Approver guide

Introduction to the approver role

Esben Hedegaard avatar
Written by Esben Hedegaard
Updated over a week ago

Welcome to the approver role

BitaBIZ makes it easy for your employees to request vacation, register work hours and share their Out of Office status.

Requests you handel may be integrated to Outlook/Teams and may be forwarded for payroll processing.

Access to the Approver role

From the mobile, Outlook or the web-portal, Click "Approve" in the main menu.

From Mobile

From web-portal & Outlook

Pending approval list

The approver role's start page is the pending approvel list.

All registrations that require approval are added to this list.

From the approve list you can approve:

  1. All registrations via "Select all"

  2. Selected records from the list by marking selected with a check mark

  3. One registration at a time

The approval list's standard display of all pending registrations can be customized via the page's filters:

  1. Choose to display records for a selected employee only

  2. Choose to display only a certain type of records in the list

๐Ÿ’ Hourly paid employees?

Do you have many hourly paid employees who register their daily working hours for payroll processing and you therefore have to process many time entries?

Use the filter to generate time sheets per employee.

Registrations that have a balance box

If a request is linked to a balance:

  • Vacation

  • Other vacation/Floating/Etc.

  • Hour bank

  • Day bank

The new balance is then displayed after approval in the balance box.

In general - when the balance box is green, it means that everything is OK.

There are days/hours left after approval.

Vacation - when the balance box is yellow, it means that everything is OK.

The employee request more vacation than earned. Either without pay or as advance vacation. It's OK because your settings allows this.

Hourbank & Daybank - when the balance box is yellow, you may need to pay attention.

The employee request time-off where the hour or day bank goes into minus.

Hence, you may need to pay attention to your company policy regarding how much the bank are allowed to go into minus.

In general - if the balance box says:

"Other registrations awaiting approval are included in the left balance".

This means that there are several requests from the employee and they are all included in the remaining balance that is shown.

๐Ÿ’ Statistics and balances.

Requests awaiting approval adjusts balances and statistics.

That is if a request is rejected, the balance is corrected.

If the request is approved, the balance is unchanged.

Approver Team Calendar (only web-portal)

The team calendar under the tab Calendar / Team calendar is the employee's Team Calendar.

The TEAM CALENDAR under your approver role only shows the employees for whom you are approver.

Approver's team calendar shows all time, planning, Leave and absence registrations created.

The calendar also shows if an employee has checked in on a time registration.

When a registration is awaiting approval, it is red.

Registrations awaiting approval can be approved or rejected directly from the Team calendar - click on an pending registration:

When the registrations are approved, they change colour from red to their official colour:

Create registration on behalf of an employee



1. Click: "Employees"

2. Select an employee from the list

3. Click "Add Registration"

1. Click "Employee Calendars"

2. Select an employee from the list

3. Click on a date in the annual calendar

Delete registration on behalf of an employee

1. Select an employee from the drop down.

2. Click on the registration to be deleted in the employee's calendar.

โ„น๏ธ If the registration is payroll processed, it cannot be deleted. If this is the case, contact your Payroll/HR administration who can help.

Employee notifications

Your employees will always be notified by e-mail when you deleted, created, rejected or approve.

If a note is added to a registration, the employee will also receive this note via the e-mail notification.

Approver notifications

The approver has access to choose when a notification is to be received when an employee creates registrations.

Approver message settings can be handled from the mobile app and web- portal.

Registration logic

Employees can not:

  • delete leave and absence events back in time.

  • request vacation back in time.

  • report sick leave back in time or in the future. Sick leave must be reported on the day.

Employee can:

  • register work hours and overtime back in time.

  • register driving settlements back in time.

Manager / approver can:

  • add and delete events back in time and in the future on behalf of his/her employees.

  • Approve or reject pending requests.

Manager / approver can not:

  • Delete approved registrations that have been processed for payroll. These events are locked. Contact the Payroll administrator if a payroll processed event needs to be changed.

โ„น๏ธ For work hours, driving settlements etc. to be paid out via the payroll export the registrations must first be approved by the manager/approver before they are available for the payroll export.

Statistics for your team

  • Via Calendar Access, you have access to an individual employee's calendar. The calendar provides an overview of the distribution of sick days, vacation, etc. over a calendar year for one employee.

  • Via Statistics, you get an overall overview for your entire team for the current calendar year or holiday year. Read more here!

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