always required.
Assign the correct policy
(controls access and rules for vacation, extra balance, time registration - with hour bank, time registration - without hour bank, standard hours, etc.).Check if the employee needs a role or extra dimensions (tags).
How to find new employees
Click: Setup Admin → Employees
Search for “MISSING” to find new employees who have been created automatically but still need to be completed.
Click Edit on each employee to add the missing master data:
An employee’s policy must always be manually assigned to a new employee
Often, date of employment and payroll number also need to be entered manually.
Your Microsoft Entra ID integration determines which master data is created automatically.
Any master data that is not created automatically, but is required, must be entered manually.
A new employee must at minimum be created with the following master data:
First & last name
(middle name can be added under Employee info)Email address (username for BitaBIZ)
Department
Date of employment
Policy
(controls access and rules for vacation, extra balance, time registration - with hour bank, time registration - without hour bank, standard hours, etc.).
👉 Payroll number is optional. But it must be entered if BitaBIZ updates your payroll system.
👉 The employee is now fully set up and ready to use BitaBIZ. If you send an invitation from BitaBIZ, the invitation will include a link to the login page. The employee logs in with single sign-on (SSO). Read more here!
Important regarding master data
Master data | What should you be aware of? |
Policy | An employee must always be assigned a policy. The policy must always be manually assigned to a new employee.
The policy gives access to registration types and controls rules for:
Be aware of the rules for changing policy. Read more here!
|
Default settings for access to registration types and Team Calendar | Your default settings determine access for new employees to:
Your default settings also control which language the employee is invited in.
Individual access can be adjusted on the employee’s master data card. |
Payroll number | Under the payroll number tab, you can enter:
Payroll number and employee number can be created automatically via Microsoft Entra ID. |
Roles | These roles are always assigned manually:
This role can be assigned via your Microsoft Entra ID or manually:
Click the Roles tab. |
Working week | Standard hours are assigned via the employee’s policy or entered directly (manually) on the master data card under the Working week tab. |
Tags & location | The employee can be assigned multiple master data dimensions via tags:
These tags can be created automatically via Microsoft Entra ID:
Tags are used for Local Payroll Admin, the phonebook, and reporting.
Add tags under the Tags and Location tab. |
Phonebook | The phonebook contains 3 numbers that can be entered:
Emergency contact info must always be added manually.
Mobile number and landline number can be created automatically via Entra ID.
Sharing emergency contact info via the phonebook is determined by your settings. Read more here! |
Employee info | Under the Employee info tab, you can add more master data:
The Job title field can be created automatically via your Microsoft Entra ID.
Note: Employees can be given access to self-service for personal master data. Read more here! |
Team calendar | Your default settings control access to the Team Calendar. Individual access can be adjusted for the employee under the Team Calendar:
|
Invitation | The employee receives an email with a link to the login page and can log in directly via Single Sign-On (SSO). |
Remember the connection between Employee Profile, Policy, and Notifications & Rules
When you create an employee, it’s important to select the correct policy and fill in the master data that your BitaBIZ account uses.
The employee’s profile and policy work together with the company’s global settings under Notifications & Rules. Therefore, an incorrect policy, missing role, missing approver, missing tag, or incorrect master data can affect how the employee gets access, receives messages, or is included in workflows.
Level | Used for |
Employee profile | Roles, approver, department, tags, master data, and individual preferences |
Policy | Rules and access for vacation, leave, standard hours, time registration, balances, and registration types |
Notifications & Rules | Global messages, GDPR settings, Team calendar, HR & People, and workflows |
Example:
If a new employee does not receive an expected message or does not appear correctly in the Team calendar, you should check both the employee profile, the employee’s policy, and the global settings under Notifications & Rules.
Read more: Intro to Global Notifications & Rules.
Automatic Creation and Maintenance of Master Data
When your Microsoft Entra ID is connected to BitaBIZ, the following master data can be automatically synchronized and maintained in BitaBIZ:
First name
Last name
Email
Department
Job title
Mobile number
Landline number
Approver
Country/region
Office location
Company
Date of employment
Payroll number
Employee number
Examples of how the integration works:
If an employee's approver is changed in your central user administration (Microsoft Entra ID), the approver is automatically updated in BitaBIZ.
If an employee changes department in your Microsoft Entra ID, the department is also updated in BitaBIZ.
If an employee gets a new job title in your Entra ID, the job title is also updated in BitaBIZ via your integration.
If an employee's employee number is changed in your Entra ID, the employee number is also updated in BitaBIZ via your integration.
FAQ
We have an employee who changed their email and therefore got a new profile created. We want to link the new email to the old profile, but can't add the new email?
We have an employee who changed their email and therefore got a new profile created. We want to link the new email to the old profile, but can't add the new email?
When an employee gets a new email, your Entra ID integration will automatically create a new profile. If the old email is deactivated in your Entra ID, the old email profile will also be deactivated in BitaBIZ.
Solution
Contact the BitaBIZ online support team and provide:
- The employee's new email address
- The employee's old email address
- Request to delete the new email profile and move the new email to the original profile.
- Provide support code: AD1+AD3
Use the support code AD1+AD3 from this article when you contact BitaBIZ support, so the support team can quickly see which scenario your case is about.
I can't reactivate an employee's inactive profile – I get the message “A user with the same login already exists”
I can't reactivate an employee's inactive profile – I get the message “A user with the same login already exists”
This warning means that the email address you are trying to create already exists in the BitaBIZ system.
If the employee is being rehired:
You need to create a new profile for the employee.
You should not manually reactivate the old profile, as it contains history and closed balances from the previous employment.
Contact the BitaBIZ online support team and provide:
- The employee's email address
- Support code: AD2
Use the support code AD2 from this article when you contact BitaBIZ support, so the support team can quickly see which scenario your case is about.
If the employee was made inactive manually by mistake:
Contact BitaBIZ online support and provide:
- The employee's email address
- Support code: AD1
Use the support code AD1 from this article when you contact BitaBIZ support, so the support team can quickly see which scenario your case is about.
I can't create an employee – I get the message “A user with the same login already exists”
I can't create an employee – I get the message “A user with the same login already exists”
This warning means that the email address already exists in the BitaBIZ system. The email may be linked to an active or inactive profile.
First check
- That the email address is spelled correctly
- Whether the employee already exists as an active employee in BitaBIZ
- Whether the employee has previously been created in BitaBIZ
Solution
Contact BitaBIZ online support and provide:
- The employee's email address
- Support code: AD2
Use the support code AD2 from this article when you contact BitaBIZ support, so the support team can quickly see which scenario your case is about.
I can't change an employee's email address - I get the message “A user with the same login already exists”
I can't change an employee's email address - I get the message “A user with the same login already exists”
This warning means that the email address you are trying to create already exists in the BitaBIZ system.
When employees are synchronized from Microsoft Entra ID, the email address may be linked to another active or inactive profile.
Solution
Contact BitaBIZ online support and provide:
- The employee's current email address
- The new email address
- Support code: AD2
Use the support code AD2 from this article when you contact BitaBIZ support, so the support team can quickly see which scenario your case is about.
We need to rehire a former employee with the same email address. How do we do that?
We need to rehire a former employee with the same email address. How do we do that?
When an employee is rehired, you must create a new profile with a clean calendar in BitaBIZ. The old profile must not be reactivated, as it contains previous closed balances.
The employee's email is linked to your Active Directory (AD) integration. If the email is reactivated in AD, the old BitaBIZ profile will automatically be reactivated.
Therefore, BitaBIZ must first remove the email address from the inactive profile.
Here's what to do
Contact BitaBIZ online support and provide:
Support code: AD2
The employee's email address
Use the support code AD2 from this article when you contact BitaBIZ support, so the support team can quickly see which scenario your case is about.
I have completely deleted an employee, but can't create them again – I get the error “A user with the same login already exists”?
I have completely deleted an employee, but can't create them again – I get the error “A user with the same login already exists”?
If you have completely deleted an employee from BitaBIZ and get a warning that the email address already exists when you try to create the person again, you need to contact our online support and ask to speak with a representative.
When you ask to be transferred, please provide the following:
The employee's email
Support code: AD13
We will then help remove the employee's email from the system so you can create the person again.
I can't change an employee's email, the email field is locked?
I can't change an employee's email, the email field is locked?
If the email field is locked, it is because the employee has the role AD user.
This means the employee logs in to BitaBIZ via Single sign-on (SSO).
How the email is changed depends on whether your company has enabled Provisioning (automatic onboarding and offboarding of employees from Entra ID to BitaBIZ)
If you have enabled Provisioning
If your company has enabled Provisioning, the email address must be changed on the user profile in your Microsoft Entra ID.
When the email is updated in Entra ID:
it is automatically updated in BitaBIZ
the employee can then log in with Single sign-on using the new email address
How to check if Provisioning is enabled
Go to Setup admin
Select Integrations
Go to Microsoft integrations
Find the section Microsoft Azure AD Provisioning
If “Automatic user provisioning” is set to Enabled, you have Provisioning enabled.
If you have only enabled Single sign-on (without Provisioning)
If your company has only enabled Single sign-on, BitaBIZ support needs to help unlock the email field.
Contact our online support and ask to speak with a representative.
When you ask to be transferred, please provide the following:
The employee's name
The employee's current email address in BitaBIZ
Support code: AD7
BitaBIZ will then:
Remove the employee's AD user role, which will unlock the email field on the employee's profile
You can then update the employee's email address in BitaBIZ.
Important! Once the email has been changed, the employee must log in to BitaBIZ with Single sign-on in the web application for the first time using their new email address.
After this, the AD user role will automatically be assigned to the employee's profile again.
How do we set up automatic user management in our company?
How do we set up automatic user management in our company?
To achieve automatic user management, your IT needs to integrate your BitaBIZ account with your Microsoft Active Directory (Entra ID). Once the integration is set up, employees are automatically created with the master data linked to the integration. Your employees are also automatically made inactive when they leave.
Read more about how to set up the integration in this installation guide.
A new employee has earned vacation days before their official start date. New hires usually only start earning from the date of employment.
A new employee has earned vacation days before their official start date. New hires usually only start earning from the date of employment.
This can happen if the employee was created in BitaBIZ via your Active Directory integration before the actual date of employment.
In such cases, the integration assigns a temporary date of employment. If this date is not corrected to the actual date of employment, vacation may be earned based on the temporary date. When the date of employment is later changed to the correct one, the earning will be adjusted.
Another possibility is that the employee was originally created with an incorrect date of employment, which was later changed.
A third possibility is that the employee was initially assigned to a different vacation policy with a different earning period or different earning rules.
An employee has a new email and now appears twice – how do we handle this?
An employee has a new email and now appears twice – how do we handle this?
If an employee gets a new email address and you have automatic user creation, a new profile will be created in BitaBIZ, so the employee appears twice.
What you should do depends on the reason:
1. The employee continues in the same employment (just got a new email)
For example, switching from a personal email to a company email:
Delete the newly created profile with the company email
Go to the existing employee profile
Update the email to the new company email address
Save the change
After this, the employee logs in for the first time with their new email via SSO from the web portal.
It is important that the newly created profile is deleted and not just made inactive
2. The employee has a new contract (new employment)
Keep the newly created profile (with new email and date of employment)
Fill in the new profile with the relevant information for the new contract
Make the old profile inactive
This ensures that history and balances for the previous employment are preserved correctly
Important to know:
BitaBIZ cannot merge two profiles
Email functions as a unique ID in the system
If the email cannot be changed due to a conflict, it may require help from the BitaBIZ support team