Introduction to time registration without hour bank
In BitaBIZ, you can register work hours without an hour bank, whether your employees are fixed paid employees or hourly paid employees.
The main differences are:
How time registration is used
Whether it’s for documentation of work or for payroll purposesWhether payroll rates need to be set up
Set up for hourly paid employees and used for registering payroll hoursWhether standard hours and automatic creation are used
Time registration is created automatically and the employee registers deviations. This method is best suited for fixed paid employees rather than hourly paid employees
This article guides you through the setup for both fixed paid and hourly paid employees, so you can easily configure the solution that fits your employee types and their employment.
Choose time registration type
BitaBIZ supports four methods for time registration without an hour bank, which can be used by both fixed paid and hourly paid employees. Your different staff groups can access the methods that best suit their needs and purposes.
Methods for time registration (without hour bank)
You can choose from the following methods:
Employee must enter from and to time
Employee must enter number of hours
Employee must check in and out
Via mobile app/web
Via QR code terminal at the workplace
Employee must adjust the official time of the day for any deviations
Edit deviation with start and end time
Edit deviation with number of hours
Click the image below to see the time registration types:
Read more about the four time registration methods here:
Employee must enter from and to time - User guide
Employee must enter number of hours - User guide
Employee must check in and out
Via mobile app/web - User guide
Via QR code terminal at the workplace - User guide
4. Employee must adjust the official time of the day for any deviations
Edit deviation with start and end time - User guide
Edit deviation with number of hours - User guide
How to set up the time registration method on the policy
The time registration method is selected on the employees’ policy.
Click Setup admin
Click Modules
Click Edit next to the policy (or click Create new policy)
Open the section Time registration – without hour bank
Select the desired method and make sure the rest of the policy is as you want before clicking Save.
Employee access to time registration without hour bank
The time registration method is selected on the employees’ policy.
When an employee is assigned a policy on their master data card, the employee automatically gets the time registration method selected on the policy.
It is possible to manually override the method on the employee’s master data card if an exception is needed.
Once your policies are set up with time registration methods, your employees are ready to register their time.
💁 We recommend sharing the user guides that describe your chosen registration method with your employees.
Find the user guides here.
💁 Also remember to share your approver guide with your approvers.
Time registration checklist
Below you’ll find an overview of features that can be enabled in connection with time registration without an hour bank.
Consider which features fit your employee types and workflows.
Reminders about registrations
You can enable automatic reminders to support a stable time registration flow.
Remember to edit
If an employee hasn’t edited their work hours for the last X number of weeks, a friendly reminder is sent to both the employee and the manager. |
 Can be enabled for time registration method 4 |
Remember to register
If an employee hasn’t registered hours on a workday, a reminder is sent the next day.
The message is only sent if the day was a workday and not registered as absence. |
Can be enabled for all time registration methods except method 4 |
Live feed (reminder to check out)
Shows an active time counter on the employee’s mobile after check-in, with a direct option to check out. |
 Can be enabled for time registration methods with check in and out (method 3) |
See the guide for reminders here.
EU messages
Push messages designed to comply with the EU working time directive, which can be sent to the approver.
48-hour rule
Sends a message to the approver if the average work hours exceed a selected number of hours over a 4-month period. |
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11-hour rule
Sends a message to the approver if the minimum rest period of 11 hours is not observed. |  |
Read more about messages that remind about the EU working time directive here.
Restriction for creating and editing back in time
Set how far back employees are allowed to create and edit time registrations.
Create and edit back in time
With this feature, the administrator can set a time limit for whether and how far back in time an employee can create and edit their registrations. |  |
Read more about the restriction for registering back in time here.
Time registration on job codes (project time)
Register work hours on projects.
Register time on projects and job codes
Employees who register their time using method 1, 2, or 3 (via mobile app/web) can register their time on job codes linked to projects. |  |
Read more about project job codes here
Time registration for payroll
Payroll rates for registering payroll hours for hourly paid employees are created on job codes and can be transferred to the payroll system.
Create payroll rate job codes for payroll processing
For payroll hours, at least one payroll rate job code must be created. You can create multiple job codes if you have different payroll rates (e.g., supplements). For example, name job codes:
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Registered payroll hours can be transferred to the payroll system.
Hours that have been processed for payroll are locked and cannot be changed by the employee or approver. This must be done by payroll admin. |  |
SMS for missing approval
Follow-up to the approver if there are hours pending approval before payroll processing.
SMS message about missing approved hours
The SMS text sent is free text and can be sent on a fixed date each month.
Hours that are not approved will not be included in the payroll export. |
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Read more about messages to approvers here.
Own paid breaks
Automatic deduction of paid breaks during work hours.
Own paid breaks are deducted from the registered work hours
Breaks can be targeted to different staff groups. Multiple breaks can be created per day.
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Read more about breaks here.
Focus on work hours
This setting determines how much focus there should be on work hours.
You can enable or disable access to time registration statistics
This feature includes employee access to statistics and balances for time registration, and how much focus there should be on weekly, monthly, and yearly work hours. |
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Read more about focus on work hours here.
Set up onsite time registration from terminal
Registration via physical terminal with QR code for method 3 with check-in and check-out.
Activate onsite terminal
Employees connected to QR code check-in/out can only register their work hours by scanning their personal QR code at a terminal.
Note! If an employee registers their workplace as "Working elsewhere," check-in/out is enabled without scanning a QR code at the terminal. |  |
Read more about activating the terminal here.
Setting 'adjust today's official time for any deviations'
The system automatically creates the employee's standard hours every day at 09:00 with method 4. The employee only needs to edit their work hours if there is a deviation.
Requirement: Set up official work hours For standard hours to be created automatically at 09:00, a standard hours method must be selected on the employee's policy under the Working week tab.
There are two options for official work hours:
The standard hours method determines whether the employee should adjust start and end time or only the number of hours worked.
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The method is integrated with leave Standard hours are not created automatically if, before 09:00 on the day, the following has been registered:
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FAQ
Choice of solution and method
Should we use time registration with or without hour bank?
Should we use time registration with or without hour bank?
Use without hour bank if you only need to register work hours for documentation, project time, or payroll processing.
If you need to accumulate hours as flex time, overtime, or time off (plus/minus balance), you should use with hour bank – read more about time registration with hour bank here.
Why aren't plus/minus hours calculated?
Why aren't plus/minus hours calculated?
In time registration without hour bank, no balance is calculated.
If you want automatic calculation of flex time or overtime, you need to use time registration with hour bank.
How can we see which time registration solution we are using?
How can we see which time registration solution we are using?
On the employee's policy, you can see which time registration method is connected. It is possible to choose between:
“Time registration – without hour bank”
“Time registration – with hour bank”
Setup and access
Can the approval requirement for time registrations be removed?
Can the approval requirement for time registrations be removed?
Yes. The requirement for approval of time registrations can be both enabled and disabled on the policy the employee is attached to.
Can access to job codes on time registrations be removed for fixed paid employees?
Can access to job codes on time registrations be removed for fixed paid employees?
Yes. Access to job codes can be removed on the policy.
This is recommended if the sole purpose is daily registration of work hours and not tracking specific tasks or projects.
Why aren't work hours created automatically?
Why aren't work hours created automatically?
Automatic creation of work hours requires that official work hours are specified for the employee.
As a rule, official work hours are set via the employee's policy (start and end time or net hours per day).
If no official work hours are specified on the policy, this can instead be set directly on the employee's master data card under "Working week".
When official work hours are specified – either on the policy or on the employee's master data card – work hours are created automatically (with time registration method 4), unless the day is registered as leave, public holiday, or weekend.
I have enabled Time Registration without hour bank and the "Adjust time" method. Why can't I see work hours in employees' calendars?
I have enabled Time Registration without hour bank and the "Adjust time" method. Why can't I see work hours in employees' calendars?
When you enable Adjust time, automatic time registration is activated. It starts from the next workday that has standard hours set up. This means that the day you enable the Adjust time method will not have work hours created automatically. And time is not created back in time. The system will only start booking time automatically from the next workday with standard hours set up.
The advantage is that you can change the time method on a policy without affecting historical registrations linked to another method.
If you are a new customer and want to create history back in time from before you officially started using BitaBIZ, you can use recurring registrations to register a period with work hours back in time. Read more here.
Why does the system create work hours automatically, even if absence is registered on the day using a custom registration type?
Why does the system create work hours automatically, even if absence is registered on the day using a custom registration type?
Only custom registration types marked as “Day off” will prevent the system from automatically creating work hours.
If the registration type is not marked as “Day off”, work hours will still be created for the day.
Why are there both work hours and sick leave on the same day?
Why are there both work hours and sick leave on the same day?
If you use the time registration method “Adjust time” without hour bank, the system automatically creates work hours every day at 9 a.m.
If sick leave is registered before 9 a.m., work hours will not be created for the day
If sick leave is registered after 9 a.m., work hours may already have been created, so both work hours and sick leave will appear on the same day
This means:
Days where sickness is registered correctly from the start will have no payroll hours
If sickness is registered later or changed afterwards, work hours may appear and must be adjusted manually
So, if both sick leave and work hours appear on the same day, it is because the sick leave was registered after the automatically created standard hours.
If both work hours and sick leave are on the same day, the automatically created work hours must be deleted manually.
Payroll and payroll processing
Can payroll hours be processed directly to our payroll system for hourly paid employees?
Can payroll hours be processed directly to our payroll system for hourly paid employees?
Yes. If the employee registers their work hours by either:
Employee enters start and end time
Employee enters number of hours
Employee checks in and out via mobile app/web
And registers the hours on job codes with pay rates, the payroll hours can be exported directly to your payroll system. Read more about export to payroll system here
Our hourly paid employees receive pay during sickness – how is this registered?
Our hourly paid employees receive pay during sickness – how is this registered?
If your hourly paid employees receive pay during sickness, sick leave should be registered via BitaBIZ. It can be registered in the same way as for fixed paid employees, or via custom registration types or job codes – depending on the setup of the hourly paid employee's policy.
Read more in the article about sick leave here.
Can payroll processed hours be edited or deleted?
Can payroll processed hours be edited or deleted?
Payroll processed registrations are locked for employees and approvers.
However, they can be edited or deleted by payroll admin if necessary.
Registration and rules
Can employees register or edit work hours back in time?
Can employees register or edit work hours back in time?
Whether employees can register or edit work hours back in time depends on your company's setup.
An administrator can choose whether employees may create or edit time registrations back in time – and how many weeks back is allowed. Read about the setting here.
If the function is disabled, employees cannot register back in time.
Note:
Payroll processed registrations cannot be changed by employees, but can be edited by payroll admin. See more about the payroll admin role here.
Can absence be registered back in time?
Can absence be registered back in time?
No, an employee cannot register absence in the form of vacation and time off back in time.
Vacation and time off must be registered on the actual day or requested for a future date.
Absence can only be created back in time by an approver or payroll admin.
If it is sick leave that needs to be registered, there may be other settings.
Read more about sick leave here.
Are there daily reminders for missing time registration?
Are there daily reminders for missing time registration?
Yes. For daily work hours registration, it is recommended to activate daily reminders, so the employee receives a message if a workday is missing a time registration.