You can access this information by clicking on the username of an employee listed under the Employees menu.
Here you will find all general data for your employee. The following menu items are only displayed if the corresponding modules are active:
Documents (Document Management module)
Dashboard
The employee dashboard shows information regarding the selected employee.
Data
In the Data submenu of an employee, you can see the information provided when the employee was created:
Username
Rights
ZEP Language
Personnel Number
Short Sign
Title
Name
Address
Department (with the Locations & Departments module)
Email
Contact Details
Category (Employee categories created under Administration > Employees > Categories are available for selection)
Remarks
Release of recorded data until
By clicking the Edit button, you can access and modify general employee data. In the editing window, you can also change the username.
Using the Reset Password button, you can force this employee to enter a new password.
Employment Periods
This section is where the entry and exit dates of an employee are managed. Additionally, you can enter the employee's vacation entitlement (which is important if you use the Absences & Overtime module).
When you create a new employee in ZEP, the system automatically enters the date the employee was created as the entry date.
If an employee leaves your company, you do not need to remove them from the system. It is sufficient to end the employee's current employment period.
An employee without a valid employment period is not counted toward the licensed user count. You can therefore fill the vacated spot with a new user.
An employee is only displayed for selection in evaluations if the evaluation period and the employment period overlap.
Create a New Employment Period
Click the + Create new employment period button.
Employment periods for an employee must not overlap.
An employee's exit date does not need to be entered if none has been contractually agreed upon.
Employees can only log in to ZEP and record times within their employment period.
You can optionally display the remarks field as a column in the employee table under Employees.
Editing and Modifying
By clicking the paper & pencil icon, you can change the data of an employment period.
The employment period must always be set so that all recorded project times, receipts, and absences (when using the Absences & Overtime module) fall within the defined employment periods.
For example, if an employee leaves but has future vacation booked, these entries must be deleted before the employment period can be ended
You can use the scissors icon to split existing employment periods. This is helpful, for instance, if you need to enter a new vacation entitlement even though times have already been booked.
With the merge icon, you can merge the employment period with the previous one. This can be seen as the reverse function of splitting employment periods.
With the Absences & Overtime Module
There are generally two ways to enter vacation entitlement: Vacation entitlement in this period or Vacation entitlement per year.
Vacation entitlement in this period: This is useful if the employment period is limited by an exit date and covers less than one year.
Vacation entitlement per year: Contractually agreed vacation days per year.
Regular Working Hours
Map the contractual agreements regarding working hours of your employees in ZEP. Select either "Hours/Day" or "Hours/Month" under "Contract".
For each employee, enter their individual working days (activate the checkbox) and working hours (in hours) per working day or the number of hours per month, and specify the weekdays that count as working days. ZEP then dynamically calculates the regular working hours per working day for each month via a task.
Working days can be set from Monday to Sunday.
Working days can have a regular working time of 0. This is useful, for example, if an employee is only meant to record vacation in ZEP rather than actual hours.
No working day: No regular working hours can be specified.
The default setting in ZEP is the preset for regular working hours in hours per day that you entered under Administration > Employees > Settings.
A working day means (with the Absences & Overtime module):
The employee can enter absences (including vacation) for this day.
Every entered vacation day is deducted from the vacation entitlement. Each vacation day is equivalent, regardless of the applicable regular working hours.
Half-holiday: If the weekday is a working day, then the holiday is also a half-working day.
No working day means:
The employee cannot enter any absences on such days.
When entering longer vacation periods, the day is automatically excluded.
It is not a "target day" in the context of resource planning.
The employee can still enter project times (this results in overtime because the regular working time is "0"). The same applies to full public holidays.
Working day with a regular working time of 0 means:
If the employee does not work on this day, no minus hours are incurred.
Absences in hours cannot be entered on such days.
Regular working hours have a "valid from" date. If the regular working hours change, create a new record with the corresponding start date via + New regular working hours.
You can optionally link a monthly hour limit and a break regulation (to be created under Administration > Working Times > Break Regulation) to the regular working hours.
Regular working hours cannot be changed, deleted, or newly created if:
A period is affected that is already closed (via monthly closings).
This would change the break regulation for a period in which working times have already been recorded.
Automatic Monthly Hour Reconciliation
If you have activated "Contractually compensated overtime" under Administration > Overtime & Absences > Settings, you can adjust here how many overtime hours should be reconciled monthly as a percentage or as a fixed number of hours.
Holiday Calendar
Select which holiday calendar from Administration > Overtime & Absences > Holidays should apply to this employee.
Hourly Limits
If there are employees in your company who must not exceed a certain working time per month or week, monthly or weekly hourly limits can be stored for these employees:
In the regular working hours of an employee, you can enter a "monthly/weekly upper limit".
This effectively defines a maximum working time per month.
The determined working time in ZEP (without the Absences & Overtime module) consists of:
Actually performed working time.
Public holidays.
If you use ZEP with the Absences & Overtime module, the determined working time consists of:
Actually performed working time.
Illness -> absences in the category "paid absence".
Vacation -> absences in the category "annual leave".
Public holidays.
A public holiday or a full day of absence is valued with the number of hours that applies as regular working hours for the respective weekday.
Exceeding the hourly limit is indicated in the Working Times view (for administrators also under Employees > [Employee Name] > Administration > Working Times) by a red exclamation mark in the top right of the working time table. Hovering over it with the mouse provides further information in a flyover text.
Monthly/Weekly Upper Limits Task: Under Administration > System > Tasks, administrators can choose to be informed via email if an hourly limit has been exceeded in the selected period from the past up to and including the current month.
Report of the Hourly Limit: In the month-end evaluation, an additional table "Compliance with the monthly hourly limit" is displayed for employees with an hourly limit.
Under Administration > System > Monthly Closing, employees who have exceeded their hourly limits are marked with a red exclamation mark.
Impact of the Hourly Limit: If the hourly limit is exceeded, ZEP provides notification (month-end evaluation, monthly closing), but it neither prevents the recording of working times for the relevant employees nor prohibits the monthly closing.
Documents and Cover Sheet:
The menu items Documents and Cover Sheet can be viewed by administrators and—when using the Locations & Departments module—department heads (for the employees in their department).
Change History
In the Change History submenu, you can access the history of changes made to employee data. This menu item is only visible if the setting "Record changes to employee data" is activated under Administration > Miscellaneous > Change History.
You can restrict the results list by selecting one or more actions (Create, Change, Delete, Email sent) and specifying one or more areas.
"Email sent" Action:
The entire text of the email—including recipient, CC, BCC, subject line, content, and file names of any attachments—is displayed in the "new value" column.
Initially, only the first approximately 20 characters are visible; however, hovering over the entry with the mouse displays the full text in a tooltip.
Emails that are not sent by ZEP itself but are dispatched via your local mail client are not listed here.