With the free "Attendance" option, employees can also record attendance time, i.e., 'Come' and 'Go' ('clock in' and 'clock out') via the ZEP App. This attendance can be compared with the recorded project times (= working hours) in a report.

You specify that attendance should be recorded in ZEP under Administration > Employees > Settings.

Under Administration > Employees > Settings, you specify the following:

Who should be allowed to view the attendance times of other employees:

An employee requires at least the authorization level 'User with Additional Rights' to view the current attendances of all employees under My ZEP > Reports.

If you want all employees to be able to see the attendances of all other employees under Reports > Employees > Current Attendances, do not check the checkbox. If only employees with the authorization level "User with Additional Rights" and above should see the attendances, activate the checkbox.

Employee may only see current attendances in their own department (and downwards in sub-departments) under My ZEP > Reports

Activate the checkbox if only the current attendances of other employees in their own and subordinate departments should be visible.

Activate the checkbox if employees should only record their times via the ZEP Clock App and/or the terminal or the web interface.

Optionally set the following for employees with the "Consideration of Attendance Times" setting:

Enter a recipient who should receive the information email if an error occurs during clocking in/out.

Specify whether an employee is allowed to manage their own Clock App in their profile.

Under Administration > System > Device Management, you can create and manage devices for recording employee attendance.

Here you see the list of existing devices (using the ZEP Clock App as a mobile time clock) with the respective assigned (employee) category and the current status. You can edit or delete each device using the pen icon. If you want to create a new device with the ZEP Clock App, click the button Add new ZEP Clock App.

Give the device a name and, if applicable, an Administrator PIN code. You can specify the employees or employee category(ies) who should record time via this device here. You can also restrict the "Recording Period" (i.e., the time frame in which clocking in and out is possible). Specify what should be displayed on the device (see below). After saving, all entries can still be edited. Now you must connect the device to ZEP.

Scan the (displayed) QR code with the ZEP Clock App to connect your device to ZEP, or connect the device using the access data:

The ZEP Clock App is a mobile time clock for smartphones and tablets running the Android operating system (version 4.4 and later) or iOS. It serves as a simple and powerful way for employees to record their working hours. To use the app, it must be connected to an existing ZEP account.

The main features of the app are:

Give the device a name and, if applicable, an Administrator PIN code. You can specify the employee category(ies) who should record time via this device here. You can also restrict the "Recording Period" (i.e., the time frame in which clocking in and out is possible). Specify what should be displayed on the device and Save (after saving, all entries can still be edited). Now you must connect the device to ZEP.

The ZEP Clock App can be downloaded free of charge from the Google Play Store or the App Store. Afterwards, it must be connected to your ZEP account. The app can be fully configured via ZEP Device Management; configuration on the device itself is not possible. This is to prevent the app from being brought into an undesirable state through incorrect operation.

Once the app is connected to ZEP, this connection can only be canceled via ZEP. This prevents the app from being accidentally disconnected from ZEP.

The app transmits clocking in and out processes directly to ZEP, making them immediately visible in the web frontend. Should the smartphone/tablet temporarily lose its internet connection to ZEP (offline, e.g., due to a poor connection or use abroad), the data will be held in the app. The transmission to ZEP occurs as soon as a connection is restored.

If offline operation lasts for several days, the app hides unknown fields, such as the regular working time for the day. This is only retrieved from ZEP for the current day and cannot be determined on the following day without a connection.

The quickest way to install the ZEP Clock App on your smartphone is if you already have a QR code reader app installed on your smartphone.

Then proceed as follows:

A QR code will then be displayed, which you scan with your aforementioned QR code app. After successful scanning, the app displays a link, which you then select. The following then happens:

After the app has been installed on your smartphone or tablet, you must open the app.

The page then displayed requires you to enter the ZEP name/URL and the connection code. You can find these as described in ZEP Device Management.

If your smartphone has a camera, you can also press the QR code symbol displayed in the app. A camera window will open, which you must align with the QR code in the ZEP Clock Device Management. As soon as a valid QR code is recognized, the data is accepted and the connection is established.

If you use the Attendance module, you can make further employee-specific settings. The following options are added:

Set per employee whether attendance times should be considered for them.

If you activate this option, the employee must record their clock-in and clock-out times via the ZEP Clock App or the ZEP Terminal.

You can also set whether an employee can log in and out directly in ZEP: activate the checkbox Start/end attendance in the web interface for this. This action can also be performed as a mass operation (Employees > Select action > Change consideration of attendance times) for multiple employees.

After the employee has logged into ZEP, they can start attendance (Clock In) in their Profile (top right). Attendance can be ended in the same way: point/hover the mouse over the profile and then click End attendance (Clock Out).

Optionally, you can specify a 4-digit PIN code for the ZEP Clock App.

To be assigned to a device, the employee must be assigned to a category. Proceed as follows:

ZEP records the current time for "Clock In/Out"; in the report under Employees > [Employee Name] > Attendance > Clock In/Out, you can optionally set whether the Clock In/Out times should be displayed rounded to your configured minute grid under Administration > Project Time & Receipts > Settings.

An employee who is currently present is indicated with a green dot and the time since they have been present. An employee who is currently absent is displayed with a gray dot and the time until they were present.

This report can be accessed by an employee for themselves (My Reports > Clock In/Out) or by an Administrator for a single employee (Employees > [Employee Name] > Attendance > Clock In/Out) or across multiple employees (Reports > Employees > Clock In/Out).

Set a period for the report. Optionally, you can specify whether all Clock In/Out events should be displayed individually per day. If you choose this option, the devices on which the Clock In/Out events were booked will also be displayed.

Optionally, you can activate Round Clock In/Out to your configured time grid, meaning the "Clock In/Out" times are displayed rounded according to your configured minute grid (under Administration).

The table accordingly lists all times for Clock In and Clock Out events per day in the Attendance section and calculates the attendance duration.

Furthermore, the Project Time or Working Time section additionally displays Start, End, and Start until End, Break, and Project Time (or Working Time). If there is a variance (attendance time versus working time/project time), this is also displayed.

The Break Regulation section shows the deduction (according to the applicable break regulation) and the corresponding working time deduction.

Administrators have the option Show and edit all Clock In / Clock Out per day.

The Attendance section additionally displays the columns Device, Administrator, and Remark for Clock In and Clock Out. Clicking + allows you to add a new Clock In or Clock Out event. Using the Change icon allows you to change an existing Clock In or Clock Out time.

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 or 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.

Furthermore, you can export the table in the chosen format (according to your settings under Configuration > Table Columns > CSV).

You can also "Run this report in the background." If you select a format other than "Preview," you can click the Run in Background button. ZEP will ask you whether you want to run the execution immediately, daily, weekly, or monthly.

Optionally, you can Compress the result file as a ZIP archive and, if applicable, encrypt it with a password, and/or send the result file additionally to your own email address (stored in ZEP).

By clicking OK, this report is scheduled as a Task with the set parameters and will be executed at the defined time. You will then simply receive the result in the desired format via email.

You can view and manage all your scheduled Tasks under Profile > Settings > Tasks.

Under Employees > [Employee Name] > Attendance > Generate Project Time, you can generate project times from attendances, meaning that when the employee clocks in and out via the ZEP Clock App or the terminal, a project time is generated for the determined attendance time.

Here you can specify for which project, task, and activity (including billability) the entry should be generated:

Click New Entry and set a period for which this selection should apply (you may need to update the project selection list). Select Project, Task, and Activity. Specify whether the entry should be billable or non-billable and save.

You can create different entries for different periods. You cannot select the travel activity and the work location.

In case of changes to the projects (duration, bookability, etc.) or the project employee assignment, you must ensure that the configured project time generation still fits. If a project time generation is set up, but the project time cannot be saved, a message will appear on the display of the ZEP Clock App.

All changes to the "Generate Project Time Table" are saved in the employee's change history.

If you have configured for an employee that project times are generated from attendances, a project time is automatically generated for every time span between "clock in" and "clock out" (i.e., for the determined attendance time).

However, if the employee themselves books project times to different projects during this attendance time, in this case, an automatic project time entry is only generated for the configured project from the last "to-project-time" until "clock out."

If you want the other "attendance times not booked to projects" to also automatically generate a project time entry, you can optionally activate the checkbox "fill all gaps when generating project times."

Within the clock in/out period, the entire time is filled, meaning all gaps between the already recorded project times. Exception: fixed breaks (from the break regulation). This means that if the employee has already recorded project times and deliberately left breaks, these will be filled.

Setting not activated:

Within the clock in/out period, only the time period after the last already recorded project time of the clock-out date is filled. (The last project time of the date, even if it is after the "clock out" time).

Example 1: Employee clocks in at 9:00 Explicitly books project times from 10:00 - 12:00 and from 13:00 - 15:00 Employee clocks out at 16:00.

Setting "No, do not fill gaps":

A Project Time entry is automatically generated from 15:00 - 16:00

Setting "Yes, fill gaps":

Project Time entries are automatically generated from 9:00 - 10:00, from 12:00 - 13:00, and from 15:00 - 16:00

Example 2: Employee clocks in at 9:00 Explicitly books project times from 10:00 - 12:00 and 13:00 - 15:00 and 18:00 - 18:30 Employee still clocks out at 16:00.

Setting "No, do not fill gaps": No Project Time entry is generated, because 18:30 is the last recorded Project Time, and there was no further attendance after that.

Setting "Yes, fill gaps": Project Time entries are automatically generated from 9:00 - 10:00, from 12:00 - 13:00, and from 15:00 - 16:00 (The gap between 15:00 and 18:00 is not completely filled, but only up to the "clock out" time).

Activities that are allowed to overlap (e.g., "On-call Duty") are not treated specially.

Under Reports > My Reports > Current Attendances, employees can see who is currently present (depending on settings and role).

The same report can also be found for Administrators under Reports > Employees > Current Attendances.

The statuses are: