I need to add a new employee manually – what should I do?

ℹ️ This article shows you how to manually create and invite a new employee in BitaBIZ, and what you should check before creating the profile.

If your employees are synchronized with your central user management Microsoft Entra ID and log in with Single sign-on (SSO), please follow this article: New employees are created automatically – what should I do?

Short answer

If your company uses manual user management, you create a new employee via Setup Admin → Create new employee. The employee must have at least a name, email address, department, hire date, and policy. If the employee needs to log in, the invitation must be sent to a valid email address.

Applies to

Companies that onboard and offboard employees manually in BitaBIZ.
If employees are created via Microsoft Entra ID, you should follow the article about automatic employee creation.

Prerequisites

You must have access to the Setup Admin role to create a new employee
The employee must have a valid email address at the time of creation.
You need to know the correct department, hire date, and policy.
You should know relevant roles, tags, and possibly payroll number before creating the employee (these can be added later).

Step-by-step

Go to Setup Admin → Create new employee.
Enter the employee’s first and last name.
Enter the employee’s email address.
The email address is used as the login for BitaBIZ.
Select department.
Enter hire date.
Select the correct policy.
The policy controls access and rules for vacation, leave, standard hours, time registration, and balances.
Payroll number is optional unless BitaBIZ sends data to your payroll system, or your internal process requires it.
Choose whether BitaBIZ should automatically send the welcome email to the employee.
Create the employee.
Add roles, working week, tags, phonebook details, employee info, and Team Calendar access as needed.

✅ The employee is now created and can use BitaBIZ once the invitation is received and login is set up!

Important about master data

An employee must always be linked to a policy.
The wrong policy can affect the employee’s access to registration types and rules for leave, standard hours, and balances.
Default settings control, among other things, registration types, access to Team Calendar, and the language the employee is invited in.
Individual access settings can be adjusted on the employee’s master data card.
If a former employee is rehired, the old inactive profile should not be reactivated. Instead, create a new employee profile.

Master data	What should you be aware of?
Policy	An employee must always be linked to a policy. The policy must always be assigned to a new employee. The policy gives access to registration types and controls rules for: Vacation Public holidays Supplementary balance (e.g. other vacation) Sick leave Child sick Other leave (e.g. parental leave) Time registration – with hour bank, Time registration – without hour bank, Standard hours Company/Country/Collective agreement 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: Day bank Custom registration types Mileage registration Team Calendar Your default settings also control which language the employee is invited in. Individual access is adjusted on the employee’s master data card.
Payroll number	Under the Payroll number tab, you can add: Payroll number Employee number Salary/cost price/hourly rate
Roles	These roles can be assigned to an employee: Approver Payroll Admin Setup Admin HR Statistics Local payroll admin Click the Roles tab.
Working week	Default standard hours are linked via the employee’s policy or can be set directly (manually) on the master data card under the Working week tab.
Tags & location	The employee can be linked to several master data dimensions via tags: Payroll tags Employee tags HR tags Office location Country/Region/Calendar group Company 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 you can add: Mobile number Landline number Emergency contact info 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: Link to employment contract Private email Private address Job title Birthday Car registration number Free text (notes) 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 is adjusted for the employee under the Team Calendar tab: Access to the whole company Access to own department Access via calendar group
Invitation	The employee receives an email with a link to set up their password and log in.

You may want to send our user guide to your new employees so they can get started with BitaBIZ.

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 fields your BitaBIZ account uses.

The employee’s profile and policy work together with your company’s global settings under Notifications & Rules. That’s why 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, location, 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.

FAQ

Why do I get the message “A user with the same login already exists”?

The warning “A user with the same login already exists” means that the email address you are trying to create already exists in the BitaBIZ system.

This can happen even if you can’t find an active employee with that email address on your account. The email may, for example, be linked to a previously inactive profile, a previously deleted profile, or a failed creation attempt.

Check first

- That the email address is spelled correctly
- Whether there is already an active employee with the same email address
- Whether the employee has previously been created in BitaBIZ (is inactive)

Solution

Ask to be transferred to the BitaBIZ online support team and provide:

- The employee’s email address
- Support code: M1

Use support code M1 from this article when you contact BitaBIZ support so the support team can quickly see which scenario your case is about.

I need to rehire an employee who was previously employed. Should I reactivate the employee’s original inactive profile?

No. When a former employee is rehired, you should create a new employee profile.

The old profile should not be reactivated because it contains history and closed balances from the previous employment. This can cause issues with balances.

When an employee is manually set to inactive in BitaBIZ, the employee’s email is removed from the profile. Therefore, the same email address can be used again on the new profile.

If you still get the message “A user with the same login already exists”, you should contact BitaBIZ online support and provide:

- The employee’s email address
- Support code: M1

Use code M1 from this article when you contact BitaBIZ support so the support team can quickly see which scenario your case is about.

I reactivated a former employee, but now I'm having issues with balances or roles. What should I do?

It is not recommended to reactivate a former employee profile if an employee is rehired.

When an employee leaves, their records and balances (such as vacation, additional balances, and hour bank) are closed in the system. These balances are tied to the original employment period.

If the profile is later reactivated with a new employment date, the closed balances may not work correctly with the new employment. This can lead to issues such as:

balances not being calculated correctly
previous records affecting new balances

Solution

When an employee is rehired, you should create a new employee profile for them.

Add the employee as a new employee
Assign policies, departments, and roles to the new profile
Leave the previous profile inactive

When an employee is manually set to inactive in BitaBIZ, their email address is deleted. This means the same email can be reused for the new employee profile.

I created a new employee, but they haven't received the invitation email – what should I do?

You can resend the invitation from the employee list.

Go to:

Setup Admin → Employees

1. Find the employee
2. Check the box next to the employee on the list
3. Click Send invitation

If the employee still doesn't receive the invitation, check:

- Spam/junk mail
- The “Other” inbox in Outlook
- If your email filter is blocking emails from BitaBIZ
- If the employee's email address was active when the invitation was sent

If the invitation still doesn't arrive, contact BitaBIZ online support and provide:

- The employee's email address
- Support code: SG

I need to create a new employee manually – what should I do?