Intro to the Calendar Access Page

Calendar Access is the Payroll Admin's cockpit!

From the Calendar Access page, as the payroll manager, you can open employees' calendars and perform all necessary actions: create and approve entries, adjust balances, and follow up on balances.

🔔 There is an automatic message flow to employees regarding any action created by Payroll Admin. For example, a message about a registration being created, deleted, or approved.

👉 This article is about how Payroll Admin works from the calendar access page – not about employee self-service.

Features in Calendar Access

Function	Description	Result / where it appears
Create registrations	Create vacation, absence, hours, or other entries directly in the employee's calendar.	The calendar is updated, and the employee is notified.
Delete registrations	Delete a registration, e.g., if it was entered incorrectly.	The calendar is updated, and the employee is notified.
Approve registrations	Approve on behalf of the approver so the registration can be included in the payroll export.	Status changes to approved and can now be transferred to the payroll file.
Increase / reduce balances	Create manual adjustments to balances: Vacation Extra balance (e.g., other vacation, O-days) Hour bank Day bank	The change is saved in “View history” and logged in reports.
Payout balances	Pay out days/hours directly from a balance: Vacation Extra balance (e.g., other vacation, O-days) Hour bank Day bank	Reductions via the Payout function are saved in the calendar and can be sent to the payroll file.
Follow up on balances	Get an overview of the calculation basis for a balance: Vacation Extra balance (e.g., other vacation, O-days) Hour bank Day bank	An employee's calendar shows: All registrations "View history" under each balance shows: Fixed earning Increases Reductions Payouts Transferred from previous period Approved days

How to open an employee's calendar

Click "Payroll Admin".
Use the dropdown list or search field on the left side to find an employee.

💁 You also have access to inactive employees' calendars. Inactive (terminated) employees are also shown on the list – but are marked as inactive.

When an employee's calendar is open, you have access to the employee's 2 calendar views:

Year calendar
Week calendar

Click on the calendar that best suits your task.

Create a registration for an employee

As Payroll Admin, you can create new registrations directly in an employee's calendar.

Open the employee's calendar.
Click on a date.
Select registration type and enter start/end time.
Click "Save".

💁 A registration created by Payroll Admin is automatically approved.

💁 The employee will be notified by email.

Create a recurring registration?

Do you need to book a fixed day off, time registration, or similar for a period?

Click “Recurring registration” after you have selected the registration type you want to create.

Remember to select the period and the days/hours the registration should repeat for.

This function can also be used for part-time sick leave, where an employee, for example, works fewer hours per day for a period.

Delete a registration

How Payroll Admin deletes a registration:

Click on a registration in the employee's calendar.
Click "Delete".

💁 Only Payroll Admin can delete registrations that have been processed for payroll.

Approve a registration

Registrations that are awaiting approval are red in the employee's calendar.

💁 Registrations that are awaiting approval are not included in the export to your payroll system. Payroll Admin can therefore approve registrations if necessary.

How to approve a registration:

Click on the registration that is awaiting approval.
Optionally add a message.
Click "Approve".

💁 The employee is automatically notified when you approve a registration. If you write a personal message, the employee will also receive this.

Important:

Approval via Payroll Admin -> calendar access always happens one registration at a time.
It is not possible to approve multiple registrations at once from this page.

Only the Approver role can approve multiple registrations at once via the Approval list.

Manually increase or reduce a balance

How to manually adjust an employee's balance:

Open the employee's calendar.
Click "Increase" or "Reduce" next to the balance you want to adjust manually
- Vacation
- Extra balance
  (e.g. other vacation, O-days, 6th vacation week)
- Hour bank
- Day bank
Select from when the adjustment should be effective (IMPORTANT).
Optionally add a note for documentation of the manual adjustment.
Click "Save".

💁 Manual increases and reductions of balances from Payroll Admin calendar access:

are effective from the month they are created.
are saved in the balance's "View history" including any note added.

Reduce a balance via payout

How to pay out an employee's balance:

Open the employee's calendar as Payroll Admin.
Click "Pay out" next to the balance
1. Vacation
2. Extra balance
  (e.g. other vacation, O-days, 6th vacation week)
3. Hour bank
4. Day bank
Select the date from which the payout/reduction should be effective.
Enter the number of days/hours to be paid out.
Optionally add a note as documentation for the payout.
The payout is saved in the employee's calendar and is effective from the selected month.
Click on the balance payout saved in the employee's calendar for more information or click on the balance's "View history":

💁 A balance payout can be reset by clicking on the payout in the employee's calendar. When deleted, the payout/reduction of the balance is removed.

Payroll Admin can always pay out balances regardless of whether employees themselves have access to request a payout

ℹ️ It is not possible to create a new payout if there is already a payout from the same balance in the employee's calendar that is awaiting approval. In this case, you will see the message: "A payout that is awaiting approval":

Therefore, approve this payout first and then you can create a new payout.

Follow up on a balance

Payroll Admin has an overview of employees' balances via calendar access:

Vacation
Extra balance
(e.g. other vacation, O-days, 6th vacation week)
Hour bank
Day bank

The overview includes a display of all the variables a balance contains.

A balance consists of the following variables:

➡️ carried over from previous period (applies only to vacation and other vacation)

⬅️ manual reductions

➡️ manual increases

⬅️ manual payouts

➡️ earning that follows the earning rules attached to a policy

⬅️ approved days/hours

= REMAINING BALANCE

Click "View history" to see a balance's history.

If you need to troubleshoot a balance, we recommend you follow the article:

📑 Understand and troubleshoot balances in BitaBIZ

You should also be aware of country-specific rules for the balance you are investigating. Therefore, check the rules for the country the balance is attached to:

📑 Policies and Countries

Has a registration been processed for payroll?

Click on a registration to see if it has been processed for payroll, including the date it was processed:

ℹ️ When a registration has been processed for payroll, only the Payroll Admin role can delete the registration. Via Calendar access -> Open the employee's calendar.

FAQ

Setup and earning

We have rehired an employee. How do we make the vacation and extra balance match?

When an employee is rehired, balances should not be reset. A new employee profile must always be created in BitaBIZ.
A previous employee profile must not be reused or reactivated, and therefore vacation days and other vacation should not be reset on an existing employee profile in connection with rehire, even if the employee has previously been active in the system.

How the new employee profile is created depends on your user administration.

If you have manual user administration

If you have automatic user administration
Read more about automatic user creation here

When should I use recurring registration?

Use recurring registration when the same registration repeats over a period. Often used for these registration types:

fixed day off
fixed work hours
sick leave

Examples:

Fixed day off every Friday for a selected period
Fixed work hours from 8-16:30 every day for a selected period
Sick hours from 9-11 every day for a selected period
Sick days Monday and Wednesday for a selected period

How do I register part-time sick leave for an employee?

Part-time sick leave where the employee needs to be registered as sick for a few hours each day can be registered as a recurring registration only by the Payroll Admin role.

Go to:
Payroll Admin → Calendar access → Open employee → New registration

Select registration type Sick
Activate “Recurring registration”
Select period and weekdays
Select “Show hours” and specify the hours the employee is absent

Use this method if, for example, the employee works fewer hours per day for a period.

Note:
It requires the Payroll Admin role to create a recurring registration for part-time sick leave.

Can the system automatically calculate work hours for part-time sick leave?

How the system handles work hours depends on the employee's time registration method.

If the employee uses Adjust time without hour bank, the system does not automatically create work hours on a day where absence is already registered.

Therefore, work hours must be registered separately for the hours the employee is present.

The correct method is:

Create the sick leave as a recurring registration
Then create time registrations for the reduced work hours – also preferably as recurring registrations for the same period

If the employee uses a time registration method with daily registration, they simply register the actual work hours each day.

How do I handle work hours for part-time sick leave?

If the employee uses Adjust time without hour bank, you must first create the part-time sick leave as a recurring registration with the registration type Sick.

Then you must create time registrations for the hours the employee is present, as work hours are no longer created automatically on days where absence is already registered. These time registrations can also be created as recurring registrations, so they are created for the entire agreed period.

If changes are needed later, the employee can edit or delete the registration themselves.

Can I as payroll admin approve registrations on behalf of an employee or manager?

Yes, if you have a payroll admin role, you can approve registrations on behalf of employees – including managers – via Payroll admin calendar access.

When you approve via payroll admin, you do so in your role as administrator and are therefore not dependent on being set up as an approver for the employee.

This applies to all registration types, e.g. mileage, work hours, and absence.

Adjustment & payout

Should I enter manual balance adjustments in minutes or decimals?

When you manually adjust a balance in the employee's calendar, pay attention to the format the field uses.

Employees register time as regular time:

60 minutes = 1 hour
1 hour and 30 minutes = 1:30

But balances and manual balance adjustments may be shown as decimal hours:

1.00 = 1 hour
1.50 = 1 hour and 30 minutes
0.50 = 30 minutes
0.25 = 15 minutes
0.10 = 6 minutes

For example, if you need to adjust the balance by 30 minutes, you should enter 0.50 - not 0.30.

If you need to adjust the balance by 15 minutes, you should enter 0.25.

In short:

Time is registered in hours and minutes
Balance adjustments are entered as decimal hours
30 minutes = 0.50
15 minutes = 0.25
6 minutes = 0.10

Examples of manual adjustment

Time	Enter as decimal
6 minutes	0.10
15 minutes	0.25
30 minutes	0.50
45 minutes	0.75
1 hour	1.00
1 hour and 30 minutes	1.50

If you're unsure, you can convert minutes to decimal hours like this:

minutes / 60 = decimal

Example:

30 minutes / 60 = 0.50

I need to change an employee's time registration to a sick leave period. How do I do that?

If an employee has created time registrations in advance for a period when they are actually sick, they have probably used a recurring time registration. A recurring registration can be deleted all at once. So you can delete all the registrations in one go.

Here's how:

Go to Payroll Admin.
Open Calendar Access.
Find and open the employee's calendar.
Click on a time registration in the period you want to change.
Delete the recurring registration period. Click: Delete entire series.
Then book the employee's sick leave period in the calendar.

Important to know

If the employee automatically gets daily work hours registered via the Adjust time registration method without hour bank, you need to delete each registration back in time. They cannot be deleted all at once. Then the sick leave period should be booked.

If an employee is on the adjust time method without hour bank, absence will block automatic booking of work hours. So it's a good idea to book a sick leave period right away.

How does reducing a balance via payout work?

the payout reduces the balance from the month it is created in
the payout is saved in the balance's "View history" as a negative entry. The payout therefore reduces the remaining days/hours in the balance
the payout is saved in the employee's calendar. This way, both the employee and approver can click on the registration and see that the balance was reduced via a payroll payout
a payout can be reset by 1) clicking on the payout in the employee's calendar and 2) clicking delete.
the payout can be linked to the payroll file so the payout process is automated
a payroll-paid balance reduction is archived and locked as payroll processed

Can I pay out days and hours via manual reduction of a balance?

No, we do not recommend this. Using the Reduce function, days/hours cannot be sent directly for payout in your payroll system.

If you use the payout button, the balance is reduced via Payout, and when the Payout button is used, days/hours can be paid out directly via your payroll system export.

I reduced the vacation balance in September. I can't see the adjustment under "View History"

To adjust the vacation left balance for the Danish vacation year, it's important to select the correct date for the adjustment depending on whether vacation days are earned at the start-of-period or end-of-period of the month.

For end-of-period earning -> select September 30 as the date for the adjustment.

For start-of-period earning -> select August 31 as the date for the adjustment

💁 Please note that manual adjustments created in future vacation years will not appear under "View history" if that vacation year has not yet been created in the calendar. However, these adjustments will appear in the Vacation - balance log report, which can be found in the report library. Read more about the report here!

When should I use the Calendar Access page to follow up on a balance, and when should I use one of your reports?

If you need to follow up on one or a few employees' balances, the Calendar Access page is best. From this page, you have a complete overview of all the variables included in the balance calculation.

If you need to follow up on several employees, for example a department or the whole company, you should use one of our reports in the Report Library.

What's the best way to review daily adjustments to an employee's hour bank balance?

Open the employee's calendar via Payroll Admin → Calendar Access, and select week view.

The week view shows the employee's hour bank movements day by day for one week at a time. You can easily navigate back and forth between weeks.

The view includes both:

the daily movement in the hour bank
the total (calculated) weekly movement for the selected week

This gives you a quick overview of both details and totals for the period.

Different view!

The week view works differently depending on the type of time registration with hour bank attached to the employee's policy:

Deviation registration
Registration of overtime or time off.
📑 Read more here about how the solution works.

Daily time registration
Registration of work hours via check in/out.
📑 Read more here about how the solution works.

What are Payroll Export, Calendar Access, and the Report Library used for?

Payroll Export is used to export approved registrations to the payroll system and to keep track of which registrations have been processed for payroll.
Calendar Access is used for reconciliation, control, and follow-up of balances per employee, and here balances can be manually adjusted.
Report Library is used for follow-up and overview across employees, periods, and registration types.

Together, they cover the entire process from follow-up and reconciliation to payroll processing and analysis.

How do I give an employee extra vacation days?

If an employee is to be given extra vacation days by agreement, they must be manually increased on the employee's vacation balance via calendar access:

Go to Payroll Admin → Employees → Calendar Access
Find the employee
Select vacation balance, click “Increase” and increase by the desired number of days

This way, the days are added to the vacation balance, which the employee can then use.

View

When should I use the Year Calendar and the Week Calendar?

When you open an employee's calendar via Payroll Admin → Calendar Access, you can choose between two views:

Year
Week

The two views are used for different purposes.

Use the Week Calendar to follow up on work hours

The Week Calendar is especially useful when you want to follow up on the employee's work hours in a specific week.

It is relevant for employees with an hour bank and without an hour bank.

The Week Calendar is particularly useful when you want to see:

if the employee has registered work hours on individual days
daily registrations and movements
standard hours per day
total work hours per week
deviations between standard hours and registered work hours
hour bank adjustments per day and per week, if the employee has an hour bank

If the employee has an hour bank, the Week Calendar gives a good overview of how work hours affect the hour bank day by day and for the week as a whole.

Use the Year Calendar for an overview of absence

The Year Calendar is especially useful when you want a quick overview of the employee's absence over a longer period.

It is particularly useful when you want to see:

planned vacation
vacation spread throughout the year
absence patterns
sick days
leave
fixed days off
other absence registrations

The Year Calendar is therefore a good choice when you want to see when the employee has absence and how it is distributed throughout the year.

Rule of thumb

Use the Week Calendar when the question is about work hours, standard hours, weekly follow-up, or hour bank.

Use the Year Calendar when the question is about absence, vacation planning, or an overview of registrations over a longer period.

Why can't I see an employee's calendar in Payroll Admin?

If you open an employee under Payroll Admin → Calendar Access and the calendar doesn't appear, it's because the employee's profile is missing a required policy.

When an employee is missing a policy, you'll see this message:

“Your profile is missing settings. Please contact your HR to solve this problem.”

This means BitaBIZ can't display the employee's calendar correctly because the employee profile is missing a policy that the calendar needs.

Check the employee's master data card in Setup Admin and assign a policy.

How should I understand the total number of vacation days used? I don't think I can add up to the number shown as used. Can I pull a report?

If you need to check the vacation balance for one or a few employees, we recommend using Calendar Access.

With Calendar Access, you get a complete overview of an employee's balance.

In the Year Calendar, you can see all entries included in used days.
Note: a vacation year may not align with the calendar year view. For example, from 1/9-31/12.
Under "View history" you can see all variables included in the balance for a period:
+ transferred days from a closed period
(+/-) manual adjustments in a period
- used days in a period
- reductions via payout in a period
Tools for tracking the vacation balance:
- Balance per month -> shows if a vacation day is a combination of old and new days.
- View history -> shows all balance variables. Earning, used, manual adjustments, transfers.
- Year Calendar -> Shows all vacation entries and earning + available per month.
More information: Read more here about the Danish Holiday Act. The article also contains information on how to troubleshoot a vacation balance that follows the Danish vacation year. Find other countries' holiday laws here!

Why can't I see all our active employees under calendar access?

If you can't see all active employees on the list under calendar access, it's typically because your access is limited by your role and the tags assigned to you.

Therefore, check:

if you have the role Global payroll admin or Local payroll admin
if the employees are tagged with the same Country/Region and/or Group company that your local payroll admin role has access to

If the tags don't match, the employees won't be visible under calendar access.

Why are inactive employees missing from the list under calendar access?

If you can't see inactive employees on the list under calendar access, you should first check which role you have:

Global payroll admin has access to all employees.
Local payroll admin only has access to employees that match the tags assigned to the role.

If you have the Local payroll admin role, make sure the inactive employee is tagged with the same Country/Region and/or Group company that you have access to.

Note: If tags need to be changed on an inactive employee, the employee must first be made active again before tags can be added or updated.
Read about tags here and about local payroll admin here.

Does the employee's manager get a message when I, as payroll admin, create a registration?

No. When you create a registration on behalf of an employee via Payroll Admin (Calendar Access), only the employee themselves receives an email about the creation.

The employee's manager/approver does not receive notifications in this situation, and no SMS is sent either.

Notifications to the approver only occur when the employee creates a registration themselves, depending on the approver's own settings.

Payroll Admin: Calendar Access