Here you can see your appointments and absences (with the Absences & Overtime module). The current month is set as the default view. You can switch between month, week, and day views. To change the month, week, or day, click the arrow buttons or select the desired date using the calendar icon.
Important functions at a glance:
Monthly, weekly and daily view
Employee-specific holiday calendars
Creation and editing of absences via mouse click
Preset time zone selectable depending on your location
If you change the time zone, the newly set time zone only becomes active after logging out and logging back into ZEP.
For recorded absences, the calendar displays the absence reasons used in the colors stored in the master data. By clicking on an absence reason, you can control whether it is shown or hidden (colored circle: absence reason is displayed in the calendar; empty circle: absence reason is hidden). You can also optionally show or hide public holidays in the same way.
Information regarding annual leave or planned absences is also available at a glance in the calendar:
Annual leave for the current fiscal year and, if applicable, planned absences.
Annual leave for the following year.
Overtime balance (as of the current date), depending on settings.
Planned absences (requiring approval) and the absence request (submit request for approval).
Absence requests with status (requested, approved, rejected, withdrawn).
An administrator (or department head when using the Locations & Departments module) has the option here to approve or delete the displayed absences. Upon approval of an absence, the corresponding employee is informed of the approval via email.
Under planned absences, you can see the planned (unapproved) absences for the current year for which no request for approval has yet been submitted. However, only planned absences from non-closed months are taken into account. If planned (unapproved) absences still exist in a closed month, they are ignored. It is best to delete such planned absences from closed months from your absence calendar.
View & Record Absences
In the calendar, you can see your absence requests since the respective previous month. If you wish to view a longer period, go to reports > My reports > Absence overview.
The number of days (with date) and the current status of the request (also with date) are displayed as follows:
A requested application is white
An approved application is green
A rejected application is red
A withdrawn application is white with grayed-out text
An absence request can only be approved, rejected, or withdrawn as a whole. If only certain absences are to be approved and others are not, the request must be withdrawn (by the employee) or rejected (by the administrator), and a new request containing only the absences to be approved must be submitted.
To apply for an absence, go directly to "+ Absence" in the calendar or click on the corresponding date in the calendar, select "New Absence", and complete the application:
Select the appropriate time or period.
Select the appropriate absence reason.
For the duration, choose between "Full day", "50% of standard working time" (depending on the user), and "Time" (depending on the minute grid and time zone).
Remarks can optionally be added for your own documentation or for your supervisor.
To plan the absence (e.g., vacation planning) or for an absence reason that does not require approval, simply click "Save". To submit an application, click "Save and request" instead.
In the next window, you can add further (planned) absences, a general remark, or file attachments (for the application email) to the request before finally clicking Send.
Additionally, a second absence reason per day can be entered, for example, a half-day of vacation and a half-day of flexitime. Absences cannot be entered on Saturdays, Sundays, or public holidays.
An absence reason requiring approval is marked with a colored border during entry. Once a request for approval has been submitted for an absence, the entry is shown as "hatched." The entry is only displayed fully in the corresponding color of the absence reason once a supervisor has approved it.
Using "Delete", you can delete absences up to and including the specified "to" date. If you open an absence to edit it, you can use the scissors icon to split the period into individual days. This can be useful if, for example, a single day needs to be deleted from the absence period or a different absence reason needs to be entered for a specific day.
Depending on your permissions, you may also be able to approve your own absences.
