Employee sorting in selection lists
​Here you can set how employees should be sorted in the selection lists in ZEP. Choose between username, first name, and last name.

Employee formatting in internal reports
Here you can specify how the name of an employee should be displayed in internal reports. You have the choice between

Working time report total: person-days (PT) correspond to

In the reports, the number of total hours in the evaluation period is always displayed at the top left. Additionally, the total hours are displayed in person-days (PT). Here you specify the number of hours that correspond to one person-day, e.g., 8 hours.

PT representation with up to x significant decimal places

Enter a value between 0 and 10.

Notify before the end of an employment period
Here you can specify whether and who is notified by email before the end of an employee's employment period. If you have selected one of these options, a (system) task "Employment periods" is automatically scheduled under Administration > System > Tasks, which is executed daily. There is a mail template in the master data for the notification emails: Notification before end of employment.

Each employee can specify the date up to which they have finished recording their working times and absences and thus release them.
Here you set whether ZEP users can release their recorded data. This means each employee can indicate that all working times (and absences, if applicable) have been recorded correctly and completely.

In the working time table under My ZEP > Working Times, the symbol with the most recently entered "Released until date" can be found.

When employees release their working times, ZEP checks whether there are days in that period where less than half of the target time was booked. ZEP asks if the release should proceed anyway.
​Which period is checked? - Since the previous release date, but at most since the last monthly closing and at most one year.
​Which message appears? - If more than 10 days are under-booked in this period, the number of days is displayed; for up to 10 days, a list of the dates is shown.

Subsequently, employees can no longer edit their working times or absences for the period up to and including the release date.

If the release date does need to be changed, a ZEP administrator can correct the release date at any time in the Data sub-menu of the employee.

Additionally, you can specify whether and to whom a notification should be sent.

If an employee has granted the release of their working times/absences, send notification optionally to administrators, department heads, department heads of higher-level departments, and additional recipients.

An administrator can see this release date under Employees and view or change it under Employees > [Employee Name] > General > Data. If you also use the Absences & Overtime module, you will see the gray-blue release symbol next to the gray-yellow lock symbol under Administration > System > Monthly closing. A department head (only with the Locations & Departments module) sees or edits the release date under Departments > Employees. If the Absences & Overtime module is also used, the department head can see the release dates (gray-blue release symbol next to the gray-yellow lock symbol) of the employees under Department > Employee locks.

Display release date instead of lock in employee administration
​Specify whether a "released until" column with the corresponding date is displayed in the employee table under Employees instead of the "release lock".

Optionally specify whether the employee should be notified when they are locked or unlocked for a month.

Dashboard Settings
Display current employee birthdays widget: In the ZEP dashboard, various widgets can be added to the view. This includes a widget that displays employee birthdays (provided these have been maintained in the employee data). With this setting, you control whether the widget is available for display.

Default setting for working days and regular working hours (hours per day) for new employees
Here you specify which days are working days and the regular working hours in hours for each working day. This default setting is automatically applied when creating new employees. You can, of course, overwrite this default setting for each individual employee.

Default setting for annual leave entitlement for new employees
Please enter a value for the annual leave entitlement per year. The setting made here will be pre-assigned as a default value in the employee administration and can be overwritten for individual employees.

Default setting for leave days and days absent
This setting is primarily relevant for part-time employees:

For full-time employees who have the same regular working hours every day, this setting makes no difference.

Exception: If full-time employees have different numbers of regular working hours on different weekdays, and if less leave is to be used for shorter days than for longer working days, you can also consider the setting "convert according to regular working hours" for full-time employees.

Overtime per month settled with the salary

If you have employees in your company whose employment contract contains a regulation regarding overtime settled with the salary and you have activated the setting "subtract inclusive overtime from the monthly hourly balance" under Administration > Overtime & Absences > Settings, you can specify a value and a calculation type for the overtime settled with the salary per month here. These values are then automatically adopted for new employees.

In the Regular working time menu item of a selected employee, you can adjust the default setting individually.

Default break regulation for new employees

You can specify here which break regulation should be used as the default for new employees. This setting is pre-assigned as a default value in the employee administration and can be overwritten for the individual employee.

An employee requires at least the "User with additional rights" permission level to see the current presence of all employees in My ZEP > reports.
If you do not place a checkmark here, all employees, including "Users," can see the current presence of all employees.

The employee is only allowed to see the current presence in their own department (and downwards in sub-departments) in My ZEP > reports.
Place a checkmark here if you want an employee to be able to see only the presence of employees in the same department (and sub-departments).

Deactivate manual time recording
If manual time recording is deactivated for employees, they no longer have the Working Times menu item available and can only stamp their clock-in and clock-out times via the stamp symbol at the top right in ZEP.

Offer own clock-in/clock-out report in "My ZEP > reports"
Control whether employees can view their own clock-in/clock-out times under reports > My reports.

Recipient of the info mail if an error occurred during clock-in/clock-out. Specify to whom ZEP should send an info mail if an error occurred for an employee during clock-in/clock-out.

Location transmission
Decide whether the location of the device should also be sent when using the ZEP Clock App. This setting can be adjusted individually for each employee.

ZEP offers you the option to send emails at various points. For these emails, there are standardized texts that are included in the emails.

Here you can adapt the standardized text for the employee mail template. You have the possibility to send specific employee information using general placeholders. The placeholders are displayed to you when you click into the content text field. Additionally, you can optionally add files (max 5 x 20MB / max. 50MB total).

You can send all mail templates as a test email (preview) to your own email address. Click on Test delivery (to own email address) and select the desired language (currently German, English, French, Spanish, and Polish), then you will receive the email in the corresponding language at your address.

You can define any number of categories with a short form and designation for the employees, for example internal, external, part-time, full-time.

You can store categories in several languages. The entry is made in the Designation field: click on German/English/French/Spanish and enter the designation for the short form. Depending on the language set for the employee or the project, the German, English, French, or Spanish designation will be displayed.

In employee administration, you can assign any categories to each employee. You can filter the working time report by these categories: under reports > Employees > Working time report, you can display all working times of employees in a specific category.

You can define additional attributes for employees. An additional attribute is a field that is then available for every employee and can be maintained. ​
​
​When creating an additional attribute, the following information must be provided:

When using Personio: The Personio attributes are adopted if the name is identical.

Regarding the data types:

Additional attributes are displayed on the employee's Data page and can be entered in edit mode. ​ Current uses for additional attributes: