With the free ZEP Clock App, you clock working times directly on your mobile device and, depending on your booked modules, also record absences, travel expenses, and work locations. The app is available for iOS and Android and can be downloaded from the Apple App Store and the Google Play Store.
Note: The ZEP Clock App is only intended for the ZEP Clock product line. If you use ZEP Compact or ZEP Professional, use the ZEP App instead, which offers the full range of functions for project and working times.
Login to the ZEP Clock App
After downloading, you log in. The ZEP Clock App offers two modes that differ in their range of functions:
Single-User mode: One person logs in and records their own working times and absences as well as, depending on the booked modules, travel expenses and work locations. The tabs Dashboard, Times, and More are available; depending on the modules, additionally:
the Absences tab with the add-on module Absences & Overtime,
the Receipts tab with the add-on module Travel Expense Management.
Multi-User mode: The device simulates a terminal at which several employees clock in and out one after another, for example on a tablet on site.
Note: The app login only works if the permission May use Clock App is set on the employee master record; otherwise the login is blocked.
Single-User mode
Single-User mode is intended for the personal access of an individual person. Each person logs in with their own credentials and records exclusively their own working times and absences within the app.
Login in Single-User mode
At startup, select the Single-User login. Then enter your ZEP URL; it always follows the structure https://www.zep-online.de/zepmusterfirma, where musterfirma is your individual company abbreviation. You can find the URL in the address bar when you are logged in to ZEP.
Then log in with your username and your password. Use the same credentials as for the ZEP web interface (your ZEP username, not your e-mail address). After a successful login, the app opens on the Times tab, and your login remains stored on the device, so you do not have to log in again every time you open it. If an error message appears, first check the spelling of the ZEP URL and the username.
Alternatively, use the QR code login: in the web browser, open the QR code at the top right via My Profile > Interfaces, select the QR button in the app, and scan the code. The URL is then pre-filled, after which you enter the username and password.
Times tab
In the Times tab, you clock in via the start button and end the working time via the Stop button. The overview shows the daily total and all times recorded so far; via the plus symbol, you can also record a complete working time manually. Depending on your settings and modules, you additionally store activities, work locations, or a travel activity. Administrators can disable manual entry via the attendance setting Deactivate manual time recording, so that only clocking remains possible.
So that activities and work locations are available for selection in the app, configure them beforehand in the ZEP web interface under Administration > Working times & receipts > Activities.
Note: Travel activities and the travel expenses recorded with them are only available with the add-on module Travel Expense Management.
Dashboard tab
The Dashboard gives each person an overview of their own data: the comparison of actual and target hours per week, month, and year, the average hours per day, the overtime account, and an overview of remaining leave, leave entitlement, and approved or planned leave.
Absences tab
The Absences tab shows an overview of leave days and allows you to record any configured absence. Via the plus symbol, you select the absence reason and period; the absence then appears in the overview and goes through the configured approval process.
Note: The Absences tab is only available if the add-on module Absences & Overtime is booked.
Receipts tab
In the Receipts tab, you upload receipts or invoices that arise, for example, while travelling. You scan multi-page documents with the phone camera, choose a photo from the gallery, or upload an existing document. You are then guided through a six-step process covering date, receipt type, amount, payment method, remark, and a final summary.
Via the payment method, you distinguish between Company and Private, that is, whether the amount is included in the cost statement. Uploaded receipts are automatically read by the AI receipt analysis (including date, receipt type, VAT, amount, payment method, and currency); you can switch off the AI analysis in the More tab.
Note: The Receipts tab is only available if the add-on module Travel Expense Management is booked.
More tab
Via the More tab, you set up the ZEP Clock App to suit your needs. The available settings are Language, Dark mode (on/off), AI receipt analysis (on/off), and Clear cache. At the top of the screen, you can contact the support team directly if you have questions.
Multi-User Mode
Multi-User mode is suitable for devices on site at which all employees clock in and out with their own user. The device simulates a terminal, so that not every person needs their own account on the device.
Login in Multi-User mode
The prerequisite is that your administrator has previously created a ZEP Clock App in the web browser, under Administration > System > Device Management via Add new ZEP Clock App. This defines which users are included and which information the app displays, and an administrator pin can be set. How to create a ZEP Clock App in the device management is described in the article System – Administration.
When creating a ZEP Clock App, the administrator defines, among other things:
the name of the device,
an administrator PIN for unlocking the device settings,
the assigned employees who may clock at the device,
Transmit location (GPS per clock event, off by default),
Limit recording period (clocking only within a time window),
an activity list for the selection when clocking in,
the display on the device, for example start time, duration, daily total, or overtime balance.
ZEP distinguishes three device types: the personal Single-User app (created automatically at the first login), the team app for Multi-User mode (created by the administrator in the device management), and the separate ZEP Terminal as a hardware variant.
The ZEP Clock App uses three types of pins:
Administrator pin: created only by the administrator; enables switching to the administrator mode (Administration > System > Device Management).
App login pin: generated automatically when a new ZEP Clock App is created and connects the device with your ZEP system.
Employee pin: enables the individual person to clock in and out at the device; each person has an individual code that you maintain in the employee master data.
To connect, you first enter your ZEP URL and then enter the app login pin.
You find it under Administration > System > Device Management via the info icon of the device. Via the same path, a QR code is also available that speeds up the connection and can be sent to the users by e-mail.
Using Multi-User mode
After the connection, the start page appears with the tiles of the created employees. Via the PIN login, several employees clock in and out at a shared device without needing their own account on the device. At a glance, you see how many employees are currently present or absent.
Administrator Mode
You reach the Administrator mode by logging in via the icon at the top right with your administrator pin. There, you edit the times of your employees or, for example, log the device off the ZEP system.
