How to select your time registration method for payroll hours
BitaBIZ supports 3 methods for registering payroll hours.
The 3 methods for payroll hours you can select between are:
Employee must select from and to time
Employee must enter number of hours
Employee must check in and out
The method an employee group must use is selected on the employees' policy.
How to select time registration method on policy:
Click Setup admin > Modules > click "Edit" next to policy.
Open the section "Time registration- without hour bank".
Select 1 of the 3 options.
Read more below about how the individual methods work:
The picture below shows the 3 different methods:
You can read more about how the individual methods work by reading the below employee help guide articles:
1. Employee must select from and to time
2. Employee must enter number of hours
3. Employee must check in and out
Can I switch off the approval requirements for time registration?
ℹ️ Yes, approval requirements for time registrations can be switched on or off.
Create hour rates for time registration using job codes.
ℹ️ Access to register time on job codes must be activated on the policy. (This is described in the section "How to create hour rate job codes for payroll" below).
💁 When the registration method and approver flow have been clarified - the desired method for your time registration is saved on the policy. This is then valid for the employees linked to the policy.
How to create hour rates for payroll
Hour rates for payroll hours are created on Job codes
ℹ️ For payroll hours, at least one hour rate must be created.
ℹ️ You can add all of your hour rates as job codes. For example, name the job code: "Normal hours" or "Payroll hours".
Job codes are created on the "Job codes" page.
How employee selects an hour rate for time registration
Employee selects the relevant hour rate from the "Select jobcode" drop down menu when creating a time registration.
See example:
How to give employees access to time registration - without hour bank
The time registration method employees must use to register time is set on the policy.
Access to time registration is given on the employees' master data card.
How to give employee access to time registation:
Click "Setup admin"
Click "Edit" next to employee
Open the section "Application access"
In the section "Time registration" select "Without hour bank"
How do I know if I'm ready to go live with my time registration?
With the 3 steps below, your time registration for payroll hours is ready to go live 🛫:
Choice of registration method has been selected on policy.
At least one hour rate job code has been created
Employees have been granted access to time registration
💁 We recommend that the user guide that describes your chosen time registration method is shared with your employees. Click here! 🛩️
💁 Remember to also share your approver guide with your approvers . Clik here! ✈️
Checklist for Time Registration
Below we describe several options that can easily be activated to your time registration!
💁 You should consider if the below features should be activated to your time registration.
Paid sick leave
Do your hourly paid employees receive pay during sick leave?
For your hourly employees to receive pay during sick leave, they must register their sick days via BitaBIZ, just like your salaried employees.
How to Setup Paid Sick Leave:
Enter the standard hours to be settled for a sick day under the "Working week" tab on the policy.
Enter the rate for sick hours to be settled in your payroll system in the "ID-number" field under the "Sick" tab.
With this setup, your employees will have their sick days settled in hours to your payroll system, where one sick day is equivalent to the standard hours for that day!
Alternative options to the above could be to use:
a custom registration type for sick hour registration. Read more here!
a job code for sick hour registration. Read more here!
Payroll hours for payroll system
Payroll hours can be transferred to the payroll system.
💁 Hours that have been paid out are locked and therefore cannot be changed by the employee and approver. |
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Own paid breaks
Own paid breaks are deducted from the registered working hours.
💁 Breaks can be targeted at different employee groups. |
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General notifications and reminders
Push notification for reminder to register hours
If an employee forgets to register hours, a friendly reminder is sent the following day.
💁 A notification is only sent if the previous day is a working day and is not booked with any absence.
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ℹ️ This reminder requires that official work hours have been created. Because a day without official work hours set is a day off and no reminder is sent.
Guides to official work hours: |
Live feed for checking out on current day
When the employee has checked in, a counter is automatically created on the front of the mobile screen that counts the number of hours checked in and with a direct link to check out.
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ℹ️ This reminder is only supported by the check in/out time registration method. |
SMS message for hours approval
SMS follow-up message for the approver if hours are not approved.
💁 Hours that are not approved are not included in the payroll export.
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ℹ️ SMS text message. Option to add your personal company message in free text. On a selected date and time.
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EU notifications
Push notification for the EU's 48-hour rule💁 Automatic message follow-up to the approver and employee if the average hours registered per week exceeds a selected number of hours in a 4-month period.
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Push notification for EU rest time rule💁 If the rest period of at least 11 hours is not observed, a notification can be send.
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