The calendar in ZEP Clock shows your appointments and absences. The current month is preset. You can switch between the month, week and day views. 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
Employee-specific holiday calendars
Create and edit absences with a mouse click
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 Clock.
For recorded absences, the absence reasons are displayed in the calendar in the colors defined in the master data. Click on an absence reason to show or hide it (colored circle = shown, empty circle = hidden). Public holidays 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.
Note: Planned, unapproved absences from already closed months are ignored in the calendar. Delete such entries from your absence calendar.
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White with greyed-out text: Withdrawn
An absence request can only be approved, rejected or withdrawn as a whole. If only certain absences are to be approved, the request must be withdrawn (by the employee) or rejected (by the administrator) and a new request submitted with only the absences to be approved.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 absence reason. 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: „Full day", „50% of standard working hours" or „Time".
Optionally add a comment.
Click Save to plan an absence without submitting a request, or Save and request 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 absence reason 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 absence reason.
Editing and Deleting Absences
Using Delete you can delete absences up to and including the specified end date. When editing an absence, the scissors icon 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 absence reason.
Depending on your permissions, you may also approve your own absences.
