Vejledninger i Visma Outsourcing

1. Introduction Access to Visma HR has been significantly extended so that it is now possible to give access to the system in a more flexible way. This means that Visma HR can be opened for employees who needs limited access to the system.   We thereby meet the need to give access to other job functions than the ones the system had before. Now it is possible to setup roles which gives access to precisely the level which these job functions require. This could ex. be accesses for employees in the IT department.   Likewise, extended accesses can be given to existing user roles ex. “absence recording”. This guide describes in detail how to create and setup user roles. Further we have extended the possibility to register the organisation’s department leaders including whether the leaders have access to Visma HR or not. Description can be found below in section 6.    1.1 Flexible roles Going forward we will distinguish between user roles which has always existed and flexible roles which is the new flexible way to get access to the system. The setup of a new flexible role can only be done by Visma. When you need a new access/flexible role you need to make decisions about:   Menu items Company and departments Safety rights / access rights 1.1.1 Access to menu items Access to menu items can be opened and closed as you see fit. Under some circumstances the access for the menu items depend on each other, which means that access for more than one menu item might be required to give the needed access.   1.1.2 Access to company and departments Access can be given to one or more companies including employers, departments, and sub-departments or you can give access to one single department.   1.1.3 Access to safety rights / Access rights We have introduced something called safety rights (See example in section 3.2). These are only used by Visma to setup or change of flexible roles. Accesses for the menu items are given through safety rights, in other words, which actions the user can use in each menu item (Create, Read, Edit or Delete).   With the introduction of safety rights, we can now give differentiated access to Visma HR which can be combined with the access that are given through the menu items.   1.2 Users/Roles The menu item “Settings” have been extended for the use of the administration of users and user rights, including access to “special information”. In the menu item “Users/Roles” you will find the following four sub-menu items:   Users (This is where you setup users) Special info. Roles (This is where you define who should have access to which special information) Flexible roles view (This is an overview of roles, including flexible roles, which you have accesso) User roles (This is where you give or change user rights for the system) 2. Create a new user In this section we will describe how a new user will get access to Visma HR.    2.1 User in the login-module Before a user can get access to Visma HR the user needs to be setup in the Visma login-module. Go to https://logon.bluegarden.dk/?applicationname=Administration. Companies who uses our solutions has already had an administrator setup in the login-module. It is this administrator who has access to creating new users in the system. It is the user-id that has been given in this system which you need to use when you create a new user in Visma HR. The user will receive an e-mail with information about their password. 2.2 User in Visma HR This is how to create a new user in Visma HR:   Select the menu item “Settings” Choose “Users/Roles” and then “Users” Click on “New” and create the user with the username and user id from the login-module Choose an employee number and name in the dropdown-list. Click on “Save” Afterwards it is possible to edit the username, user id or delete the user all together. If you want to delete the user you however also need to delete the user rights that the user has been given. The user cannot be deleted if the user has created and saved a selection, reports or salary simulations.   User id must be identical in the login-module and Visma HR. The cell “Last log on” is not activated in the current version of Visma HR.   3. Users/Roles The user rights are given in the menu item “Users/Roles”. In this menu item all employees with access to Visma HR will be shown including the rights that they have been given and the company’s and/or departments that they have access for. You can search for user, role, employee number or employee name.     By clicking an employee in the column “User name” you can see which company’s/departments the selected user has access to.   3.1 Assign user rights to a user  Click on “New” Select the newly created user in the dropdown-menu “User” Select the role (Standard role or flexible role) you want to assign in the dropdown-menu “Role” Mark the company’s and departments that the user should have access to, on the right side of the page   More users can be assigned to the same role.   3.2 Flexible roles In the menu item “Flexible roles” you can see all available standard and flexible roles for your organisation. At the moment there are seven standard roles in Visma HR.   Administrator, Company Admiinistrator, Organisation Department leader, Read Department leader, Edit Absence enrolment HR (Without multifunction) Course administrator   Employees who has the user role “Administrator, Organisation” and “Administrator, Company” can click on a role to see the setup (role details) for each individual role.  No changes can be made to this setup except the name of the role.   Example of setup for a role:   Remember! New flexible roles can only be setup by Visma.   4. Access to special info. roles The menu item “Special info. roles” with the purpose to grant certain employees access to one or more special info. roles. As an example, an employee in the IT department can get access to the special information (tab) which shows the registered IT equipment.   4.1 Create a new “Special info. category”  Select “Settings” Select “Special info. categories” Click on “New” Write the name of the category Click “Update” When a new “Special info. category” is created the role “Administrator, organisation” will automatically get access to the special info. category.   4.2 Assign access to “Special info. category”  Select “Settings” Select “Users/Roles” Select “Special info. role” Click on the category in the column “Special information category name” Ex. “IT Equipment” (IT udstyr) Add the role which needs access to the info. category Click on “Save” Now only the employees with the user role “Administrator, Organisation” and “Special information” will have access to see and register the handed-out IT equipment (IT udstyr).   In this example the role “Special information” is created and setup as a flexible role. Please note that all users who has access to “Special information” also has access to the special info. category “miscellaneous”. For this reason, confidential information should not be registered in the “miscellaneous” category.   5. Department Manager (With or without access to Visma HR) In the menu item “Company” you will find the sub-menu item “Department manager”. Here we have added a new column with the purpose to distinguish between “Dept. manager with user access” and “Dept. manager” (Without access to Visma HR).   The new column is called “Dept. manager with user access”. This column will automatically be updated every time a user gets access to one or more departments including when a user is created with one of the following rights   Department leader, Read Department leader, Edit     5.1 Create a department manager without access to Visma HR  Select the menu item “Company” Select “Department manager” Click the button “Edit” on the wanted line, at the right Click on the dropdown-menu and choose an employee form the list Click “Update”   Please note that only users that have been created in Visma HR can be created as department manager without user access.   5.2 Create a department manager with user access Department managers with user access can be setup as describes in section 3 and 3.1. More managers can have user access for the same department. When a manager has been setup with user access this means that that manager will have access to Visma HR where he/she will be able to see employees in the relevant departments.   The department managers will automatically be updated on the following pages:   Organization overview Click on a department and the page here below will show on the right Companies/department Click on a department and the page here below will show  

Introduction This guide will be expanded as the functionality for registering working hours in My Visma / Visma HR becomes available.   About the “Working time” features The “Working Hours” function in My Visma/Visma HR can be used to comply with the amendment to the Working Hours Act, which makes it obligatory for employers to register employees' daily working hours as of July 1, 2024.   The concept of working hours in the Working Hours Act is defined as 'The period during which the worker is at work and at the employer's disposal while performing his or her job or tasks'.

This guide will be expanded as the functionality for registering work time in My Visma / Visma HR becomes available.   This guide describes how to set up and record working hours in My Visma / Visma HR.

This checklist serves as a guideline and covers the most relevant aspects that you should consider regarding employees' time tracking.   It is important to tailor an employee policy to your specific circumstances to ensure it reflects how you manage time tracking and provides the right help and guidance to your employees.   Why do we have to track time? Provide a brief introduction that explains the background and purpose of time tracking.   What is working time and what is not working time? Review any collective agreements, local agreements, etc., to understand what applies to you. Define what constitutes working hours and what does not to create transparency for employees.   Who should track their working hours? Assess whether you are subject to any exceptions. For example, do you have self-managed employees? If you have self-managed employees, they should be exempt from the registration requirement and instead have an addendum to their employment contract stating this.   Regarding time tracking: How and when? What system(s) do you use for time tracking? Create a guide that describes how employees should track their time, e.g., only deviations from standard hours, at the project level, or the entire working time. Make it clear to employees how often they are expected to register their working hours. Also, describe how you as an employer will follow up on the time tracking, e.g., whether there will be approval or other processes. Also, describe how you as an employer will follow up on the time tracking, for example, whether there will be approval or other actions.   Make it clear what is expected of the employee The employee is expected to follow the guidelines you have set forth in the employee policy. You can require the employee to inform you as the employer if they are approaching a violation of the 48-hour rule or the 11-hour rule. You should clarify the potential employment-related consequences if the employee does not fulfill their obligations. This clarification should be based on a mutual understanding between you as the employer and the employee, ensuring good communication and loyalty between the parties.  

This guide describes how you create an Absence Calendar and Work plan for Service agency, Employer and Employee.    

Please see attached guide on case management in our new Customer Portal.

Vedhæftet finder du guide til håndtering af sager i vores nye kundeportal.

Please see attached guide on how to log-on our new Customer Portal

Vedhæftet finder du guide til brug af vores nye kunde portal.

Check of Payment Services delivery receipts 1.      What is a delivery receipt? En delivery receipt is a receipt from MC Payment Services, which shows what payments has been processes and gives information about any mistakes and rejected transfers. 2.      How should I check my delivery receipts? When your payroll and payments have been approved, you should check your delivery receipts. When you use transfer to Nemkonto the receipts can first be checked 4 days prior to the payment date. After each payroll transfers of different payments takes place. There are two types of payments: ‘Fast afregning’ (Fixed payment) ‘Ny afregning’ (New payment)   When they are approved in Visma Løn, you should also check your status on your delivery receipts. Under ‘Rapporter’ and ‘Vis job’ you can see if the above-mentioned jobs have been processed. You should control these receipts in connection to payments to The Bank, SKAT (Tax), ATP, Feriekonto (Holiday account) and any pensions companies. Two types of receipts are formed in Visma Løn: T (Transmission) Comes first V (Validation) Comes afterwards These receipts will be formed a few minutes after the payroll have been approved in Visma Løn, or a ‘Fast afregning’ (Fixed payment) or ‘Ny afregning’ (New payment) has been processed Visma Løn.   Examples of delivery receipts and where do you find them? You should check two types of delivery receipts, which is described below: Transmissionskvittering (Transmission receipt) Means message from MasterCard to you who are Dataleverandør (Data supplier), about MasterCard have received your data from Visma on your behalf. Example of a Transmissionskvittering (Transmission receipt) Valideringskvittering (Validation receipt)/Leverancekvittering (Delivery receipt) Means message from Mastercard to you who are Dataleverandør (Data supplier), about Mastercard is able to validate the sent data. If account number is wrong or the date is to fare in the future, this will be evident from this receipt. Example of Valideringskvittering (Validation receipt) Example of accepted leverancekvittering (Delivery receipt)     Example of rejected leverancekvittering (Delivery receipt)   3.      Where should I log in in order to check the receipts? You need to log in here in order to check and get the receipts https://ft.pbs.dk If you do not remember your user name and password, you can get help by contacting MasterCard Payment Service on the following mail: it-servicedesk@mastercardpaymentservices.com Please note that it is only the Dataleverandører (Data supplier), who can see the delivery receipts. When you are logged in whit your user name and password, you should do the following: click on Hent to download the receipts In the next picture you can limit the date in Oprettelsesdato (Creation date) and klokkeslæt (Time) or you and keep it empty click hereafter on Dine filer (your files) to download receipts   You will be shown all T (Transmission) and V (Validation) receipts within the oprettelsesdato (Creation date):   Click on each receipt which starts with T or V to control them. Remember to print or save the file, because when the file is closed it will be deleted automatically.   4.      What should I do if there are errors in the leverancekvittering (Delivery receipts)? If you experience errors in the leverancekvittering (Delivery receipts), you should contact MasterCard Payment Service: Mail: it-servicedesk@mastercardpaymentservices.com or by phone: +45 80 81 06 65 Monday-Friday kl. 9:00 - 16:00  

  I denne vejledning finder du en samlet oversigt over alle webinarer, som Visma Enterprise har lavet til Visma Outsourcing.    Ønsker du at besøge et andet produkt-områdes webinar bibliotek, kan dette gøres nedenfor: My Visma - Webinar bibliotek Visma Løn - Webinar bibliotek Visma Løn Finans - Webinar bibliotek Visma HR - Webinar bibliotek   Se vores nyeste webinar her: Outsourcing: Slut på året 2024 - På dette webinar, vil vi bl.a. gennemgå: - Highlights fra 2024 - Nyheder og aktuelle emner (Ny feriefri løsning og Ferie tilbage i tid) - Tips til sidste lønkørsel i 2024 - eIndkomst - Nye satser - Slut på ferieafholdelsesåret - Og meget mere... Find præsentationen her.   Se vores øvrige webinarer her: Outsourcing: Juridisk oplæg Dette webinar henvender sig til dig, der har outsourcet lønbehandlingen til Visma. Advokat Mette Klingsten og Mads Bernstorn kommer og giver et online oplæg om aktuelle ansættelsesretlige emner, herunder: - Opfølgning i forhold til tidsregistrering - Løngennemsigtighedsdirektiver - Retten til at koble af - Ny lovgivning og retspraksis Find præsentationen her. Outsourcing: Optimering og effektivisering af jeres lønafstemningsprocesser Dette webinar henvender sig til dig, der har outsourcet lønbehandlingen til Visma og som har ansvaret for jeres lønafstemning. Få en gennemgang af vores effektive og tidsbesparende proces, der giver et klart overblik over afstemning af løn, skat og finans. Vi vil vise, hvordan vi via vores best practice mindsker risikoen for fejl, og samtidig belyse fordelen ved - hver måned - at have en korrekt afstemning klar til revision. Derudover demonstrerer vi, hvordan vi kan opsætte ferieafstemningen i henhold til Den Konkrete Metode, så I sikrer korrekt afstemning af feriepenge i henhold til gældende regler. Find præsentationen her.   Tips og tricks til rapporter i Visma Løn  Webinaret giver dig en introduktion til udvalgte rapporter i Visma Løn og hvordan de bedst bruges. Vi vil blandt andet gå i dybden med rapporter til afstemning, bogføring og ferie samt vise dig, hvor du kan finde hjælpeværktøjer og vejledninger. Find præsentationen her.    Nyhed - Få fleksibilitet med afholdt ferie tilbage i tiden På dette webinar vil du få en introduktion til en ny mulighed, der gør at ferie behandles med baggrund i lønbehandlingsdato og ikke faktisk afholdelsesdato. Undgå løntræk og forkert brug af forskudsferie samt korrektioner og flytning af feriedage. Find præsentationen her.   Den gode lønproces Vi undskylder for den dårlige lydkvalitet i begyndelsen og afslutningen af webinaret. Webinaret giver dig inspiration og input til hvordan den gode lønproces sikres.  Vi kommer blandt andet ind på, hvordan du planlægger lønprocessen og hvad der undervejs er de vigtige tjekpunkter, herunder hele lønprocessens forløb fra start til slut og viser dig samtidigt et udvalg af vores gode hjælpeværktøjer og vejledninger. Hent præsentationen her.   Juridiske indspark: Ferie og barsel  På dette webinar gennemgår vi de vigtigste regler og centrale begreber inden for ferie og barsel. Vi vil også komme ind på nylige domme og kommentere på udviklingen inden for området. Du vil få en god indføring i grundlæggende arbejdsret og blive godt klædt på til at forholde dig til nye arbejdsretlige spørgsmål og problemstillinger. Hent præsentationen her.   Sådan registrerer I arbejdstid i My Visma og Visma HR På webinaret får du en live demonstration af de nye funktioner, der gør det muligt at registrere arbejdstid i My Visma og Visma HR via Self Service. Ved at benytte funktionerne kan din virksomhed leve op til det nye lovkrav om tidsregistrering, der træder i kraft 1. juli 2024. Vi viser dig, hvordan du tilpasser systemet, så din virksomhed kan tage funktionen "Arbejdstid" i brug. Hent præsentation.   Overhold det nye lovkrav om tidsregistrering med My Visma og Visma HR På webinaret får du introduceret de nye funktioner, der gør det muligt at tidsregistrere i My Visma og Visma HR via Self Service, så din virksomhed kan leve op til det nye lovkrav om tidsregistrering, der træder i kraft 1. juli 2024. Du bliver også guidet i, hvordan I tager de nye funktioner i brug, og hvordan I forbereder jer.   Customer Portal: Introduktion til ny kundeportal Den 2. april 2024 lancerer vi Visma Enterprises nye kundeportal, Customer Portal, der gør det endnu nemmere for dig at være kunde hos os. På dette webinar får du en overskuelig gennemgang af den nye kundeportal, hvad det betyder for dig, og hvordan du bruger den, samt hvilken betydning det har ift. Community.   Webinar om tidsregistrering: Bliv klar til de nye lovkrav Den 23. januar er det vedtaget, at lovkravet om tidsregistrering træder i kraft d. 1. juli 2024. På dette webinar får du en overskuelig gennemgang af den nye tidsregistreringslov af vores dygtigste folk inden for jura, HR og strategi.   Introduktion til ny beregning af feriepenge På dette webinar, får du en introduktion til ny beregning af feriepenge på aktive medarbejdere og hvilken betydning det får for dig som bruger, for dine medarbejdere og for din virksomheds feriepenge hensættelser. Hent præsentation   Outsourcing - Slut på året 2023 På dette webinar, vil vi bl.a. gennemgå: Nyheder og aktuelle emner Tips til sidste lønkørsel i 2023 Afskaffelse af store bededag eIndkomst Nye satser 2024 Slut på ferieafholdelsesåret Og meget mere...   Hvad er der sket siden sidst i Visma Outsourcing? 26.10.2023 På dette webinar, kan du høre mere om: Nyheder og aktuelle emner Afskaffelse af store bededag TIN-nummer Ferieafholdelse inden 31/12 - Herunder varsling   Hvad er der sket siden sidst i Visma Outsourcing? 26.06.2023 På dette webinar, kan du høre mere om: Nyheder og aktuelle emner Genopfriskning af regler for forskudsferie Udskydelse af A-skat og AM-bidrag   Outsourcing - Tips og tricks På dette webinar gennemgår vi tips og tricks omkring nedenstående emner: Vejledning til oprettelse af databehandleraftaler, OS02 aftaler samt tjek af leverencekvitteringer Udvidet afvigelsesliste bestilling heraf og fordelene derved   Outsourcing - Slut på året 2022 På dette webinar vil vi gennemgå nedenstående emner: Nyt i 2022 Årskørsel  Tidsfrister  eIndkomst 2023  Nye satser 2023  Ferie ved årsskiftet  Tips & tricks   Spørg om: ny hosting af Visma Løn I denne spørgesession deler Mille Lohmann, Commercial Director, samt Nikolaj Weber, Data Protection Manager & Information Security Officer, vores overvejelser i valget af ny hostingleverandør. Sessionen er målrettet de it-sikkerhedsansvarlige som fx Data Protection Officers eller lignende roller.   Outsourcing - Forskudsferie På dette webinar genopfrisker vi reglerne omkring forskudsferie og giver Vismas bud på "Best practice". Vi vil fortælle om: Forskudsferie som begreb Forskudsferie ifgl. loven Skriftlig aftale Best practice ifgl. Visma   Outsourcing - Gennemsnitsberegning af feriepenge På webinaret vil vi introducere dig til den kommende ændring af beregning af feriepenge ifm. fratrædelser. Hvad er baggrunden for at det ændres og hvad bliver ændret i Visma Løn. Vi vil fortælle om: Hvad bliver ændret og hvorfor Gennemsnitsberegning af feriepenge ifm. fratrædelser Hvornår træder det i kraft Fratrædelser i overgangsperiode Efterbetalinger og korrektioner Tildelt forskudsferie ifm. fratrædelse Bogføring af hensættelser på feriepenge Rapporten Ny ferielov Ferieregnskab   mit.dk - mitBasic og nyt siden sidst Vi byder dig velkommen til endnu et webinar inden selve overgangen til mit.dk. Denne gang sætter vi bl.a. fokus på nyt siden sidste webinar samt mitBasic: Hvad kan I bruge mitBasic til? Hvad skal du være opmærksom på? Hvordan fungerer mitBasic i praksis? Hvordan kommer medarbejderne på? Hvad er deadline for overgangen fra print til mitBasic?   Sådan beregner du den ferieberettigede løn Oplever du at det kan være svært at beregne eller afstemme den ferieberettigede løn, især hvis medarbejderne har afholdt ferie? Så er dette webinar lige noget for dig! På dette webinar fortæller vi dig om, og gennemgår "beregningsreglerne".   Information om mit.dk Fra den 5. juni 2022 vil jeres medarbejdere modtage deres lønseddel i mit.dk. Webinaret er for dig, der gerne vil informeres om de nye muligheder, og det du skal være opmærksom på i denne sammenhæng.   Outsourcing - Årsskifte Nu hvor 2021 nærmer sig sin afslutning, vil vi gerne informere dig om, hvilke lønopgaver som du kan forvente at vi varetager, i forbindelse med årsskiftet. Derudover vil der være nogle punkter vedrørende den nye Ferielov, samtidig med at vi kigger ind i 2022.   New holiday year English version of the webinar: New holiday year from the 30th september 2021.   Ferielov og nyt ferieår Der er sket meget i løbet af det første år med samtidighedsferie og ny ferielov, og nu er vi lige gået ind i det næste ferieår under den nye ferielov. Det vil vi gerne informe mere om på dette webinar.   Outsourcing svensk løn Deltag på dette webinar og hør lidt om hvem vi er, hvad vi kan tilbyde jer, de mest stillede spørgsmål til ferie/semester og den nye funktionalitet AutoPay.   The new normal - arbejdspolitik anno 2021 Er hjemmearbejde blevet en fast rutine og et ønsket gode for jeres medarbejdere? Hvad stiller det af krav til virksomheden og dig som HR-ansvarlig? Bliv klogere på hjemmearbejdspolitikker og jura anno 2021, når HR-direktør, Anders Andersen, og Legal Advisor, Louise Müller, fortæller, hvordan Visma Enterprise har forholdt sig og hvilke faldgruber, du skal være opmærksom på.   Visma Refusion - et abonnement, der tjener penge for din virksomhed Hvert år udbetales 22 mia. kr. til danske virksomheder i refusion grundet sygdom og barsel. Får I jeres bid af kagen? Hør hvordan vi kan hjælpe dig med at indhente de tabte refusionskroner - uden du skal løfte en finger.   Webinar til Outsourcing kunder - 09.04.2021 På dette webinar vil vi bl.a. komme ind på kundetilfredshed (NPS) og fortælle dig hvordan vi planlægger at følge op på de svar vi modtager fra jer. Derudover vil vi også tale ind til den nye ferielov og hvordan vi stadig oplever en masse spørgsmål vedrørende den. Derfor har vi også samlet en række generelle spørgsmål som vi vil gennemgå med jer på dette webinar.   Webinar for Outsourcing customers (English version of the webinar from April 9, 2021) This is an English version of the webinar above. The topics are customer satisfaction (NPS) and the new Holiday Act.   Har du ønsker til nye webinar emner, er du mere end velkommen til at skrive dem i kommentarfeltet. Så tager vi dem op til overvejelse 🙂 

Vedhæftet finder du guide til brug af Visma Portal.

Vi har lavet en side på Visma.dk, som løbende bliver opdateret omkring den nye ferielov. Her kan du blive klogere på overgangen fra den gamle ferielov til den nye ferielov.

 1. Log in to Visma Løn    Go to https://community.visma.com/t5/Visma-Lon-HR-administration/ct-p/dk_en_Visma-LonHRadministration and select “Log på Visma Løn"     Enter the following information: CVR- nummer = Company CVR number Brugernavn = User name Adgangskode = Access code Mark to get your one time pincode send by sms or e-mail. Set a checkmark in ”Husk mit CVR-nummer og brugernavn” to have the system remember your user name and access code.      Enter the one-time pin code you received on sms or e-mail   2. Reports from payroll All reports created in the payroll are found in the menu ”Lønadministration”       “Udskrifter fra lønkørsel” When you access the menu, you will see the reports from the last run payroll. At the end of “Hovedjobnr.” You can look at the payroll selection number order number which payroll is involved (see marking). Payroll selection number consists of 5 figures indicating payroll type, month and year (tyymm).   T (payroll type) is as standard given as: 1 = monthly paid 2 = 14-day-paid with pay out in uneven weeks 4 = 14-day-paid with pay out in even weeks 9 = additional payroll   mm = month yy = year   Example: 11802 (monthly paid, 2018, February)   You choose a different payroll by clicking on the arrows in top of the screen display. Once you have found the payroll you want to view reports, you can select the reports you want to see by scrolling down the list. If you have multiple employers in your relationship, all reports are generated per employer. You can view the employer's number to the left in the list.   Locate and select the report you want to open. Press the "Hent aktuel" button and the report is available for download. You can open multiple reports at once, select all the reports you want, and press the ”Hent aktuel” button.   3. Create reports Do you want to create a report that is not formed with wage run, you can do it by selecting ”Rapporter / Rapporter”. Select the report in the right-hand menu (see marking on image)  To run some reports, the payroll number is requested for (eg. Syge-/fraværsliste) To specify the payroll number, see section 2 (transcript from payroll)   Some reports indicated on the report to be displayed in HTML or Excel (for example. Ferieregnskab) How to view the report, is selected in the ”Datafil output”.   Nej = html Ja = Excel  

 1. Introduction This guide describes how you through the menu item ”Settings”, have a selection of numerous opportunities to customize your HR-system, so it fits the processes in your company.   Visma HR consists of modules. For this reason, this guide might hold descriptions for modules that your company does not have access to. For example, some companies have access to the “Leader- Employee module and some companies have access to branch specific modules like finance.   1.1 Icons In Visma HR the following icons are used to edit, delete, update or reject a recording. 2. Settings In the menu item settings, you will find a lot of different sub-points. Below you can see a complete list of sub-points which gives you the opportunity to customize your Visma HR settings. Access to the individual sub-points is determined based on roles. The role “Administrator, Organisation” has as a rule access to all the sub-points: 2.1 My Settings Th is the only sub-point under Settings which all users (Roles) have access to in Visma HR. Misc. settings You can choose between Danish and English as language. In the cell “Start page” you can choose the menu item where you would like Visma HR to open in when you sign-in to the system. “Adjust pages to this height”: 768 pixels should be used.     Employee search If you have multiple businesses within the company, you can choose only to search for the employees in one specific business unit. In the cell “Default search field”, you can set up the criteria for search that you typically use, when you need to search for an employee.   Organisations This cell will only be shown if you have access to more organisations (Companies) in Visma HR.   2.2 Organisation In Visma HR, company will often be mentioned as “Organisation”. In the menu item “Organisation” you can maintain the company data for your company. You will have access to all cells on the page, except from the cells “Customer relation number” and “Project no. are transferred to MLE field”. See section 2.9 regarding project number setup. You can find a description on the “Absence Registration” cell in the guide “Reminders” 2.3 Lookup fields Most screen images in Visma HR has cells equipped with dropdown-menus, ex. “Employment type” and “Internal title”. A dropdown-menu is the same as “Lookup fields”. Visma HR has several Lookup fields (cells) which cannot be deleted, as they are default system fields (cells) and some of them are necessary because of the integration with the payroll system Visma Løn (MultiLøn Erhverv).   You can create and setup new “lookup fields” with lookup codes associated. The “Lookup fields” 0 to 500 is reserved for system fields, which means that the “lookup fields” you create yourself, needs to have a number higher than 500.  2.3.1 Create a new lookup field Click on “New” Writhe a number higher than 500 The cells “Extra field”, “Extra number” and “Number of decimals” should not be used Under “Language Text” you should fill in the name of the lookup field Under “Description” fill in the description for the lookup field  We recommend that you also fill in the Danish description, but this is not a demand. When the lookup table have been saved, you need to set up the relevant lookup codes.   2.4 Lookup codes Lookup codes is created by first choosing the lookup table which need to have codes associated.   Click on “New” Fill in “Code” Fill in “Language text” (Both Danish and English) End by clicking “Save”   There are some differences in how the lookup tables should be setup. Ex. If you need to add a foreign zip code in a lookup table “100 - Zip codes” this is how it is done:   Click on “New” In the cell “Code” you fill in the zip code Select Country In the cell “Language text” you should fill in the name of the city (Both in Danish and English) End by clicking “Save” 2.5 Special info. categories The different tabs, shown in “Special information”, in the menu item “Employee”, are created in the menu item “Special info. Categories”. One individual information category is equal to one tab in ”Special information”. You can create an unlimited number of special info. Categories.     The category “Miscellaneous” is automatically created when the system was converted and this category cannot be deleted. If a category does not have any special fields (Cells), the category can be deleted by clicking on the X.   This is how a new special info. Category can be created: Click on “New” Type in the name of the category End by clicking the tick sign   2.6 Special fields A special info. category always needs to have one or more special information fields associated.   Examples of special information fields:   This is how you create a new special information field (cell):   Click on “New” Select a category in the dropdown-menu Type in “Field name” (This name will show in the employee’s Special information – see below) Select “Field type” in the dropdown-menu (New fields can be created in a lookup table) End by clicking the tick sign 2.7 Absence calendar The idea behind the Absence calendar is to simplify the registration of vacation, sickness and other absence, so the system will calculate the number of absence days taking Saturdays, Sundays, public holidays and additional vacation days into consideration. 2.7.1 Create absence calendar This is how you create an absence calendar:   Click on “New” Give the calendar an expressive name Select whether Saturdays and Sundays are holidays or not Select country in “Use holidays from” Click “Add” Select public holidays in the current year (Click on each day or choose all at one time) Right click on a date to add additional holidays, ex. Christmas day, New year’s and constitution day.   The button “Make default” means that this calendar will be used as standard-absence calendar when an absence is added on an employee – except the events where the employees has chosen another calendar as standard-absence calendar.   In the screen image where absence is registered you can see the chosen calendar.   You can create multiple calendars, but only one can be the standard-absence calendar for the company.   If you need to create a calendar with foreign holidays, you will need to setup the public holidays in the lookup table “120 - Holidays” in the menu item “Settings”.   After this setup, the holidays for that country can be chosen through the dropdown-menu “Use holidays from”.   An absence calendar cannot be deleted if it has been used for absence recording.   Integration to Visma Løn When a calendar has been setup as standard-absence calendar the calendar will automatically be transferred to Visma Løn as holiday calendar.   Changes in a standard-absence calendar, that has already been transferred to Visma Løn, will automatically be updated in the system as soon as it is saved.   2.8 Document categories To get a better overview of the documents that have been uploaded/saved on an employee, it is possible to categorize the documents. This setup can be done in the menu item “Document categories”. Inhere you can setup new document categories and control the accesses for these. This is how you create a new category:   Click “New” Write the name of the category Fill in the description (The description will be shown to the users when they upload documents in that category) Fill in the similar name and description in Danish Setup rights to the right. Only roles that are in use will be shown here. End by clicking “Save”   Documents that have been uploaded before you set up the “Document categories”, will not be placed into any category. These documents can easily be moved into the relevant categories in “Employee”, “Documents”   Uploaded documents through the menu item “Salary registrations”   You are still able to upload documents when you register mileage, disbursements, travels etc. in the menu item “Salary registrations”. These attached documents will not automatically be placed into a category.   Please note that if a salary registration has the status “Processed” the uploaded document cannot be deleted in “Documents” on the employee, unless the whole salary registration is deleted by an administrator.   2.9 Project number Project number is used in connection to absence- and salary registrations. Project numbers that are used when you register salary can be transferred to Visma Løn.   2.9.1 Setup of project numbers Project numbers are setup in “Settings” – “Project number”   Click on “New” Add a project number on 10 characters at the most Give the project a name and a description Add a start and end date (Not mandatory) Mark at least one absence code or one salary registration code before you can save the project number.   When Absence code and/or salary registration code have been added to a project number, the project number cell will be mandatory when you register absence and salary.   Example of setup of project number: 2.9.2 Setup of transfer to Visma Løn It is possible to transfer project numbers for salary registrations (Not for absence registrations) to an input entry in Visma Løn. The setup must be done by Visma.   In the screen image for “Settings” (See section 2.3) the setup will be shown like this: For the ones who are interested, here is a short description of the setup in the payroll system Visma Løn:   The chart of accounts sort code needs to be setup in Visma Løn (“opsætning” - “Kontoplan” – “Sorteringskode”) before the integration to the cell “Valgfri” can be activated. You can choose integration for:   Ingen integration, lønregistreringer vil blive overført uden projektnummer (No integration, salary registrations will be transferred without project number) Kontoplanfelt 1 (Chart of accounts field 1) Kontoplanfelt 2 (Chart of accounts field 2) Kontoplanfelt 3 (Chart of accounts field 3) Kontoplanfelt 4 (Chart of accounts field 4) Kontoplanfelt 5 (Chart of accounts field 5) Kontoplanfelt 6 (Chart of accounts field 6)   Visma HR can transfer one sort code to Visma Løn. Companies with multiple employers, and with different chart of accounts, needs to have identical sort codes for all employers. The same applies if the company in Visma HR has integration to different customer relation numbers in Visma Løn.    If you change a sort code in Visma Løn you also need to change the chart of account field in Visma HR. If you delete the chart of accounts cell for the sort code you need to change this in Visma HR as well. If you have “Aflønning” as a part of the sort code in Visma Løn you need to remember that this chart of accounts field is not read in through a decentral read in. Because of this “Aflønning” should not count in the order. 2.10 User/Roles The access rights for Visma HR can be controlled in the menu item “User/Roles”. Typically, it will be the administrator, and users with similar rights, who will have access to this menu item. The menu item contains four sub-menus which are all described here below.   Before a new user (employee) can get access to Visma HR the user needs to be setup in Vismas Login-module. It is the administrator of the company who has access to create and setup new users in the login-module. It is not possible to get access to Visma HR without being setup as a user and without having a user role.   2.10.1 Users This is how you create and setup a new user:   Click “New” Fill in the Username, 40 characters at the most (The username does not have to be the same as in the login-module) Fill in “User id” from the user setup in the login-module (A user id is 13 characters long and typically consists of CVR number and a 5-digit sequential number) Select employee number and name for the user in dropdown-list Click "Save" Afterwards it is possible to edit the username, user id or entirely delete the user. Entirely deleting the user requires that the user rights are deleted as well.   The cell “Last log on” is not active in the current version of Visma HR.   Please note: Employees who need to have different accesses in Visma HR – meaning different roles – needs to be setup as many times in the login-module as in this menu.   2.10.2 Access for Special Information This menu item is used to control the access to the information categories (the tabs) in special information. As an example, you can choose that an IT-role will only get access for the tab “IT”.   Regardless of who has setup a new “Special information”, the administrator will automatically get access to the new category.   2.10.2.1 Assign access to "Special info. roles" Click on the category in the column “Special information category name”, ex. IT Add the role (Shown in the bottom part of the screen) which needs to get access to the information category Click “Save” If you click on the column “Role names” you will see the special info. categories the role has access to.   Please note: All users who has access to special information will also have access to the special information category “Miscellaneous”, which is why this category should not be used to record confidential information.   2.10.3 Roles In the menu item “Roles” the standard roles and flexible roles, which are available for your company, will be shown.   Visma HR has the following 11 standard roles: Administrator, Company Administrator, Organisation Department leader, Read Department leader, Edit Absence enrolment HR HR - Without multi-function Course administrator Salary Employee - Primarily for users of the Leader- employee module Leader - Primarily for users of the Leader- employee module   If your company is set up to use all standard roles, these will all be shown in the menu. Apart from this, your flexible roles will also be shown – roles that are customized especially for your company. If you click on a role, the setup for the role will show. You can give the role another name – Other cells cannot be edited.   Editing of roles or setup of new roles can be done by contacting Visma.   2.10.4 User/Roles User rights can be setup in this sub-menu item. This is also where you can give an employee the final access to Visma HR, after you have setup the employee as described in section 2.10.1 When you click on a line in the list of users, the company’s and/or departments that the individual employee has access to, will show in the bottom part of the screen.   2.10.4.1 Assign user rights for a user Click on “New” Select the employee in the dropdown-menu “User” Select one of the roles in the dropdown-menu “Roles” If you are assigning rights for a user who needs access to employees in one or more departments you need to mark the company and departments on the right side of the screen. Please note: Employees who only needs access to their own data does not need a mark in department! Click “Save” Please remember that you can only assign one role per user (User id).   2.11 Salary types / Absence codes When converting from Visma Løn to Visma HR all the salary types and absence codes which you use will be created. These will show in the menu item “Set up salary items/absence codes”. You can add new salary types and absence codes by clicking “New field” and selecting from the dropdown-list. Afterwards the newly added salary type or absence code will be shown in the matching lookup table. In the lookup tables 320 benefits 322 absence type 324 variable salary registrations You can setup your own codes which will not be transferred to Visma Løn. These codes needs to be different from the codes which does already exist in the payroll system Visma Løn (See Wage type catalog on Visma Community) Ex. The absence code needs to be setup with a 3-digit code.   2.12 Codes to occupation Companies who has the Leader- employee module, will also have access to the menu item “Codes to occupation”. This is where you control which wage types and absence codes that needs to be available to the individual “Codes of occupation”. This is how you add new codes of occupation:   Click on the occupation code until it is blue Open the sub-points by clicking on the arrows Click in the left side on the absence code that needs to be added to the occupation code. The code should now be shown on the right side End by clicking “Save”   Do never click on the “Remove all” button – Then the whole setup will be deleted.   The rights to register salary types and absence codes can also be setup on role-level in the menu item “Code setup”.   2.13 Work plan The menu item “Work plan” is specifically developed for customers with a finance setup or companies which has access to view balances. Other companies can also use the work plan, but for these companies the work plan cannot be transferred to the payroll system Visma Løn. In Visma HR there is a connection between work plan, work calendar and absence calendar, including absence recordings and any balances.   This is an example of a work plan for the organisation (Company): The work plan can be created on company level and on employee level. You can only create one work plan per company – even if the company has multiple customer relations in Visma Løn.   Please note: Calculation of the average work hours per week is shown in hours and minutes, in contrast to the absence recordings. Example: If the company’s work plan is 36 hours / by 5 work days, the average time per work day will be 7.20. If the average time is shown in hours = 7:12 (7 hours and 12 minutes).   2.13.1 Create work plan for the organisation (Company) Click on “New” Add “From date” and “To date” (If “To date” is not filled out the system will automatically fill in the date 31-12-2049) Fill in the cell “Description” (Will be shown the employees work calendar) Fill in “Week 1” with the relevant week days If you use the “Tab button” the cells will automatically be filled out with the time from the day before. Click on “Add week”, if the companies work plan will change from week to week Click on “Save” Click on “Transfer to salary system”   When the button “Transfer to salary system” is inactive, it means that the integration of the work plan has been successful. If you change anything in the work plan after it has been transferred to the salary system, you just need to click “Save” and the transferred work plan will automatically be updated in the salary system.   Please note: The work plan cannot be transferred if a payroll or an adjustment is initiated.   2.13.2 Create work plan for employees The employees always need to have personal work plan, if the employees work hours are different from the company’s work plan, which is also the reason that a part time employee always needs to have a personal work plan.   This info message will show when you have selected a part time employee: “Create a work plan for the employee as the work hours is different from 100%”   Click on the tab “Employee”, if you have not selected an employee in the employee list beforehand, you can find the employee by clicking “Search”. Create the work plan as described above.   If an employee with a personal work plan needs to convert to the work plan for the company, ex. If he/she changes from a part time employment to full time employment, you should fill out the cell “To date” on the employee’s personal work plan. When this is done the employee will automatically be covered by the company’s work plan.   2.14 Absence by email In this menu item, you should mark all the absence types which needs to be shown in the employee’s calendar when the recorded absence has been approved. Employees who needs to receive an email with absence needs to have an email address registered in the menu item “Employee” in the “E-mail” cell. E-mail addresses in the cell “E-mail (private)” does not trigger an email notification.   Furthermore, to receive notifications by e-mail, it is a precondition that the cell “Send e-mail with approved absence” have been filled out with “Yes”. This mark is setup on company level.  2.14.1 Rules for e-mail notifications as meeting booking The following rules applies in order to receive e-mail notifications:   Only approved absence can be sent by e-mail to the calendar At the same time as the absence recording have been approved by the leader or administrator the email notification will be sent. For companies without the Leader- employee module absence will be considered approved as soon as the absence has been recorded. When you click “save” the e-mail will be sent. Notifications is an e-mail with the text “Approved absence in Visma HR”, which are sent to the employee who is absent. The sender of the e-mail is the person who has approved the absence   Please note: It can be inconvenient to be setup with your personal e-mail as your username in Visma HR (See section 2.10.1). If a user has been setup to approve their own absence, the calendar will not always accept a “noreply” e-mail sent from your own mailbox.   Absence will be shown as a reservation from 8:00 to 18:00 in the calendar, on the day of the absence. When the recording is approved, the absence will be shown as “busy” in the calendar. Absence recordings in hours which have a timestamp, will be shown on that exact time.   If the “From date” or “To date” is changed afterwards, or if an absence is deleted completely, the calendar will automatically be updated.   2.15 Code setup In the menu item “code setup” it is possible to indicate if an absence code or salary type that needs approval, should be hidden for the employees, or if the code should not be shown at all in Visma HR. The menu item “Code setup” is only relevant to companies who has access to the Leader- employee module. Needs approval In this column, you should mark if recordings on an absence code or salary type, needs approval before they are transferred to the payroll system.   Hidden for employees In this column, you can mark if the employees, in this case Leaders, are also considered as employees, should be allowed to use all absence codes or not. “Hidden for employees” means that the employee will not be able to register anything on this absence code. Sometimes it can be a good idea to hide a code ex. Leave. Employees will be able to see all registrations for themselves, even if these have been done by the administrator in the Absence menu item or in the payroll system.   Code is shown in Visma HR In this column, you can setup whether a salary type code should be shown in Visma HR or not. The setup you make here, can be overruled in the role setup menu. Ex. You can give a specific user role access to register only on salary type “1100 – Timeløn” (Wage per hour), while you yourself as administrator will still have access to all salary types.   Is shown after salary processed This setup is primarily used for salary registrations, where the information cannot be visible to the employees, before the payroll has been processed. An ex. can be bonuses, which the Leader would like to inform the employees about, before they see it in the system. In such instances, the information should not be visible to the employees before the information has been processed in the salary.   2.16 Cost center Here below you can see all cost centers on the individual company. You can setup a new cost center like this:   Select Company and employer Click “New” Fill in “Number” – 6 characters at the most Fill in “Name” – 6 characters at the most Click on “Update”   The new cost center will automatically be created in Visma Løn as soon as you start using it on an employee.   2.17 Payment location Here below you can see all payment location on the individual company. You can setup a new payment location like this:   Select Company and employer Click “New” Fill in “Number” – 6 characters at the most Fill in “Name” – 6 characters at the most Click on “Update”   The new payment location will automatically be created in Visma Løn as soon as you start using it on an employee.                

1. Introduction In the menu item “Import information” you can import common absence. This can ex. be used to import absence recordings from a time recording system or from other recording systems.   With “Absence via Excel” you can import both standard absence codes and the absence codes you have created yourself. If all the absence recordings do not need approval they will get the status “Approved” and they can immediately be transferred to the payroll system. Absence recordings which needs approval will get the status “Pending”.   2. Description of file-format When you import absence in Visma HR the file needs to be in an Excel-format. Below you can see which fields cells you can import to Visma HR. Every cell matches a column heading. It is important that the headings are written in English exactly as shown here below, then the file can be imported without any validation errors.   3. Example of absence-file (Excel) The placement/order of the columns has no influence on the import in Visma HR as long as the columns has the correct Headings.   3.1 Format for the "StartDate" and "EndDate" columns The following date formats are supported: dd-mm-yyyy, 11-mm-yy, ddmmyy, ddmmyyyy. However, you should note that the date columns should be formatted as numbers if you choose ddmmyy or ddmmyyy to avoid deleting prefixed zeros. For absence recordings where the absence type is recorded in hours you can writhe the time together with the dates.   3.2 Format for the "EmployeeNumber" and "AbsenceTypeCode" columns “EmployeeNumber” and “AbsenceTypeCode” are alphanumeric cells in Visma HR. For this reason, these columns need to be formatted as text in the Excel-file if you want to ensure that the prefixed zeros are not deleted. You can format the columns in the following way:   Mark the column Select “Format cells” (By right-clicking the mouse) Select “Text” Click “Ok” to save the formats The number format in the number and amount columns need to be #,##. That means that the decimal separator as a rule should be comma. The system can under some circumstances however handle period as decimal separator. If the program is run with international settings the number format can be #.##. The number format cannot contain thousands separator.   4. Import of the Excel-file Log into Visma HR and select the menu item “Import information”. See section 4.1 if the company has more than one employer.   Click on the Upload icon  Click on “Open absence file   If the file has no errors the data will be imported and you will get a receipt for the import. When you get this receipt, you will be able to edit or delete the absence. The imported absence can also be found on the individual employee or in the menu item “Common reporting absence”.   If there is an error in the file Ex. because of overlapping start dates, absence across years or invalid absence codes you will get an error message telling you what is wrong.   On the right you can mark each line which does not have errors and select “only import marked lines” to import these lines without errors. Unmarked lines will not be transferred to Visma HR.   Absence recordings with errors can be edited in the excel file and then be imported again. Only absence that has not already been imported will be imported again.   4.1 Multiple employers in the same company If the company has more than one employer you will see a dropdown-menu where you should select which employer you want to import absence for. Only absence for the selected employer will be imported. You cannot import absence for employees hired by different employers at the same time. The reason for this is that some employees might have identical employee numbers within the different employers, which is why you need to make an Excel-file for each employer. Otherwise all the recorded absence for employees with identical employee numbers will be imported on the employer that was selected first.      

 1. Introduction You can use ”Reminders” to ensure that you remember birthdays, jubilees and other selected events. The access to the menu item “Reminders” is determined by role.   You can create reminders for: Birthdays (Fødselsdage) Milestone birthdays (Runde fødselsdage) Jubilees (Jubilæer) Absence recordings (Fraværsregistrering) Approved recordings (Godkend registreringer) Absence refunds (Fraværsregistreringer)   The reminder tool in in Danish, but you can create the content for your employees in English. When you select the menu item “Reminders” you can see the reminders you have created (Oprettede påmindelser). To view future reminders, which will be send out during the next 3 months you should click on the line with the reminder you want to view (Kommende begivenheder). If you want to create a new reminder, click “New” First you should choose a topic “Emne”, then you will get the possible cells which fits the selected topic. 2. Create reminder When you have selected the reminder type you want to create, then the template will change so you will only see the relevant cells for that reminder. In the reminder for absence recordings you can deselect that the reminder should apply to all employees and tick off the cell all except (Alle undtagen) and after this deselect certain occupation codes if you need to.   On the reminder for “Milestone birthdays” (Runde fødselsdage) the cell “age” (alder) will appear and you need to mark which milestone birthdays you want to receive reminders for. On the reminder for Jubilees (Jubilæer) the cell “Jubilee” (Jubilæer) will appear, and you need to mark which jubilees (Jubilæer) you want to receive reminders for.    In general, you need to go through the following when you first setup a reminder:   Click on “Ny” (new) Choose “Emne” (topic) in the dropdown-menu Fil in the cell “Påmindelse” (Reminder) with an expressive name Fill in “Beskrivelse” (description) Keep on setting up the reminders as described below for the different reminder types. If you would like you can adjust the text which is send out by e-mail (Ex. write the text in English) and choose when the reminders should be sent.   3. Birthdays Below you can see what the template for milestone birthdays (runde fødselsdage) looks like. The template for birthdays (fødselsdage) is similar, except form the fact that the cell “alder” (age) will not be shown, and for “Modtagere” (recipients) there will be an extra option called “Fødselarens afdeling” (The birthday boys/girls department).   3.1 Age (Alder) This cell can be found in “runde fødselsdage” (Milestone birthdays) and you should mark the milestone birthdays which you want to receive reminders for.   3.2 Recipients (Modtagere) You should mark at least one recipient (modtager). The closest leader and department for the employees who are celebration the milestone birthday is determined by the setup in “employee”. If you choose the department of the birthday boy/girl, please note that the birthday employee him-/herself will also receive the reminder.   3.3 Text in the reminder e-mail (Tekst I påmindelses-mailen) In the grey box on the left side of the page you will see the standard text that will be sent out with the reminder. You can edit this text so it fits your company’s specific needs ex. write it in English. Below the text box you will find several merge-cells which you can use in the text. To add the merge-cell you just click on it.     You can delete a merge-cell by placing the mouse right behind the mark and pressing “backspace” or in front of the mark and pressing “delete”.   4. Jubilee (Jubilæer) This the template for jubilees (Jubilæer)     4.1 Jubilees (jubilæum) Tick off the jubilees for which you want to receive a reminder. (år = years) You can mark all the jubilees you want to.   4.2 Recipients (Modtagere) You should mark at least one recipient (modtager). The closest leader and department for the employees who are celebrating the milestone birthday is determined by the setup in “employee”. If you choose the department of the birthday boy/girl the, please note that birthday employee him-/herself will also receive the reminder. “Andre medarbejdere” (Other employees) can be chosen if you want employees from other departments to receive the reminder. The same applies to “Andre e-mailadresser” (Other e-mail addresses), which can be used if the recipients should be someone who are not an employee.   4.3 Test in the reminder e-mail (Tekst I påmindelses-mailen) In the grey box on the left side of the page you will see the standard text that will be sent out with the reminder. You can edit this text so it fits your company’s specific needs ex. write it in English. Below the text box you will find several merge-cells which you can use in the text. To add the merge-cell you just click on it. You can delete a merge-cell by placing the mouse right behind the mark and pressing “backspace” or in front of the mark and pressing “delete”.   5. Absence recordings (Fraværsregistrering) Below you can see what the template for absence recordings (fraværsregistrering) looks like. This is used to remind an employee or leader to register their absence. In the menu item “Settings” in the sub-menu item “Organisation” you can change the settings for these reminders if you want to avoid sending reminders for employees who has already recorded their absence or for employees who has not had any absence.     5.1 About who? (Om hvem?) This is the only reminder where you need to choose if the reminder should be sent to all employees (alle) or if you want to leave some employees out (Alle undtagen). If there are employees who should not receive this reminder you can deselect single occupation categories (Stillingskategorier) when you tick off the box “All except” (Alle undtagen). When you have done this, you should be able to click on the blue “minus” button to the left after which the occupation category will appear under “Udvalgte medarbejdere” (Deselected employees)     5.2 Recipients (Modtagere) You should mark at least one recipient (modtager). The closest leader and department of the employees who are celebration the milestone birthday is determined by the setup in “employee”. If you choose the department of the birthday boy/girl, please note that the birthday employee him-/herself will also receive the reminder. “Andre medarbejdere” (Other employees) can be chosen of you want employees from other departments to receive the reminder. The same applies to “Andre e-mailadresser” (Other e-mail addresses), which can be used if the recipients should be someone who are not an employee.   5.3 Test in the reminder e-mail (Tekst I påmindelses-mailen) In the grey box on the left side of the page you will see the standard text that will be sent out with the reminder. You can edit this text so it fits your company’s specific needs ex. write it in English. Below the text box you will find several merge-cells which you can use in the text. To add the merge-cell you just click on it. You can delete a merge-cell by placing the mouse right behind the mark and pressing “backspace” or in front of the mark and pressing “delete”.   5.4 Setup of absence recording for the organization You can choose if you want your employees to confirm that their absence is ready for approval. Select “Settings” then “Organisation” in the menu on the left, after this fill out the cell “Absence registrations”, here you will have 3 possibilities in the dropdown-menu.   Send reminders to everyone If you choose the setting “Send reminders to everyone”, all employees will receive an e-mail regardless whether they have already registered absence, have already submitted absence for approval or have not been on this page at all.   Send reminders, until the employee marks their absence ready for approval If you choose the setting “Send reminders, until the employee marks their absence ready for approval” the employees will get a button called “Ready for approval” in the absence menu. The employee can confirm that he/she does not have any more absence to register up until today – and then avoid getting reminders to register absence for the next 24 hours.   All employees who has not clicked on the button “Ready for approval” will get an e-mail with a reminder to register absence. The button will be visible to all roles who has access to the menu item employee, but only the employees themselves can push the button.   Even if the employee has not pressed the ”Ready for approval” button the leader can still approve the absence.   Send reminder, until the employee has visited the page “Absence” If you choose “Send reminders, until the employee has visited the page absence”, the absence will appear as ready for approval when the employee enters the page “absence”.   This automatic control, records that the employee has been on the page for absence, and the system will therefor assume, that the employee has registered all his/her absence. The button “Ready for approval” will therefore not show on the absence page.   By entering the page “absence” the employee will avoid being reminded to register absence for 24 hours. All employees who has not visited the “Absence” page will receive a reminder by e-mail.   6. Approve recordings (Godkend registreringer) “Approve recordings” (Godkend registreringer) is used to send reminders for the leaders or others who can approve absence. 6.1 Recipients (Modtagere) You can choose between “immediate leader” (Nærmeste leder), Other employees (Andre medarbejdere) or Other e-mail addresses (Andre e-mailadresser). If the immediate leader is also the approver you should only mark “Nærmeste leder”.   6.2 Test in the reminder e-mail (Tekst I påmindelses-mailen) In the grey box on the left side of the page you will see the standard text that will be sent out with the reminder. You can edit this text so it fits your company’s specific needs ex. write it in English. Below the text box you will find several merge-cells which you can use in the text. To add the merge-cell you just click on it.   You can delete a merge-cell by placing the mouse right behind the mark and pressing “backspace” or in front of the mark and pressing “delete”.   7. Absence refund (Fraværsrefusion) Is used for reminders to seek refunds for absence. The reminder will be send on the 31 st day of the unfinished absence (Sickness). To receive the reminder, it is very important that you do not fill in an “End date” on the absence registration. This should only be done when the employee is well and returns to work.   7.1 Recipients (Modtagere) You can choose between “immediate leader” (Nærmeste leder), “Other employees” (Andre medarbejdere) or “Other e-mail addresses” (Andre e-mailadresser). It is important that you select “Andre medarbejdere” and mark the individual people who are responsible for seeking the refund.   7.2 When? (Hvornår?) The reminder for “absence refund” will be send on the 31 st day of the unfinished absence. Therefore, you will only be able to choose what time the reminder should be sent out.   7.3 Unfinished absence (Fravær uden slutdato) The “absence refund” reminder will only be send for unfinished absence, so in order to be able to use this feature, you need to allow absence to be recorded without an end date. This can be done in “Organisation” under “Settings”. Please note that absence without end date will not show the absence duration. To view a list of recorded absence without end date you can use “Reports” and the report “Absence list”.   Sickness with a duration below 31 days and sickness without end date will be shown, if you click on the line for the reminder to seek refund, below “Future reminders” (Kommende påmindelser). When the sickness exceeds this period, it will no longer show in Visma HR. The reminder itself will be send on the 31 st day. The absence period should be uninterrupted. 7.3.1 Possible absence codes (Mulige fraværskoder) It is possible to record absence without end date, for absence connected to sickness. Please note that project number can also be used on absence without end date, if the project number itself is without end date. Absence without end date can be used on the following absence codes.     Hvis du burger Visma Løn  If you use Visma Løn  10 Sygdom med løn Sickness with pay, salaried employee 12 Sygefravær dagpenge, funktionær Sickness, sickness compensation, salaried employee 13 Barn syg Sick child 14 Sygdom med dagpenge, timeløn Sickness, sickness compensation, hourly paid employee 15 Sygdom med timeløn Sickness with pay, hourly paid employee 16 Sygdom med sygeløn, 4 uger gsn. Sickness with pay, 4 week average 17 Sygdom med sygeløn, egen sats Sickness with pay, own rate 18 Sygdom med dagpenge, eg. sats Sickness, sickness compensation, own rate 19 Sygdom med sygeløn, kvt. Gns. Sickness with pay, quarterly average 20 Sygdom med dagpenge, kvt. Gns. Sickness, sickness compensation, quarterly average 21 Sygdom med sygeløn beløb Sickness with pay, amount 22 Sygdom med dagpenge beløb Sickness, sickness compensation, amount 23 Sygdom med dagpenge 4 ug. Gns. Sickness, sickness compensation, 4 week average 24 Sygdom ifm. arbejdsskade Sickness, work-related injury 25 Barn syg Sick child 26 Sygdom med sygeløn, sats i tabel Sickness with pay, rate in template 27 Dagpenge med sats i reultattabel Sickness compensation, rate in template 35 Sygdom ifm. graviditet Sickness, related to pregnancy   The absence codes below will trigger a reminder to seek refund.   Hvis du burger Visma Løn  If you use Visma Løn  10 Sygdom med løn Sickness with pay, salaried emploee 12 Sygefravær dagpenge, funktionær Sickness, sickness compensation, salaried employee 14 Sygdom med dagpenge, timeløn Sickness, sickness compensation, hourly paid employee 15 Sygdom med timeløn Sickness with pay, hourly paid employee 16 Sygdom med sygeløn, 4 uger gns. Sickness with pay, 4 week average 17 Sygdom med sygeløn, egen sats Sickness with pay, own rate 18 Sygdom med dagpenge, eg. sats Sickness, sickness compensation, own rate 19 Sygdom med sygeløn, kvt. Gns. Sickness with pay, quarterly average 20 Sygdom med dagpenge, kvt. Gns. Sickness, sickness compensation, quarterly average 21 Sygdom med sygeløn beløb Sickness with pay, amount 22 Sygdom med dagpenge beløb Sickness, sickness compensation, amount 23 Sygdom med dagpenge 4 ug. gns Sickness, sickness compensation, 4 week average 24 Sygdom ifm. arbejdsskade Sickness, work-related injury 26 Sygdom med sygeløn, sats I tabel Sickness with pay, rate in template 27 Dagpenge med sats I reultattabel Sickness compensation, rate in template 35 Sygdom ifm. graviditet Sickness, related to pregnancy  

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