ZEP features a full-fledged calendar that can be integrated into many calendar clients and mobile devices. Events and absences recorded in ZEP can be easily displayed and edited in your preferred calendar tool.
Calendar Functions
The calendar shows your events and absences. The current month is preset. You can switch between the month, week and day views or use the events overview to display all entries as a list. To change the month, week or day, click the arrow buttons or select the desired date using the calendar symbol.
Key features at a glance:
Monthly, weekly and daily view as well as events overview
Employee-specific holiday calendars
Create and edit events and absences with a mouse click
Drag & drop to move events
Display calendars of other employees (if shared)
Recurring events
Preset time zone selectable depending on your location
Note: If you change the time zone, the new setting will only become active after you log out and log back in to ZEP.
When absences are recorded, the reasons for absence are shown in the calendar in the colors defined in the master data. Click on a reason for absence to show or hide it (colored circle = shown, empty circle = hidden). Holidays and events can also be shown or hidden optionally.
Annual Leave and Absences at a Glance
The calendar provides an overview of annual leave for the current financial year and the following year, planned absences, and absence requests with their current status. The overtime balance as of the current date is also displayed depending on your settings.
For configuration details, refer to Basic Settings Absences & Overtime.
Administrators and department heads (with the Locations & Departments module) can approve or delete absences directly in the calendar. The employee is notified by email upon approval.
For detailed information on leave accounts and absence balances, refer to reports Absences & Overtime.
Creating and Editing Events
To create an event, click on a date in the calendar and select New event.
The following settings are available:
Title: Displayed in the calendar.
Date and time: The date can be adjusted. Remove the tick next to "All day" to enter a specific time and change the time zone if necessary.
Recurrence, location and calendar: Under Show details you can set recurrences, add a location, and select a calendar you have write access to. Optionally, the employee can be notified by email about the event entry.
Description: For additional details about the event.
Availability: „Busy" (not available) or „Available" – affects availability queries in calendar clients used to find the next common free time slot for all participants.
Visibility: „Public" (visible to authorized users), „Time and date only", or „Private" (only visible to the calendar owner).
Project and process: Optional, for later project time recording from the event.
Guests: All employees with a stored email address in ZEP or manually added email addresses. Invited participants can accept or decline the event via a link in the invitation email.
Note: Emails sent by ZEP due to events are not listed in the change history.
The created event can be moved using drag & drop and edited or deleted at any time.
Recording Project Times from events
You can record a project time directly from an events in the calendar:
Click on the events in the calendar.
Click Record project time.
You will be redirected to Project Times. The following data is transferred from the event: date, time (adjusted to the minute grid), project (if specified, otherwise the first project in the selection list), process (if specified, otherwise the first bookable process), and remark (pre-filled with the event title). The last selected activity is pre-filled as the activity.
Viewing and Recording Absences
The calendar shows your absence requests since the previous month. For a longer period, go to Evaluations > My Evaluations > Absence Requests.
Absence Request Status
Absence requests are displayed with the number of days, date and current status:
White: Requested
Green: Approved
Red: Rejected
White with greyed-out text: Withdrawn
An absence request can only be approved, rejected or withdrawn as a whole. If only certain absences are to be approved, the request must be withdrawn (by the employee) or rejected (by the administrator) and a new request submitted with only the absences to be approved.
Recording an Absence
Click + Absence in the calendar or click on the desired date and select New Absence:
Select the appropriate time or period.
Select the appropriate reason for absence. Reasons requiring approval are marked with a colored border when entered. For further information on absence reason categories, refer to Master Data Absences & Overtime.
Select the duration: „Whole day", „50% of regular working hours" or „Time".
Optionally add a comment.
Click Save to plan an absence without submitting a request, or Save and apply to submit an approval request.
In the next window you can add further planned absences, a general comment or file attachments to the request before submitting.
Note: A second reason for absence can be entered per day (e.g. half a day's vacation and half a day's flextime). Absences cannot be entered on Saturdays, Sundays or public holidays.
If an approval request has been submitted for an absence, the entry is shown hatched in the calendar. Only after a supervisor approves the entry does it appear fully in the corresponding color of the reason for absence.
Editing and Deleting Absences
Using Delete you can delete absences up to and including the specified end date. When editing an absence, the scissors symbol allows you to split the period into individual days – useful if a single day needs to be deleted from the absence period or assigned a different reason for absence.
Depending on your permissions, you may also approve your own absences.
Calendar Sharing
Calendar sharing is used to map deputy arrangements or team views. For example, a management assistant can view and manage events for the management team.
Viewing Shared Calendars
Under Approvals you will find a list of employees whose events and/or absences you are allowed to read and/or edit. Click on the name or circle of the relevant employee to show or hide their entries. To change the color of an employee's entries, hover over their name and click the pencil symbol to select a different color.
Managing Shares
Click Settings to go to your calendar profile, where you will find instructions on how to integrate your ZEP calendar into external applications such as Outlook or iOS.
Note: Calendars of terminated employees (without a future employment period) are no longer displayed in the list of shared calendars.