Note: This article describes the previous resource planning with the main menu items Planning and Work packages. If Work packages is missing in ZEP and Planning opens a planning board, Feature Overview – Resource Planning applies to you.
Under Administration > Resource Planning > Settings, you configure the module company-wide. The settings affect all employees and projects with Resource Planning active.
Show overall workload
Activate the checkbox Displaying total workload under 'Work packages' so that employees can see their own overall workload across all scheduled projects. The display appears in the Work packages view of the employees.
Scheduling on non-working days
By default, ZEP only allows scheduling on working days according to the employee's weekly working days. Activate the checkbox Scheduling including on non-working days to also allow scheduling on non-working days (weekends, holidays) — useful for shift or on-call models.
When the setting is active, the checkbox Scheduling including on non-working days appears above the planning matrix. It is preselected and can be cleared for the current edit.
Self-scheduling by employees
Whether employees may enter and adjust their own scheduling in the main menu under Planning is set under Administration > My Company > Roles & Permissions: area Own permissions & my reports, row My Planning. Grant the permission to the roles that should schedule themselves.
Standard scheduling in project assignment area
The checkbox Employee is allowed to see their own standard scheduling in the project assignments allows employees to see their own standard scheduling (the weekly hour distribution per project) in the Project assignments area. Useful when employees should keep their recurring weekly schedule in view themselves.
Notifications on new scheduling
Activate the checkbox Notify employee of scheduling so that employees are automatically notified by email when their scheduling is added, changed, or deleted. Configure the mail template used under Administration > Resource Planning > Mail templates.
Permission to schedule
Who may schedule employees is set under Administration > My Company > Roles & Permissions: in the Projects area the row Plan Data & Resource Planning, in the Employee area the row Resource Planning, each with Edit. This lets you control, for example, whether controlling may resolve capacity bottlenecks itself.
Mail templates for scheduling notifications
Under Administration > Resource Planning > Mail templates, you store the subject and HTML body of the notification emails per language (German, English, French, Spanish, Slovak, and Turkish). Placeholders are filled in by ZEP automatically at send time.
Available placeholders per mail template:
%USERID% – personnel number of the affected employee
%VORNAME% – first name
%NACHNAME% – last name
%ZEITRAUM% – period affected by the scheduling change
%ZEP_URL% – direct link to your own ZEP
ZEP ships one standard mail template for Resource Planning, which you can adapt to your tone of voice:
Employee scheduling changed – sent automatically when an employee's scheduling has been added, changed, or deleted for a period (provided the Notifications on new scheduling setting above is active).
With the Test send button, you send a preview of the mail template to your own email address to check layout and placeholder resolution before the actual send.
Tip: Keep the notification emails brief and put the period in the subject with %ZEITRAUM%. This way, employees see immediately which days have changed when scrolling through emails.