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 employees' self-service.

Features in Calendar Access

Function	Description	Result / where it appears
Create entries	Create vacation, absence, hours, or other entries directly in the employee's calendar.	The calendar is updated, and the employee is notified.
Delete entries	Delete an entry, e.g., if it was entered incorrectly.	The calendar is updated, and the employee is notified.
Approve entries	Approve on behalf of the approver so the entry 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 Supplementary 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 Supplementary 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 Supplementary balance (e.g., other vacation, O-days) Hour bank Day bank	An employee's calendar shows: All entries "View history" under each balance shows: Fixed earning Increases Reduces 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.

Create an entry for an employee

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

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

💁 An entry created by Payroll Admin is automatically approved.

💁 The employee will be notified by email.

Create a recurring entry?

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

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

Remember to select the period and the days/hours the entry 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 an entry

How Payroll Admin deletes an entry:

Click on an entry in the employee's calendar.
Click "Delete".

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

Approve an entry

Entries awaiting approval are shown in red in the employee's calendar. 💁 Entries awaiting approval are not included in the export to your payroll system. Payroll Admin can therefore approve entries on behalf of an approver if needed.
How to approve an entry: Click on the entry that is awaiting approval. Optionally add a message. Click "Approve". 💁 The employee is automatically notified when you approve an entry. If you write a personal message, the employee will also receive this.

Approval via payroll admin calendar access is always one entry at a time.
It is not possible to approve multiple entries at once from this page.

Only employees' approvers can approve multiple entries 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
- Supplementary 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 reduces 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. Supplementary 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 it is 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 is awaiting approval":

So, 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
Supplementary 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

= VACATION LEFT

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

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:

FAQ

Setup and earning

We have rehired an employee. How do we make sure the vacation and supplementary balances are correct?

When an employee is rehired, balances should not be reset. You must always create a new employee profile in BitaBIZ.
A previous employee profile must not be reused or reactivated, so vacation days and other vacation should not be reset on an existing employee profile in connection with rehire, even if the employee was previously 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. This is often used for these types of registrations:

fixed day off
fixed work hours
sick leave

Examples:

Fixed day off every Friday for a selected period
Fixed work hours from 8:00–16:30 every day for a selected period
Sick hours from 9:00–11:00 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 by Payroll Admin only.

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:
You need 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?

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

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:

Register the sick leave as a recurring registration
Then create time registrations for the reduced work hours – these can also be set up 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 need to 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 set up 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

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 has been reduced via a payroll payout
a payout is 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 is 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 in 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 are shown 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 the balances of one or a few employees, 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, such as a department or the entire company, you should use one of our reports in the Report Library.

How do I best 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 the details and the total for the period.

Different view!

The week view works differently depending on which type of time registration with hour bank is linked 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 adjusted manually.
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 added to the employee's vacation balance via calendar access:

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

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

View

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.

Through Calendar Access, you get a full overview of an employee's balance.

In the Year Calendar you can see all registrations 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 following up on 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 registrations 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' vacation 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 you have been assigned.

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 will not 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