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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 already use BitaBIZ and need to change a policy, create a new employee 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 leave rules in the selected country.
The pre-configured policies cover the most common employee groups in the selected country, for example:
Fixed paid employees with hour bank
Fixed paid employees without hour bank
Part time employees
Hourly employees
Trainees/apprentices, if relevant for the country
Each policy includes the standard settings that are typically relevant for the employee 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
An employee group in a country may have different vacation, leave, and time registration rules:
Denmark + Fixed paid employee + Time registration with hour bank + Leave
Denmark + Fixed paid employee + Time registration without hour bank + Leave
Sweden + Hourly employee + Time registration without hour bank
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 terms.
Delete the policies you don’t want to use.
In most cases, the pre-configured policies will cover your needs. If an employee 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 employee 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 employee groups should have? Check out 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 are ready to import employees from Excel once you have created:
Policies for the staff groups in your company
Configured your company's default settings for registration access
ℹ️ When you import employees, you will be asked to link them to the policies you have 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 do not want to invite employees right away.
4. Set up approval flow
click: Setup Admin
ℹ️ Employees you have imported from Excel are marked with "Approver missing":
Click "Edit" next to the employee(s) who should be approver for one or more departments: Select "Roles" -> select "Approver" -> select "department(s)"
Only after this: Set up approval flow for department approver.
A department approver must be approved by another approver, possibly from another department/group. Select approver from the "Approved by" list.
📑 Read more about how to set up 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
Extra balance (Other vacation, Care days, etc.)
Hour bank
Day bank
6. Setting up integrations?
Click: Setup Admin -> Integrations
ℹ️ Book us for an online meeting, 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 have also created a roll-out email template that you may use to communicate with your organization. Adjust and modify as needed.
A good way to introduce the main registration methods you have set up is to share the URL link to the dedicated user guide for that method:
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Monthly vacation accrual rules:
Annual vacation accrual rules:
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Introduce BitaBIZ to your approvers
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ℹ️ It's a good idea to get your approvers involved 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 include 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 customized 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
adjust 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 pre-configured 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 extra balance period (other vacation) on an existing standard policy?
Why can't I change the extra balance period (other vacation) on an existing standard policy?
Periods for extra 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 records for employees.
If your company uses a different other vacation period than the one set 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 customized.
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 a starting balance in the hour bank.
The starting balance in 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 the employee starts with the correct balance.