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It's free to get started with BitaBIZ.
Contact us via our online support channel. We’ll respond to your inquiry within a few minutes.
Feel free to book us for an online Teams meeting.
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Note: This guide is only for companies creating a new BitaBIZ account from scratch. If you’re already using BitaBIZ and need to change a policy, create a new staff group, or add a new country, please use the guide “Create a new policy in BitaBIZ” instead.
Don’t have a BitaBIZ account yet?
📑 Create your account here!
1. Review and adjust standard policies
Click: Setup Admin > Modules > Policies
Standard policies
When you create a new BitaBIZ account, you select your country in the startup guide.
BitaBIZ then automatically creates pre-configured policies for the most common staff groups in the selected country.
The pre-configured policies cover the most common staff groups in the selected country, for example:
Fixed paid employees with hour bank
Fixed paid employees without hour bank
Part time employees
Hourly paid employees
Trainees/apprentices, if relevant for the country
Each policy includes the standard settings that are typically relevant for the staff group in the selected country, such as:
Vacation policy
Vacation year and earning method
Public holidays
Other vacation/additional balances
Sick leave
Time registration
Hour bank/flex time
Working week and standard hours
Example:
Denmark + Fixed paid employee + Hour bank
Denmark + Part time employee + Without hour bank
Sweden + Hourly paid employee
may have different vacation, leave, and time registration rules.
What you need to do...
Start by selecting the pre-configured policies that fit your company.
Edit their names so they match your internal company terminology.
Delete the policies you don’t want to use.
In most cases, the pre-configured policies will cover your needs. If a staff group is missing, you can either:
copy an existing policy and adjust it
or create a new policy with standard settings for a country.
Rules linked to a policy
The pre-configured policies work as standard templates and can be adjusted to fit your company’s needs.
So make sure your policies have the correct rules and settings attached.
Pay special attention to:
that the relevant staff groups are included
that policy names match your company’s internal names
that vacation, public holidays, and leave rules match your practices
that time registration and hour bank are enabled or disabled correctly
that policies you don’t need are deleted
💁 Below you’ll find a checklist for the most important settings:
Settings | Guides |
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Once you’ve set up your policies, you’re ready to move on to the next step.
Not sure which time registration solution(s) your staff groups should have? Check this article!
Planning
Before you move on to step 2, you should consider whether you want to use the Planning module.
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📑 Planning
ℹ️ The module is not set up from the policy page, but can be linked to policies. The setup guide shows you how. |
2. Global rules and workflows
Click: Setup Admin -> Modules> Notifications & Rules
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3. Import employees
Click: Setup Admin -> Import employees from Excel
You’re ready to import employees from Excel once you have created:
Policies for the employee groups in your company
Configured your company’s default settings for registration access
ℹ️ When you import employees, you’ll be asked to link them to the policies you’ve created.
You can also import employees by:
Manually creating employees. Read more here!
Importing from Microsoft Entra ID. Read more here!
⚠️ When manually creating employees. Remember: Uncheck "Send automatic welcome..." if you don’t want to invite employees right away.
4. Set up approval flow
click: Setup Admin
ℹ️ Employees you’ve imported from Excel are marked with "Approver missing":
Click "Edit" next to the employee(s) who should be an approver for one or more departments: Select "Roles" -> select "Approver" -> select "department(s)"
Only after this: Set up the approval flow for the department approver.
A department approver must be approved by another approver, possibly from another department/group. Select the approver from the "Approved by" list.
📑 Read more about how to set up the approval flow here!
5. Adjust opening balances
Click: Payroll admin -> Calendar access
Before inviting employees to BitaBIZ, opening balances must be updated in BitaBIZ:
Vacation
Supplementary balance (Other vacation, Care days, etc.)
Hour bank
Day bank
6. Setting up integrations?
Click: Setup Admin -> Integrations
ℹ️ Book an online meeting with us and we’ll guide you through setting up integrations. |
(absence and payroll items are sent for payroll processing)
(absence status is synchronized to Outlook)
(automatic user management & SSO)
(use BitaBIZ from Teams & Outlook)
(data updates in real-time)
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7. Introduce BitaBIZ to your company
Send your employees this general user guide to give them a quick overview of BitaBIZ’s features.
We’ve also created a roll-out email template that you can use to communicate with your organization. Adjust and edit as needed.
A good way to introduce the main registration methods you’ve set up is to share the URL link to the dedicated user guide for that method:
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Monthly vacation earning rules:
Annual vacation earning rules:
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Introduce BitaBIZ to your approvers
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ℹ️ It's a good idea to get your approvers on board early in the onboarding process. |
8. Go live
Click: Setup Admin
Select the employees you want to invite -> Click: "Send invitation":
An email invitation will be sent to the employees.
Employees must click the link "Create your password here" and set a password for their BitaBIZ account. After that, they can log in:
ℹ️ Single sign-on (SSO) enabled?
If an employee is connected to SSO, the email above will not contain a link to create a password. Instead, it will have a link to log in directly. Click here to read the SSO login guide.
Congratulations! You have completed the setup of BitaBIZ in your company
FAQ
Why does BitaBIZ automatically create standard policies for our new account?
Why does BitaBIZ automatically create standard policies for our new account?
BitaBIZ automatically creates standard policies for a new BitaBIZ account based on:
selected country
The standard policies include the most common rules for vacation, public holidays, absence, standard hours, and time registration in the selected country.
The policies serve as standard templates that cover most employee groups and can later be adjusted to fit your company's needs.
Do we need to create policies from scratch when setting up a new BitaBIZ account?
Do we need to create policies from scratch when setting up a new BitaBIZ account?
In most cases, no.
When a new account is created, BitaBIZ automatically generates standard policies for the most common employee groups in the selected country.
It is recommended to:
review the standard policies
adjust the names
tweak the rules to fit your company's needs
delete policies that are not used
New policies should mainly be created if your company has special employee groups or rules.
When should I use this guide?
When should I use this guide?
This guide is used when creating a new BitaBIZ account.
When the company selects a country in the startup guide, BitaBIZ automatically creates preconfigured policies for the most common employee groups in the selected country.
If you are already using BitaBIZ and need to change vacation policy, create new employee groups, or configure rules for a specific country, we recommend starting with the country-specific guide.
📑 Read more here!
Why can't I change the supplementary balance period (other vacation) on an existing standard policy?
Why can't I change the supplementary balance period (other vacation) on an existing standard policy?
Periods for supplementary balances (e.g. other vacation) generally cannot be changed if the new period overlaps with existing earning or usage periods on the policy.
This is to protect historical balances, earnings, and registrations for employees.
If your company uses a different other vacation period than the one on the standard policy, it is recommended to:
Copy an existing policy or create a new policy
Set up the correct other vacation period
Assign employees to the new policy
Adjust starting balances as needed
The preconfigured standard policies cover the most common setups in a country, but rules for other vacation are not covered by standard legislation, so they often need to be adjusted.
Can I transfer an hour bank balance to an employee I just created?
Can I transfer an hour bank balance to an employee I just created?
Yes. If you are adding employees to BitaBIZ from another system, you can enter the employee's existing hour bank balance as their starting balance.
The starting balance for the hour bank is updated by Payroll Admin via:
Payroll Admin → Calendar access → select the employee → Hour bank → Adjust balance
This should be done before inviting the employee to BitaBIZ, so they start with the correct balance.