The interface between ZEP and HR WORKS enables the automatic synchronization of working times, absences, and relevant personnel data. This ensures that all data in both systems is consistent and up-to-date, thereby reducing manual entries and errors.
Required ZEP Module: HR WORKS module must be booked.
Access Data for the HR WORKS API
To use the interface, you need API access credentials from HR WORKS. These consist of:
Access Key ID
Secret Access Key
With these keys, ZEP can request access tokens that allow access to the desired HR WORKS data. To create API access credentials, you must have the API Administrator role in HR WORKS. This is the only way to gain access to the section: Administrator > Basics > HRworks API.
In that section, you can create and delete API keys and define permissions.
Finally, the module simply needs to be set up under Administration > Interfaces > HR WORKS, and a task must be created under Administration > System > Tasks.
The following points must be observed during setup:
Create a holiday calendar so that absences can be synchronized.
Absence reasons in HR WORKS must have the same designation as the short form (Kurzform) in ZEP.
Activate user import in HR WORKS or store the HR WORKS ID for the users in ZEP.
Set the start date for the Absences & Overtime module.
Set the start date for the HR WORKS module.
The following fields are synchronized:
HR WORKS | ZEP | Info |
personId | userid |
|
personnelNumber | hrworksId | Unique ID used for synchronization |
firstName | vorname |
|
lastName | nachname |
|
| ||
birthday | geburtsdatum |
|
address | strasse, plz, ort, land | Splitting of data into address components |
workSchedule | Regelarbeitszeit | Regular working hours will be adjusted or newly created if necessary |
gender | anrede |
|
title | titel |
|
officePhoneNumber | tel |
|
costCenterNumber | kostenstelle |
|
datevPersonnelNumber | persnr |
|
joinDate | BeschaeftigungsZeitraum | The employment period will be adjusted or created if necessary. |
leaveDate | BeschaeftigungsZeitraum | The employment period will be adjusted or created if necessary. |
profilePictureUrl | profilbild | picture gets imported |
Synchronization of Employee Data
Employee data synchronization ensures that all relevant information regarding employees is automatically exported from HR WORKS and imported into ZEP. This ensures that master data such as names, email addresses, etc., remain up-to-date and do not need to be maintained manually. Users who do not yet exist are automatically created in ZEP.
The data transfer occurs exclusively in one direction – from HR WORKS to ZEP. Changes made in ZEP are not transferred back to HR WORKS.
Newly imported users are assigned the user rights MinusUser and must then be assigned the desired user rights within ZEP.
Synchronization of Project Times
Project time synchronization ensures that all recorded working times from ZEP are automatically imported into HR WORKS. This makes working hours centrally available in HR WORKS without the need for duplicate entry.
Project times are imported into HR WORKS with the remark "ZEP:" (if a remark already exists in the project time, "ZEP" is added as a prefix) to mark bookings originating from ZEP.
The transfer occurs only in one direction – from ZEP to HR WORKS. Changes in HR WORKS do not affect the times recorded in ZEP.