You can access this information by clicking on the user name of an employee displayed under Employees.
Here you can find all general data for your employee. The following menu items are only displayed if the corresponding modules are activated:
Internal Hourly Rates (module Revenue & Costs)
Documents (module Document Management)
Dashboard
The employee dashboard displays information about the selected employee.
Data
In the submenu item Data you can see the data you entered when creating the employee:
user name
rights
standard price group (minimum ZEP Compact Prices & Receipts)
ZEP language
personal number
abbreviation
title
name
address
department (minimum module Departments & Locations)
e-mail
contact details
additional meal expenses (minimum ZEP Compact with Travel Expenses)
category (you can select the employee categories that are created under Administration > Employee > Categories)
remark
release of the collected data until
You can use the Edit button to access the general employee data for editing. You can also change the user name in the editing window.
You can use the Reset Password button to force this employee to enter a new password.
Periods of employment
This is where the employee's start and end dates are managed. You can also enter the employee's vacation entitlement (important if you use the Absence & Overtime module).
When you create a new employee in ZEP, ZEP automatically enters the day on which you created this employee in ZEP as the start date.
If an employee leaves your company, you do not need to remove them from the system. It is sufficient to end the employee's current period of employment.
An employee without a valid employment period is not counted towards the licensed user count, so you can fill the vacant space with a new user.
An employee is only displayed for selection for evaluations if the evaluation period and the employment period overlap.
Create a new employment period
Click on the button + Create new employment period .
An employee’s periods of employment may not overlap.
The termination date of an employee does not need to be entered if none has been contractually agreed.
Employees can only log into ZEP and record times during their period of employment.
You can optionally display the comment field as a column in the employee table under Employees > Administration .
Change and Edit
By clicking on the pen and paper symbol you can change the data of an employment period.
The employment period must always be such that all recorded project times, receipts and absences (when using the Overtime, Absences & Vacation module) are within the defined employment periods. For example, if an employee leaves but has vacations booked for the future, these must first be deleted before the employment period can be ended.
You can use the scissors symbol to split existing periods of employment. This is useful, for example, if you need to enter a new holiday entitlement even though periods have already been booked.
The merge symbol allows you to merge the employment period with the previous one. This can be seen as a counter-function to splitting the employment periods.
With the Absences & Overtime module
There are basically two ways to enter holiday entitlement: holiday entitlement in this period or holiday entitlement per year.
Holiday entitlement during this period: Makes sense if the period of employment is limited by a termination date and this period is less than one year.
Vacation entitlement per year: Contractually regulated vacation days per year.
Regular working hours
Record the contractual agreements regarding your employees’ working hours in ZEP. For " Contract" select "Hours/Day " or "Hours/Month" .
For each employee, enter their individual working days (activate checkbox) and working times (in hours) per working day or the number of hours per month and specify the days of the week that count as working days. ZEP then calculates the standard working time per working day per month dynamically (per task).
You can set working days from Monday to Sunday.
Working days can have a standard working time of 0. This makes sense, for example, if an employee is not supposed to record times but only holidays in ZEP.
No working day: no regular working hours can be specified (the regular working hours in this case are 0).
The default setting in ZEP is the standard working time in hours per day that you entered in the master data.
A working day means (with module overtime, absences & vacation):
The employee can enter absences (including vacation) for this day.
Each vacation day entered is deducted from the vacation entitlement. Each vacation day is of equal value, regardless of the standard working hours that apply.
With resource planning module: every working day is a "target day" in terms of resource planning
Half holiday: if the weekday is a working day, then the holiday is also half a working day.
No working day means:
The employee cannot record absence on such days.
When entering longer holiday periods, the day is automatically cut out.
Is not a "target day" in the sense of resource planning
The employee can still enter project times (this results in overtime because the standard working time is "0"). The same applies to entire public holidays.
Working day and still regular working hours 0 means:
If the employee does not work on that day, no negative hours are incurred.
On such days, no absence hours can be recorded.
The standard working hours have a " valid from " date. If the standard working hours change, create a new data record with the corresponding start date using + New standard working hours.
You can optionally "link" a monthly hourly limit and a break regulation (created under Administration > Master data > Project times > Break regulation ) to the standard working hours.
Regular working hours cannot be changed, deleted or created:
if this affects a period that has already been completed (through monthly closing)
if this changes the break regulations for a period in which project times have already been recorded.
Automatic hourly adjustment per month
If you have activated " Contractually compensated overtime " under Administration > Settings > Overtime, absences, vacation , you can adjust here how many overtime hours should be reconciled each month in percent or fixed hours.
Holiday calendar
Select which holiday calendar from Administration > Master Data > Holidays should apply to this employee.
Hourly limits
If there are employees in your company who are not allowed to exceed a certain working time per month/week, monthly/weekly hourly limits can be set for these employees:
You can enter a "monthly/weekly upper limit" in an employee's regular working hours . This essentially defines a maximum working time per month.
The working time determined in ZEP (without the overtime, absences & vacation module) consists of:
Actual working time -> project time
holidays
If you use ZEP with the Absences & Overtime module:
The determined working time consists of:
Actual working time -> project time
Illness -> Absences in the category "paid absence"
Vacation -> Absences in the category "annual vacation"
holidays
A public holiday or a full day of absence is valued at the number of hours that count as regular working hours for the weekday in question.
If the hourly limit is exceeded, this is indicated in the My ZEP > Project times view (for administrators also under Employees > Administration > [Employee name] > Administration > Project times ) by a red exclamation mark in the top right of the project time table. If you hover over it with the mouse pointer, you will receive further information in the flyover text.
Task monthly/weekly limits: Under Administration > System > Scheduler > Tasks, administrators can be informed by email when an hourly limit is exceeded in the selected period in the past up to and including the current month.
Evaluation of the hourly limit: In the end-of-month evaluation, an additional table "Compliance with the monthly hourly limit" is displayed for employees with an hourly limit.
Under Administration > Monthly Closing , employees who have exceeded their hourly limits are marked with a red exclamation mark.
Impact of the hourly limit: If the hourly limit is exceeded, ZEP informs (month-end evaluation, month-end closing), but neither the project time recording of the corresponding employees is prevented nor the month-end closing is prohibited.
Internal hourly rates
Here you enter the employee's internal costs. ZEP needs the hourly rate for the revenue calculations in the project evaluations and for the departmental evaluations regarding costs. In the employee's projects, you can also enter a (different) project-specific internal hourly rate . The corresponding project-specific internal hourly rate is used for the revenue evaluations of these projects.
To determine the internal hourly rate, use the respective salary and the other proportional costs per employee (e.g. office rent and office equipment). The internal hourly rate of an employee has a validity period in ZEP. It is always valid from the date that you enter under "Valid from".
Initially, the internal hourly rate is set to 0 without a "valid from" date (i.e. since the start of employment).
If the internal hourly rate changes, click on + Create new internal hourly rate and specify from when the amount should apply.
To calculate the internal costs (revenue evaluations), the respective internal hourly rate is then used according to its validity.
With Absences & Overtime module: You can enter your own internal hourly rate for an employee to calculate the holiday provisions . For this second internal hourly rate, you should only consider the salary . The second, different internal hourly rate for provisions is only used to calculate the holiday provisions.
Currency of the internal hourly rate: If you use the Departments module, an employee belongs to exactly one department and this department may have its own currency. The internal hourly rate is specified in the employee's department currency.
If you do not use the Departments module, the internal hourly rate is specified in the base currency.
If you change the department currency or the base currency, internal hourly rates are not automatically converted.
Documents and cover sheet
The menu items Documents and Cover Sheet can be viewed by administrators and - when using the Departments, Branches & Locations module - department heads (for the employees in their department).
Change history
In the submenu item Change history you can call up the change history of the employee data. This menu item is only visible if you have activated the setting “ Record changes to employee data” in Administration > Settings > Change history.
You can restrict the results list by selecting one or more actions (create, change, delete, email sent) and specifying one or more areas.
Action Email sent: The entire text of the email, consisting of recipient, CC, BCC, subject, content and, if applicable, file names of attachments, is displayed in the "new value" column. However, you only see the first 20 characters or so. If you hover over it with your mouse, you will see the entire text in a tooltip.
Emails that are not sent through ZEP but through your local mail client are not listed.