When you click on + New Employees, a pop-up window opens where you can enter general employee data. This pop-up contains all the data found in the Data submenu of a selected employee. In the following steps, we will go through all the points that must be considered when creating new employees.
General
Username
The username is the name with which the employee will always log in to ZEP Clock and must be unique within your company.
You can use a short form of the name. Please note that the name will appear in some evaluations. Under Administration > Employees > Settings, you can specify whether the employee is displayed in evaluations by their username, last name/first name, or username (first name last name).
As an administrator, you can change an employee's username.
In the Data submenu of an employee, you can access the data for editing.
Click on the pencil icon above the username.
Enter the new username and click Execute.
To save the change, you must also complete the Edit Employee dialog by clicking Save.
If you change the username, this change takes effect immediately!
Please inform the employee after the change that they must log out and log back in to ZEP Clock and the apps to avoid issues while working with ZEP Clock.
Enter the employee's email address here. Emails automatically sent by ZEP Clock to this employee will be sent to this address.
We recommend entering only one email address per employee. Additionally, the email address should be specific to the employee; therefore, you should avoid using the same email address for multiple employees. This is particularly important if you use Personio, as it could otherwise lead to synchronization issues.
Link for Password Change via Email or Enter Password
When a new employee is created or an existing employee's password is reset, they receive an email with their username and a link to set their password.
For security reasons, the link is only valid for 24 hours.
If you select the option "Enter password," you as the administrator enter and confirm a password here. No email will be sent to the employee. The employee will then need the assigned password for their first login and will subsequently be prompted to change it.
Employee Rights
Employee Permission Levels: Select the appropriate permission for the employee. User rights in ZEP Clock in detail:
User
Record times.
Make entries and corrections (within the specified timeframe).
Access evaluations of all data they have recorded themselves.
User with Additional Rights (In Addition)
Further rights in connection with the Absences & Overtime module.
Role Description | Administrator | Controller | User with Additional Rights | User |
Time-off Calendar | ✅ | ✅ | ✅ | ✅ |
Absence Overview | ✅ | ✅ | ✅¹ | ❌ |
Break Overview | ✅ | ✅ | ✅² | ✅² |
Working Time Overview | ✅ | ✅ | ❌ | ❌ |
Annual Absence Summary | ✅ | ✅ | ❌ | ❌ |
Month End | ✅ | ✅ | ✅² | ✅² |
Monthly Closing | ✅ | ❌ | ❌ | ❌ |
Master Data | ✅ | ❌ | ❌ | ❌ |
Legend: ✅ = full rights ❌ = no rights ¹ = without reason for absence ² = only own data
Controller (In Addition)
Employee Evaluations: Access to evaluations for all employees.
Employee Management: Read-only permissions for all employees (Cover Sheet).
Administrator (In Addition)
Manage Basic Data: Ability to manage the system's fundamental data.
Correct Recorded Times: Ability to correct the recorded times of all employees.
Central Recording: Access to central data entry functions.
All Evaluations: Access to every evaluation available in the system.
Department and Employee Management: Full administrative control over departments and staff.
ZEP Clock Language
Standard Setting: If an employee is set to "-Standard-", the language configured under Administration > Settings > General applies to them.
Fixed Language: If a specific language should always apply to an employee instead of the default, it can be configured in the employee management settings.
Profile Customization: Every employee can adjust the ZEP Clock language via the Profile menu item.
Login Behavior: The login page will continue to be displayed in the standard language; the user will see ZEP Clock in their selected language only after logging in.
Department
Assignment: If you use the Locations & Departments module, you can assign the employee to a specific department here.
General
Attendance in the Web Interface
Activate this setting if the employee should be able to clock "In" and "Out" events directly via the browser in ZEP Clock.
Deactivate Manual Time Recording
In ZEP Clock, manual entries can be made under the "Working Times" menu item instead of using the punch clock in the top right corner. This capability can be controlled globally under Administration > Employees > Settings, or individually for each employee—either during creation or in an existing file under General > Data > "Edit Employee".
May Use Clock App
This setting controls whether an employee is allowed to use the ZEP Clock App for time recording. Additionally, you can assign a PIN code for the app in Multiuser mode and determine whether the location should be transmitted with clocking events.
Release of Recorded Working Times and Absences Until
This field shows the date up to which an employee has released their ZEP Clock data. An administrator can change this release date or reset it to "no entry".
Where does an employee enter this "Released until" date?
The last entered "Released until" date is located in the time entry mask under Working Times, specifically in the row containing the calendar week information.
Can an employee undo a release date?
Once entered, an employee cannot undo their own release date.
Employees can no longer edit working times or absences for the period up to and including the release date.
If the date must be changed, an administrator can correct it at any time in the employee's Data submenu.
Where is this release date displayed?
Administrators: Can view the date under Employees and edit it under Employees > [Employee Name] > General > Data. With the Absences & Overtime module, the release symbol also appears next to the lock symbol under Administration > System > Monthly Closing.
Department Heads: (Requires Locations & Departments module) Can view or edit the date under Departments > [Department Name] > General > Employees. If using Absences & Overtime, they can also see release dates under Department > [Department Name] > General > Employee Blocks.
Additional Backward Recording (in Days)
You can allow a specific employee to record working times further into the past than usually permitted—for example, if they are traveling for an extended period without internet access.
Specify the number of additional days permitted for backward recording.
This deviating setting can also be time-limited.
This employee-specific setting applies in addition to the global settings found under Administration > Working Times > Settings.
Overtime & Holidays
Overtime & Time Surcharges per Employee
This setting controls the information displayed in the corresponding evaluations. You can find a detailed explanation in the article regarding the Absences & Overtime module.