When you click + New Employee, a popup opens where you can enter the general employee data. This popup contains all the data from the Data submenu of a selected employee. In the following steps, we will go through all the points you need to consider when creating new employees.
Username
The username is the name the employee will always use to log in to ZEP and must be unique within your company.
You can use an abbreviated version of the name. However, note that the name will appear in certain reports. Under Administration > Employees > Settings, you can specify whether employees should appear in reports by username, last name/first name, or username (first name last name).
As an administrator, you can change an employee’s username. In the Data section of the employee, you can open the edit view by:
Clicking the pencil icon above the username.
Entering the new username and clicking Execute.
Saving the change by closing the Edit Employee dialog with Save.
When you change a username, the change takes effect immediately!
Please inform the employee after the change that they must log out and log back into ZEP and its apps to avoid issues.
Enter the employee’s email address here. This address will be used for all automatic emails sent by ZEP to this employee.
Since calendar functionalities such as “approvals” are linked to the employee’s email address, we recommend entering only one specific email address per employee. Avoid using the same email address for multiple employees.
Send link to change password by email or set password
If a new employee is created or the password of an existing employee is reset, the employee will receive an email with their user name and a link to set their password.
For security reasons, the link is only valid for 24 hours.
The same applies to a customer contact who should be given access to the ZEP ticket system.
If you select the option: Enter password , enter a password here as an administrator and confirm it. No email will be sent to the employee. The employee will then need the assigned password to log in for the first time and will then be asked to change the password.
Employee rights in ZEP
Employee authorization levels: Select the appropriate authorization for the employee. The user rights in ZEP in detail:
User
Record times and documents on a project-related basis. Entries and corrections (within the specified time frame)
evaluations of all self-collected data
Users with additional rights (additional)
information about customers
Further rights related to the Overtime, Absence & Holiday module; see table.
Project controller (additional)
sees all projects without having to be assigned to the project
sees most project evaluations, including project turnover, planned figures and budget, resource planning (does not see revenue evaluations)
only with invoicing module: sees overall invoice status without the checkbox "show internal costs"
sees which departments there are (has all to choose from in the project evaluations)
sees all offers and templates, but is not allowed to edit/change them (unless he is the offer editor)
sees all prices and tickets (based on the projects) including planned figures (like controller)
Document management: sees project documents (but no employee documents and no customer documents)
global search: all projects and customers, but no employees!
Controller (additional)
Employee and project evaluations: across all employees and all projects
Project planning: Read permission for all projects (cover sheet)
Adjust format and create payment documentation
Employee management: Read permission for all employees (cover sheet)
Customer management: Read permission for all customers (cover sheet)
Administrator (additional)
Manage basic data
Correct recorded times/receipts of all employees
Central recording
All evaluations
project planning, employee and customer management
Rights at project level
Whenever you assign an employee to a project, you decide whether he or she should be the project manager or just a project employee in that project. If a user or a user with additional rights is the project manager in some projects, his or her rights for those projects are expanded.
project manager (user right: "User")
project-related evaluations other than yield evaluations
Project manager (user right: "User with additional rights")
project planning
project-related evaluations other than yield evaluations
information about customers
further rights in connection with the invoicing module.
Price group, language & department
Price group
Assign a standard price group to the employee (for an overview of the price groups, see Administration > Master data > Prices & documents > Price groups ) .
This is already preset later during project planning, when you (or the relevant project manager) assign an employee to a project, but can also be changed individually for each project and employee.
ZEP language
If the employee has set the language to "-Default-", the language set under Administration > Settings > General applies to him.
If an employee should not use the standard language but should use a different language, this can be set in the employee administration.
Each employee can change the language of ZEP via the Profile menu item. The login page will then continue to be displayed in the default language, and after logging in the user will see ZEP in their language.
Department
If you use the Departments, Branches & Locations module, you can assign the employee to a department.
Additional meal expenses & project time import
Additional meal expenses
This setting is only relevant from ZEP Compact with the travel expense accounting module and the calculation method Germany or Austria setting under Administration > Settings > Additional meal expenses.
If you enable the calculation of the VMA for an employee (i.e. the checkbox is activated), this has the following effects:
the resulting VMA are listed in the cost statement of the corresponding employee
VMA arise implicitly in projects as internal costs in the yield evaluations
VMA are implicitly exported in the cost export (Export module for accounting)
travel allowances and VMA are calculated depending on the travel settings of the project
If you deactivate the calculation of the VMA for an employee (i.e. the checkbox is not activated), this has the following effects:
no VMA is listed in the cost statement of the corresponding employee
implicitly, no VMA arises in projects as internal costs in the revenue analyses
implicitly no VMA are exported in the cost export (Export module for accounting)
Depending on the travel settings of the project, travel allowances and VMA are calculated (even if the corresponding employee does not receive VMA)
Special feature for Austria
If you have set the calculation method for Austria, you can set for each employee whether the 24-hour rule or the calendar day rule applies to this employee.
The employee-specific setting only affects the "internal" billing of the employee's additional meal expenses (internal costs, revenue analysis, cost accounting). For the external calculation (project), the standard from Administration > Settings > Additional meal expenses is always used.
Project time import
If this option is enabled, an administrator can import project times via Excel under Employees > Reports > Project Time Import.
This employee can import his or her own project times under My ZEP > Reports > Project Time Import.
Release of times and backward recording
Release of recorded project times, receipts, absences
Here you can see up to which date the corresponding employee has released his ZEP data. An administrator can change this release date here or change it to "no entry".
Where does an employee enter this "Released by date"?
In the project time table under My ZEP > Project times, the last entered "Released until date" can be found in the line with the week information.
Once an employee has entered a release date, he or she can no longer undo it
Employees can no longer edit their project times, receipts, or absences for the period up to and including the release date.
If the release date needs to be changed, an administrator can correct it at any time in the Employee Data submenu.
Where is this release date displayed?
A project manager sees a lock symbol for the release date in his project under project staff in the table. This symbol is blue if the release is later than the start of the evaluation period (for example, if project staff assignment is shown for October, then the symbols are blue if the release is October 1st or later), otherwise gray. The exact release date can be seen by hovering over it.
An administrator can see this release date under Employees > Administration and under Employees > Administration > [Employee name] > View and change data . If you also use the Overtime, Absence & Vacation module, you will see the release symbol next to the lock symbol under Administration > Monthly Closing .
A department manager (only with the Departments module) can see or edit the release date under Departments > Employees . If the Overtime, Absences & Vacation module is also used, the department manager can see the employees' release dates under Department > Employee Locks .
Backward recording additional back (in days)
Allow this employee to record his project times and, if necessary, documents further back in time, e.g. if this employee is traveling for a longer period of time and does not have internet access.
Specify how many additional days the backward entry of project times or documents is permitted. You can also set a time limit for this different setting.
The employee setting applies in addition to the setting under Administration > Settings > Project time & receipts.
Overtime & overtime pay per employee
This setting controls what is displayed in corresponding reports. A detailed explanation can be found the corresponding article for the module overtime & absences.
