Welcome to the Approver Role
As an approver in BitaBIZ, you are responsible for reviewing and managing your employees' registrations – such as vacation, sickness, work hours, and other leave.
BitaBIZ focuses on vacation planning and makes it easy to register time and share absence status.
When you approve or reject registrations, it affects both the employee's balances (such as vacation and hour bank) and the company's data, which can be used for payroll and reporting.
Requests you process can be integrated with Outlook/Teams and handled for payroll through your payroll system.
As an approver, you can:
Approve and reject
Review and approve/reject registrations from employees
Handle all types of registrations from employeesCreate registrations
Create registrations on behalf of employees
For example, register sickness after the fact or correct errorsDelete registrations
Delete registrations for employees
This applies both forward and back in time
Note:If a registration has been processed for payroll, it cannot be deleted
Contact your payroll/HR administrator if this is the case
View calendar and statistics
See a detailed calendar for employees
Get an overview of absence and work hours
Monitor balances (such as vacation, other vacation, hour bank, and day bank)
You only approve for the employees you are assigned as approver for.
Approve
You can approve registrations from your mobile app, Outlook, or the web portal. The icon is red when there is something waiting for your approval.
Approve from mobile app | Approve from Outlook and web portal |
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The Approval List
The approval list is your homepage as an approver, where all registrations that require your approval are listed.
On the approval list, you can:
See all registrations that are awaiting approval
Filter by employee or registration type
Approve directly from the list
From the approval list, you can approve:
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The default view of all registrations in the approval list can be adjusted using the page filters:
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Many hourly employees?
Do you have many hourly employees who register their daily work hours for payroll, and you need to process many timesheets?
Use the filter to bring up timesheets per employee. |  |
Registrations with Balance Box
When a registration affects a balance (such as vacation or hour bank), a balance box is shown.
What the colors mean:
Green balance box
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Yellow balance box (vacation)
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Yellow balance box (hour bank/day bank)
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As the approver, it is your responsibility to decide if the registration is acceptable.
Leave requests that are awaiting approval will reduce the balance and update statistics. This means that if a request is rejected, the balance will be increased again.
If the request is approved, the balance is kept as is.
If a registration is linked to a balance:
the new balance after approval is shown in the balance box. |  |
If the balance box says:
it means that several requests are already included in the balance shown as remaining. |  |
Create registrations for an employee
Mobile app | Web portal |
Open your approver role under "Approve" 1. Click "Employees" 2. Select an employee from the list 3. Click "Add registration" 4. Create the desired registration  | Open your approver role under "Approve & register after the fact" 1. Select "Employee Calendar Access" 2. Select an employee from the list 3. Click on a date in the year calendar 4. Create the desired registration  |
Delete a registration for an employee
Open your approver role
1. Select an employee from the employee list.
2. Click on the registration you want to delete in the employee's calendar.
Note: If the registration has been processed for payroll, it cannot be deleted and you will need to contact your payroll/HR administration for assistance. |  |
Approver's Team Calendar
In the team calendar, you can see all registrations for your employees. This can only be accessed via the web portal.
You can find your approver team calendar under Approve and register after the fact → Team calendar.
It's important to distinguish between the approver's team calendar and the employee's team calendar, which can be found under Calendar → Team Calendar. The employee's team calendar is for viewing your own team and colleagues, while the team calendar under your approver role only shows the employees you are responsible for approving.
You can use your approver team calendar to:
Get an overview of vacation, sick leave, and work hours
See who is at work or absent
Approve or reject registrations directly
The approver's team calendar shows all time and leave registrations created.
The calendar also shows if an employee has checked in on a time registration.
Registrations that are awaiting approval are clearly shown in a different color. They can be approved or rejected directly from the team calendar by clicking on the registration:
Once registrations are approved, their color changes from red to their official color:
Team Statistics
As an approver, you have access to statistics and calendar data for the employees you are responsible for.
Through Employee Calendar Access you can view an individual employee's calendar and get an overview of, for example, the distribution of sick days, vacation, and other leave over a calendar year or vacation year.
On the Statistics page (web portal only), you can see a complete overview for your entire team. Here you can track trends in leave and registrations across employees for the selected period.
Note:
Statistics and calendar access for approvers only show data for your own team.
These features are for overview purposes only – not for reconciliation, follow-up, or export. If you need this, please contact an administrator who has access to export data via the Report Library.
Notifications
Notifications to Employees
Employees are always notified by email when events are deleted, created, rejected, or approved.
If a note is added to a request, the employee will also receive this by email. |  |
Notifications to Approvers
As an approver, you can choose when to receive a message when an employee creates registrations.
Approver message settings can be adjusted from the mobile app and web portal. |  |
Rules for Registering and Deleting
Employee
Create registration
The general rule for leave is that it must be registered on the day or agreed in advance (vacation, parental leave, time off, paid day off, other leave, etc.)
Your company may have specific rules about whether sick leave must be registered on the day or if it is allowed to create a sick leave period that also goes back in time.For time registrations (payroll hours, overtime, project time, daily flex time registration) and mileage there are no restrictions on registering forward or back in time.
Delete registration
The general rule for all registration types is that if the registration is approved, it cannot be deleted back in time.
An approved registration in the future (e.g. vacation) can be deleted.
Approver
Create registration
Approvers can create all registrations for their employees both forward and back in time
Delete registration
Approvers can delete registrations for their employees both forward and back in time
However, if a registration has been processed for payroll, it is locked for deletion by the approver and an administrator must be contacted.
FAQ
What can and can't I do as an approver?
What can and can't I do as an approver?
As an approver, you can:
Approve and reject registrations
View registrations and leave for your team
See balances such as vacation, supplementary balance, and hour bank
Create registrations on behalf of employees
Edit or delete registrations (if they are not locked)
Get an overview via the team calendar and statistics
As an approver, you cannot:
Change settings or policies
Export payroll or reports
View data outside the team you approve for
Delete or change registrations that have been processed for payroll
If you need this, please contact an administrator in your company.
How do I create a registration for an employee?
How do I create a registration for an employee?
Go to your approver page, select the employee, and create the registration on the desired date in the calendar.
You can create registrations both forward and back in time.
How do I delete a registration for an employee?
How do I delete a registration for an employee?
Go to the employee's calendar under your approver role and "Employee Calendar Access", click on the registration you want to delete, and select delete.
Note: Registrations that have been processed for payroll cannot be deleted by you as an approver. Contact your administrator for this.
Can I restore deleted registrations?
Can I restore deleted registrations?
No, deleted registrations cannot be automatically restored in BitaBIZ.
However, you can manually create the registrations again.
If you as an approver need precise information on deleted registrations, you should contact a payroll admin, who can find the deleted registrations in the activity log, after which you can manually create them again.
Why can I only edit, but not approve, hours?
Why can I only edit, but not approve, hours?
If you can view and edit time registrations but do not have the option to approve them, it is usually due to the policy setup for the employee you are the approver for.
Time registrations must be set up to require approval before they appear as “awaiting approval.”
If this is not enabled:
Registrations are created directly
They do not appear as “awaiting approval”
You can therefore only view and edit – not approve
As an approver, you cannot change this setup yourself.
Contact your administrator, who can ensure that the approval flow is enabled on the employee's policy.
I'm going on vacation. Can I delegate approvals to one of my employees while I'm away?
I'm going on vacation. Can I delegate approvals to one of my employees while I'm away?
Yes. You can contact your BitaBIZ Setup Admin and ask for an employee from your team to be marked as an approver while you are on vacation. Unfortunately, you cannot select a temporary approver yourself. Approver rights are managed by your BitaBIZ administrator who has the Setup Admin role.