Introduction
This article explains how to manually terminate an employee in BitaBIZ by making the employee inactive.
When an employee is made inactive, they lose access to BitaBIZ, but their master data, registrations, and history are retained.
It's important to distinguish between making an employee inactive and deleting an employee.
Deletion is a separate action where all of the employee's data is permanently erased and cannot be recovered.
💡 Note: If your organization is integrated with Microsoft Active Directory (AD), please follow the article on automatic offboarding via AD instead.
✅ Checklist for manual employee termination
This guide applies only without AD integration.
The termination is registered via Setup Admin.
The employee is made inactive with a chosen termination date.
Master data and registrations are retained – the employee simply loses access to BitaBIZ.
Future registrations must be deleted, otherwise they will be included in the payroll export.
Payroll Admin can use Calendar Access to finalize the calendar and balances after termination.
Manual off-boarding
How to manually terminate an employee
Click: Setup Admin → Employees
Open the employee's master data card.
Click Make user inactive.
Select termination date → Click Save.
💁 Note: You can also choose to delete the employee directly from the master data card instead of making them inactive.
If you click Delete employee, all master data and registrations will be permanently deleted and cannot be recovered.
Result:
The employee is made inactive and no longer has access to BitaBIZ.
Removed from the active user list.
Master data and registrations are retained.
Approved registrations are still included in payroll export.
Future registrations must be deleted manually.
👉 Click Show inactive to view terminated employees and their master data cards.
Finalizing the employee's calendar (Payroll Admin)
Upon termination, you may need to review the employee's registrations and balances.
Click: Payroll Admin → Employees → Calendar Access
Here, Payroll Admin can view and adjust the calendar for inactive employees.
ℹ️ Earning towards balances stops as of the selected termination date. For vacation balance, this means that if the employee is terminated on the last day of the month, vacation earning stops from that date.
Important things to be aware of
Topic | What should you be aware of? |
Termination date | The date is selected manually in BitaBIZ. It controls when earning towards balances stops. The date is saved as the termination date. Access to BitaBIZ is not controlled by the termination date. As soon as the employee is made inactive, access is removed—even if the termination date is in the future.
|
Registrations | Master data and registrations are not deleted.
|
Inactive employees | Can be found under:
|
Deletion | If you click Delete employee, all master data and registrations are permanently deleted and cannot be recovered.
|
Payroll export | Inactive employees' approved registrations are included in the payroll file. Always finalize the calendar – for example, delete vacation that will not be taken.
|
Reactivate | When a user is made inactive, the employee's email address is deleted from the system.
To reactivate the employee, you need to enter the employee's email address again. |
FAQ
I accidentally deactivated an employee. How do I reactivate them?
I accidentally deactivated an employee. How do I reactivate them?
When an employee is manually made inactive, their email is deleted from the system. To reactivate the employee, you need to enter their email address again. Then you can reactivate the profile you accidentally deactivated.
How do I delete an employee in BitaBIZ?
How do I delete an employee in BitaBIZ?
You can delete an employee directly from the employee list in Setup Admin—regardless of whether the employee is active or inactive.
As a general rule, it is recommended not to delete an employee, but instead make them inactive so all data is retained.
Go to Setup Admin
Find the employee on the list
(if the employee is already inactive, you can enable “Show inactive employees” to see them)Click “Edit” next to the employee
Click “Delete employee”
⚠️ Important: When you click “Delete employee”, all of the employee's data (master data, registrations, and history) will be deleted and the profile cannot be recovered.