ZEP is a full-fledged calendar that can be integrated into many calendar clients and mobile devices. This means that appointments and absences recorded in ZEP (with the Overtime, Absences & Vacation module) can be easily and clearly displayed and edited in your preferred calendar tool. You can create a project time directly from an appointment in the calendar.
Calendar functions
Here you can see your appointments and absences (with the overtime, absences & vacation module). The current month is preset. You can switch between the month, week and day views or use the appointment overview to display all entries as a list. To change the month, week or day, click on the arrow buttons or select the desired date using the calendar symbol.
Important functions at a glance:
monthly, weekly and daily view or appointment overview
employee-specific holiday calendars
Creation and editing of appointments (and absences) with a mouse click
Drag and drop to move appointments
Displaying calendars of other employees (if approved)
Recurring appointments
Preset time zone selectable depending on your location
If you change the time zone, the new time zone will only become active after you log out and log in again to ZEP.
When absences are recorded, the reasons for absence used are shown in the calendar in the colors that are stored for them in the master data. If you click on such a reason for absence, you can control whether this reason for absence is shown or hidden (colored circle: reason for absence is shown in the calendar, empty circle: reason for absence is hidden in the calendar). You can also optionally show or hide holidays and appointments.
Information on annual leave or planned absences can also be found at a glance in the calendar:
Annual leave for the current financial year and, if applicable, planned absences
annual leave for the following year
Overtime balance (as of the current date), depending on the setting
Planned (requiring approval) absences and the absence application (submitting an application for approval)
Absence requests with status (applied for, approved, rejected, withdrawn).
An administrator (or department head when using the Departments, Branches & Locations module) has the option of approving or deleting the absences shown here. If an absence is approved, the relevant employee is informed of the approval of his absence by email.
Under planned absences you can see the planned (unapproved) absences for the current year for which no application for approval has yet been submitted. However, only planned absences from months that have not yet been completed are taken into account. If there are still planned (unapproved) absences in a completed month, they are ignored. It is best to delete such planned absences from completed months from your absence calendar.
Event Settings
To create an event, click on a date in the calendar and select "New event" to make the following settings:
Enter a title with which the event will be displayed in the calendar
You can still change the date and if the event should not apply for the whole day, remove the tick next to "All day" to enter a time and change the time zone if necessary
Under "Show details" you can specify recurrences for this appointment, add a location and, if necessary, select a calendar under Calendar that you have access to for writing (optionally, the employee can be informed about the appointment entry in his calendar by email)
You can enter details about the event in the description
For an event, you can specify whether the user is "Busy" (i.e. not available) or "Available" on the appointment.
This affects the availability queries supported by various calendar clients, which are used to find the next common event at which all participants are available
For visibility, you can choose "Public" (visible to authorized users), "Time and date only" (only date and start and end time), or "Private" (only visible to the calendar owner)
You have the option to specify a project and, if necessary, a process.
Guests are all employees who have stored an email address in ZEP or manually added email addresses who are then invited to the appointment by email. Invited participants can reject or accept the appointment via a link in the email.
Emails sent by ZEP due to appointments are not listed in the change history.
The created appointment can then be moved, edited or deleted using drag and drop.
Record project times from events
You can enter a project time directly from an appointment in the calendar in the following steps:
Click on the appointment in the calendar and click Record project time
You will be redirected to My ZEP > Project times and all dates of the appointment will be included in the project time, as far as specified and possible:
Date
Time (is adjusted according to the set minute grid)
Project (if no project is specified, the first project in the selection list will be preselected)
Process (if no process is selected, the first bookable process is preselected)
Remark is pre-filled with the "title" of the appointment.
The last selected activity is predefined as the activity.
View & record absences
In the calendar you can see your absence requests since the previous month. If you want to look at a longer period, go to My ZEP > Evaluations > Absence requests .
The number of days (with date) and the current status of the application (also with date) are displayed:
A requested application is white
An approved application is green
A rejected application is red
A withdrawn application is white with greyed out text
An absence request can only be approved, rejected or withdrawn as a whole. If only certain absences are to be approved and not others, the request must be withdrawn (employee) or rejected (administrator) and a new request must be submitted with only the absences to be approved.
To request an absence, go directly to "+ Absence" in the calendar or click on the corresponding date in the calendar, "New Absence" and complete the application:
Select the appropriate time or period
Select the appropriate reason for absence
For the duration, you can choose between "Whole day", "50% of regular working hours" (depending on the user) and "Time" (depending on the minute grid and time zone)
Comments can optionally be added for your own documentation or for your supervisor
To plan absence (e.g. vacation planning) or for a reason for absence that does not require approval, just click "Save" . To apply, click "Save and apply" instead.
In the next window you can add further (planned) absences, a general comment or file attachments (for the application email) to the application and then submit
A second reason for absence can also be entered per day, e.g. half a day's holiday and half a day's flextime. Absences cannot be entered on Saturdays, Sundays or public holidays.
A reason for absence that requires approval is marked with a colored border when entered. If an application for approval has been made for an absence, the entry is shown "hatched". Only when a supervisor has approved this entry is the entry completely displayed in the corresponding color of the reason for absence.
With "Delete" you can delete the absences up to and including the specified date. If you call up the absence to change it, you can use the scissors symbol to divide the period into individual days. This can be useful if, for example, a single day is to be deleted from the absence period or a different reason for absence is to be entered for a single day.
Depending on your authorizations, you can also approve your own absences yourself.
Shared Calendars
Calendar sharing is used to map deputy arrangements or team views. This allows, for example, the management assistant to view and/or manage the appointments for the management.
Viewing shares:
Under "Approvals" you will find a list of the employees whose appointments and/or absences you are allowed to read and/or edit. To show or hide the entries, click on the name or circle of the relevant employee. If you want to change the color for the employee's entries, hover over the name and click on the pencil symbol to select a different color.
Manage releases:
If you click on "Settings" , you will be taken to your calendar profile. There you will find documentation on how you can integrate your ZEP calendar into various other applications (e.g. Outlook or iOS).
Calendars of terminated employees (without a future employment period) are no longer displayed in the list of shared calendars.