Introduction to Group Registration
Group registration lets you create the same registration for a group of employees at once—for example, for a department or employees with the same policy.
Group registration can be used to register:
Vacation
Supplementary balance (e.g. other vacation / 6th vacation week)
Custom registration types
When Payroll Admin creates a group registration with a custom registration type, the registration is created for all employees who match the selected filter for the group registration.
This also applies to:
employees who do not have access to custom registration types on their master data card
employees who are not covered by the policy targeting that the registration type is normally set up for
So, with group registration, it’s the filter you set up that determines who gets booked.
When should you use group registration?
Use group registration when you, for example:
Have company closure days where all employees must take vacation
(e.g. Christmas, New Year, or company days)Have local holidays that are not on the list of official holidays
Need to register days from supplementary balance for several employees
Want to create a registration for an entire department or policy
Want to create a custom registration type for a group of employees, even if they don’t have access to custom registration types themselves or the registration type is normally targeted at other policies
How to create a group registration
Go to:
Payroll Admin → Employees → Team Calendar & Group Registration
Click Group Registration to create a new registration.
Step 1: Choose registration type
Start by choosing which type of registration you want to create:
Vacation
Supplementary balance
Custom registration types
Step 2: Choose period
Select the date or period the registration should apply to.
This is the date/period the registration will be created on in the employees’ calendars.
If you use a custom registration type, the registration can also be created as a half day. This will appear as an option under the dates.
Step 3: Choose and target filter
Choose which employees the registration should be created for.
You can filter by:
Policies
Departments
Then, refine your filter by:
Searching and selecting specific groups
Adjusting the selection so it matches exactly the employees you want
You can uncheck "Select all" if you only want to select a few policies/departments.
When you create a group registration with a custom registration type, it’s the filters you select in the group registration that determine which employees are booked.
This means the registration can also be created for employees:
who do not have access to custom registration types on their master data
who are not normally included in the registration type’s targeting under custom registration types
So be extra careful that your filter only includes the employees who should get the registration.
Step 4: Create the registration
Once you’ve selected the registration type, date, and filters, click Send to start the group registration process.
When the process is complete, you’ll get an overview of the employees the registration was booked for, and if there were any where the registration couldn’t be booked. These will appear under Not booked.
The employees on the Booked list now have the registration added to their calendar.
Process is ongoing | Process is complete | Employees are booked |
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The "Not booked" tab
There may be employees for whom the registration could not be created.
This could be because:
The employee already has a registration on that day
The employee does not have enough balance
By clicking the Not booked tab, you can see which employees were not booked and the reason why.
You can export a log by clicking Export log if you need to follow up on employees who were not booked:
Delete a group registration
If you created a registration by mistake, you can delete it by clicking one of the registrations you’ve created in the team calendar.
Here, you can choose to delete the entire group registration by clicking Delete group registration. The number in parentheses shows how many registrations you’re deleting.
Alternatively, you can delete for a single employee by clicking the registration for that specific person and then choosing Delete.
FAQ
Why were some employees not booked during group registration?
Why were some employees not booked during group registration?
This is usually because:
The employee already has a registration on that day
The employee does not have sufficient balance
The registration is not relevant for the employee, as they are not in the policy/department the registration is being created for
When the registration is created, you can check the Not booked tab to see the reason for employees who were not booked.
Can I target the registration to multiple groups at once?
Can I target the registration to multiple groups at once?
Yes, you can select multiple policies or departments at the same time for the group registration.
However, you cannot target both by policy and department together. You have to choose one or the other.
Does the targeting on a custom registration type also apply to group registration?
Does the targeting on a custom registration type also apply to group registration?
No. If a custom registration type is normally targeted at specific policies, this restriction does not apply in the same way for group registration.
When Payroll Admin creates the group registration, the registration is instead assigned to all employees who match the selected filter—even if the registration type is normally only targeted at certain policies.