Tasks
In this section, you can schedule specific regular assignments in ZEP Clock as a task.
Employee Information: Reminder for missing time recordings
Reminder to clock in
Automatically log out employees – either at a selected time or after a specific duration of attendance
Check of employment periods (only if you have activated this under Administration > Employees > Settings)
Employee Information: Email to employees if target hours are not met (configurable parameters) (Absences & Overtime module)
Reminder for unprocessed absence requests (Absences & Overtime module)
Monthly/weekly upper limits: Email to the administrator if a weekly or monthly upper limit is defined for an employee and exceeded within the specified period
Reminder for monthly lock
Creating tasks
To create a new task ("order", "assignment"), click the "Create new task" button.
Select the corresponding task from the list
You can overwrite the name pre-entered by ZEP as desired
Under "Execution", select when the task should be executed
Save
In the table, you can see all your scheduled tasks, their status, execution schedule, the last execution, the result of the last execution, the saved result file, and the next scheduled execution.
Through the PDF icon, you can download the file; via the link, you can generate a download URL.
By clicking on the name of a task in the table, the last 5 result files are offered for download.
Use the paper & pen icon to edit the task, and the trash can icon to delete it.
With the Start/Stop button, you can pause the task and reschedule it.
So-called system tasks always run automatically, meaning they do not feature these symbols.
By clicking the play icon (small triangle), you can execute a task immediately (independent of the regular schedule).
Task Scheduling
You can specify when each task should be executed. Depending on the task, different execution modes are offered (e.g., every 15 minutes, hourly, daily, every 1st of the month ...).
Daily: Specify the time, the report period, and the name of the report.
Weekly: Specify the weekday(s), the time, the report period, and the name of the report.
Monthly: Specify the day of the month, the time, the report period, and the name of the report.
Optionally, you can compress the result file as a ZIP archive and, if necessary, encrypt it with a password and/or have the result file sent to your own email address (stored in ZEP).
By clicking OK, this report is scheduled as a task with the set parameters and will be executed at the defined time.
Task Information
Information on individual tasks:
By clicking on the name of the task in the table, the previous executions of the task are displayed.
Task Employee Information:
Here you can precisely configure when ZEP sends a "reminder of missing time recording" to the relevant employees. Every employee who falls short of their target hours in a specific period by more than the specified percentage will receive an email. (Email template under Administration > Employees > Mail Templates)
You can either "Check days individually" or "Check previous week as a whole".
Check days individually:
Specify the number of days that will not be checked (Examples: 0 = check up to and including today, 1 = up to and including yesterday, etc.).
Specify the length of the checked period in days.
Specification of the percentage shortfall of the standard working time (Example: 25 = if more than 25% of the standard working time is missing on one day, the employee is informed).
Example: The parameter values 2, 10, 25 mean: the 10 days up to and including the day before yesterday are checked; if more than 25% of the standard working time is missing on one of these days, the employee is informed.
Check previous week as a whole:
Specification of the percentage shortfall of the standard working time (Example: 10 = if more than 10% of the standard working time is missing in the previous week, the employee is informed). Compliance with a break rule is nevertheless checked for each individual day of the period.
Overtime Balance Under/Exceeded
Determines which employee has exceeded a defined number of overtime or minus hours within a certain period.
An email is sent to department heads or administrators if an employee, taking into account all bookings up to the set day:
has fallen below the number of minus hours
or has exceeded the number of overtime hours.
Specify when the task should be executed, which days should not be taken into account, and the number of minus and overtime hours that have been fallen below or exceeded. Employees with a regular working time of 0 are not taken into account.
(Email template under Administration > Overtime & Absences > Mail Templates)