With the Sage HR integration, you can automatically transfer employee master data and absences from Sage HR to ZEP. Sage HR remains the leading system for the transferred data.
Data direction: Sage HR → ZEP
Product line availability
Note: The Sage HR interface is included in all product lines.
For setup and configuration, you need the Administration Area permission with Edit under Roles & Permissions. Administrators always have this permission.
Prerequisites
To set up the integration, you need:
Access to the Interface Marketplace in ZEP
An API token from Sage HR – create it in your Sage HR account settings
Your Sage HR Subdomain (for example mycompany from mycompany.sage.hr)
Absence reasons created in ZEP for the absence types that should come from Sage HR
Setting up the integration
In ZEP, go to Administration > Interfaces > Interface Marketplace. Select Sage HR and click Configure.
Enter the following settings there:
API Key: Enter the API token from your Sage HR account settings.
Sage HR Subdomain: Required. Enter the part of your Sage HR address before .sage.hr, so for mycompany.sage.hr that is mycompany.
Import Employees: adopts employee data from Sage HR. Active by default.
Username Generation: Defines how ZEP creates usernames for newly imported employees. Available are the external employee ID, the email prefix with ID, FirstName.LastName, the first letter of the first name with the last name, the email prefix on its own and the full email address. The default is the email prefix with ID.
Import Absences: adopts approved absences from Sage HR. Active by default.
Default Price Group: Applies to all newly imported employees. The default is 01, and the code must exist in ZEP.
Show Cost Accounting: Defines whether imported employees may view their own expense report under My Reports. Switched off by default.
Data transfer
The integration transfers the following data from Sage HR into ZEP:
Employees
ZEP imports the following employee data from Sage HR:
Sage employee ID
Email address
First and last name
Mobile number
Personnel number
Start date
ZEP uses the Sage employee ID as the primary key for matching. Existing employees are automatically recognized and updated.
Note: The interface creates the working time model itself: 8 hours on every day from Monday to Friday, valid from the start date. Sage HR does not provide target hours, so this value applies to all imported employees. Every synchronization resets the most recent working time model in ZEP to these values. New employment periods receive a vacation entitlement of 30 days, which you can adjust per employee in ZEP.
Absences
ZEP also imports approved absences from Sage HR. These include:
Assignment to the employee
Absence reason, for example vacation or illness
Start and end date
Indication of whether the absence is full-day or half-day
Only approved absences are transferred. A request that is still open or has been rejected in Sage HR does not appear in ZEP. ZEP considers a three-year period – the previous, current, and next year. Long absence periods are automatically divided into segments of up to 65 days to ensure the data is reliably transferred from Sage HR.
Assigning absence reasons
For an absence to arrive in ZEP, the Sage HR leave policy must be assigned to a ZEP absence reason. You make this assignment on the absence reason itself, under Administration > Overtime & absences > Reasons for Absence. There, below the Abbreviation, is the field External Connector ID. Enter the ID of the Sage HR leave policy there.
For a policy without an assignment, ZEP transfers nothing; the synchronization still transfers all other absences. After the first synchronization, check whether the absences of all policies you use have arrived in ZEP, and add any missing assignments.
Example: Sage HR supplies the ID of the leave policy rather than its name. If the vacation policy in Sage HR has the ID 12, enter the external connector ID 12 on the ZEP absence reason Urlaub. The ZEP abbreviation stays untouched.
Synchronization and log
ZEP synchronizes the data hourly in the background. Employees and absences from Sage HR are therefore automatically available in ZEP.
Sage HR remains the leading system for all imported data. Make changes to employees or absences in Sage HR – ZEP picks them up automatically in the next sync.
Note: Newly imported employees are created in ZEP with the configured default values (price group, cost accounting). These settings can be adjusted per employee in ZEP afterwards.