If you are an administrator, department manager, or controller, you can access the submenu Reports > Employees.

This menu lists all employee-oriented reports. Some of these reports can also be found in the employee file under Employees > [Employee name], where they apply specifically to the selected employee. In contrast, the reports under Reports > Employees can be generated across multiple employees. However, department managers may only see reports for employees assigned to their department.

Depending on the modules you use, more or fewer reporting options will be available here.

Path: Reports > Employees > Management

Here you will find a graphical report of your employees’ employment periods. For the selected timeframe (default: first day of the previous month through the last day in four months = a total of 5 full months), the employment periods of each employee are displayed as bars. In each month’s column, the total number of employed employees for that month is shown in parentheses.

By clicking on a bar, you can edit the corresponding employment period.

You can also have ZEP send this report automatically.

In this report, you can determine the contractual employment status of your employees.

The level is always indicated in relation to a full-time employee, i.e., someone who always works x hours from Monday to Friday. The value x is the number of hours per full-time workday for the Availability Level report under Settings > Employees (default is 8 hours).

Create an overview of the assigned projects and absences for individual or all employees within a specified period.

You will see blue bars for projects, orange bars for absences, and yellow bars for non-approved mandatory absences.

If you cannot see the full label of a bar, hover your mouse over the bar to display the details in a tooltip. If the report period is up to three months, the bars are scaled in days; otherwise, they are scaled in months.

If you do not use the Absences & Overtime module, the absence information will be omitted.

Optionally, you can choose to display Project Manager Assignments only, meaning only employees and the projects to which they are assigned as Project Manager are listed.

You can have ZEP send the report automatically.

Here you can display the employees' rights (User, User with Additional Rights, Controller, Administrator) and functions(Project Manager, Customer Manager, and where applicable, Department Manager).

By clicking on the function PM (Project Manager), CM (Customer Manager), or DM (Department Manager), you are taken directly to the corresponding employee's menu under Projects, Customers, or Department Manager respectively, for further information.

As an Administrator, Controller, or Department Manager, you can view the change history for all employee data at a glance here.

The last 6 months are pre-set as the report period.

You can restrict the results list by selecting one or more actions (Create, Change, Delete, E-Mail Sent) and specifying one or more areas.

The entire text of the email, consisting of Recipient, CC, BCC, Subject, Content, and where applicable, attachment filenames, is displayed in the "New Value" column. However, you will only see the first approximately 20 characters. If you hover over it with the mouse, you will see the entire text in a tooltip.

Emails sent not by ZEP but by your local mail client are not listed here.

In the following menu items, you have the option to examine your employees' project times in more detail. You can import and export times for employees and gain an overview of the employees' work on all ongoing projects.

Furthermore, you can view the employees' contribution to revenue. (Only available in ZEP Compact & Professional)

In the Project Time Report, you can display your project times, including a sum of hours, for any given period. As a User, you only see your own project times in this report; as an Administrator or Controller, you can specify the employee. As an Administrator, you also have the option to change project times and record additional ones.

When using the Locations & Departments module, defined Department Managers can specify employees from the departments assigned to them. Department Managers also have the option to change the project times of their employees and record additional ones.

This report is available to you via Reports > Employees > Project Time Report, as well as from the submenu item Project Time Report for an employee selected in Employees > [Employee Name] > Project Times > Project Time Report.

Path: Reports > Employees > Administration

In all Project Time Reports, you have the option to export the project times. Either you create a Project Time Export (Excel) according to the set filter criteria by selecting Project Time Export (Excel) instead of Execute, or you execute the report and click the Download icon in the results table and choose the Excel option here.

You will receive an Excel file (ProjectTimesYYYY-MM-DD.xlsx) which you can import into another ZEP instance.

To be able to import project times, you must activate the following setting for the respective employees under General > Data > Settings > Project Time Import.

An employee will then have the menu item Project Time Import under Reports > My Reports, while an Administrator will find this menu item under Reports > Employees > Project Time Import.

Before the actual data import, the file is validated:

The import is only executed if the validation is successful; otherwise, messages are displayed, and the import is rejected.

Path: Reports > Employees > Project Time History and Employees > [Employee Name] > Project Times > Project Time History

If a Project Manager, Department Manager, or Administrator changes, records, or deletes the time tracking data of another employee, the changes made are recorded.

Select the respective employee and the change period to review changes to the employee's time data.

After confirming with Execute, you receive an overview of all project times of the selected employee that were changed during this period by someone other than the selected employee themselves.

Path: Reports > Employees > Time and costs > Employee Time Matrix

You can get a quick overview of the employees' current work on all ongoing projects using the Employee Time Matrix. Here, all time bookings per employee and project are listed for a selected period:

Optionally, you can select:

Enter the maximum number of employees per page (ZEP remembers this setting when the page is called up again).

Select the desired setting under Accounting.

If you do not check this option (default):
Employees who have not booked any time (total 0) in the set period will not be listed in the matrix.

If you check this option:
Employees who were authorized to book time during the set period will be listed in the matrix, even if they have not booked anything (total 0). This can be useful if you want to identify missing bookings.

The setting from Hours/Day for Project Time Conversion is used for converting project times into days.

For the percentage specification of project time, the percentage share of the employee's actual working time for the respective project is displayed per employee.

If you display the booked project times in days, you define the number of hours that your "day" should have for the conversion here. The value must not be "0" and not greater than "24".

As an Administrator, Controller, or Department Manager, you can call up a report on the billable revenue per employee here.

Period: All project times and receipts recorded in the selected period are considered for the report.

Employee Category and Employee: Select the employee category or employee.

Grouping: by project or month.

Optionally, for projects billed by task, you can also evaluate the employee revenue shares by task. You only have this option when grouping by project.

Convert all amounts to: All amounts are converted to the set currency.

For each selected employee, all billable and non-billable hours (within the period), as well as the total hours and the percentage share of billable hours, are listed by project.

For Employee Revenue Shares by Task, one row is output per task (no project total). If task-independent travel costs (internal or external) are included, an additional project row without a task is also displayed.

The internal wage is determined based on the total number of hours and the employee's internal hourly rate. The billable revenue is calculated from the number of billably booked hours and the applicable price list (if billing is based on a daily rate, the corresponding daily rate share is used). The difference between the billable revenue and the internal wage is displayed as margin (or profit).

The report does not account for costs in projects billed at a lump sum or fixed price, as the employee's share of the project revenue cannot be clearly allocated here. In this case, only the hours worked are displayed.

You can additionally specify whether ZEP should calculate the revenue for lump-sum projects and tasks based on the hourly rates in the price list.

Optionally, you can activate incl. Travel Costs:

For each employee and project, both the internal travel costs (per diem and mileage allowance), the internal costs of receipts, and the external travel costs (per diem, mileage allowance, and flat travel rates) and receipts are liste

Click the gear icon. Under Table Column Configuration, you can select the desired table columns for display in HTML (in the browser) and for export as Excel/CSV. Set the order individually by clicking the symbol with the mouse pointer and dragging it to the desired position while holding down the mouse button.

With the Download icon, you can export the table in Excel or CSV format (according to your settings under Configuration > Table Columns > Excel/CSV).

With these menu items, you can view the employees' work packages, their planning, and utilization. These menu items are only available to you if you use the Resource Planning module (only in ZEP Compact & Professional).

Further information on the individual menu items of the Employee reports regarding Resource Planning can be found in our collection on the add-on module Resource Planning.

If you use ZEP Compact, you need the Revenues & Costs module for the menu items to be displayed.

Information on the menu items:

can be found under the following link: Employee Administration.

In the Internal Wage report, you receive an overview of the employees' hourly rates that were stored as internal hourly rates for the employee, as well as for the project-specific hourly rates (if deviating).

If employees are freelancers, their daily rates are displayed here.

Additionally, the assignment period per project is displayed here, provided project-specific hourly rates exist.

gray dot: employee is absent
green dot: employee is present

Here you can get an overview of the clock-in and clock-out events of the employees.
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You will receive a list of attendance (clock-in/clock-out), booked project times and, if applicable, deviations between attendance and project times for a selected period.