Directly on the employee record you find a dedicated submenu with all sub-areas that go beyond the master data. Here you manage employment periods, regular working time, internal hourly rates, documents as well as all data recorded directly on the employee — from project times and receipts to calendar, offers and tickets. Attendance recording and sensitive actions like pseudonymizing and deleting are located here as well.
Note: Which sub-areas appear in the submenu depends on your product line, the role of the signed-in user and the booked modules. You open the area via Employees in the main menu, a click on the employee and the submenu on the detail page.
General
In the General group you find the areas that are maintained for every employee independently of a specific module:
Data
The central master data dialog with the tabs General, Settings, Overtime and holiday, Contact and Bank details. The complete field reference is described in the article Employee data.
Employment periods
In the Employment periods area you manage all hire and leave dates of the employee. An open employment period with a start date but no end date means the person is currently employed; an end date closes the employment relationship. Several employment periods may follow one another per person, e.g. for re-entry after parental leave, fixed-term contracts or sabbaticals.
In the employment-periods table four actions are available per entry, shown as icons on the right of the row:
Edit — opens the dialog with start and end date, holiday entitlement (with the module Absences and overtime) and remark.
Delete — removes the period entirely. Typically used for accidentally created entries.
Split — splits an employment period into two periods. You choose the split date within the period; ZEP automatically creates two new periods. Useful when the holiday entitlement or the working-time fraction has changed within a period. Prerequisite: the period must be at least two days long.
Merge — combines a period with the immediately preceding one. Prerequisite: both periods must have the same holiday entitlement. Useful when a period that was accidentally split should be restored.
Note: The licence effect when ending an employment period differs per product line. The full deactivation workflow is described in the article Creating, editing and deleting employees.
Note: With the module Absences and overtime the annual holiday entitlement is additionally maintained per employment period — including residual-holiday carry-over and fraction-based adjustments.
Regular working time
In Regular working time you model the contractual working-time agreement of the employee — weekdays as working days, hours per day or per month, public holiday calendar, hour caps, break rule and optional overtime compensation. It is the basis for every target-hour and overtime calculation in ZEP. You can maintain several regular working times per employee one after another with a valid-from date — when the contract changes you create a new entry via New regular working time, the previous one remains valid for past periods.
The following fields are available in the regular-working-time dialog:
Contract — choose between Hours per day and Hours per month. With hours per day you enter the target hours per weekday (Monday through Sunday). With hours per month you enter the total hours per month and tick the checkboxes for the weekdays that count as working days.
Working days and hours per day — for each weekday you activate the checkbox and enter the target hours. A working day with value 0 is possible (useful for employees who only record absences but no times). A non-working day means no absence can be entered on that day.
Public holiday calendar — assignment of a public holiday calendar per employee that maps the regional statutory public holidays. The calendar itself is maintained in the administration under Employees > Public holiday calendars.
Weekly cap — optional maximum weekly hours. ZEP marks any overrun in the project-time view.
Monthly cap — optional maximum monthly hours. Overruns are highlighted in the month-end report and on the employee detail page.
Break rule — assignment of a break rule per employee. The rules are maintained in the administration under Project times > Break rule.
Overtime compensation per month — optional value (in hours) up to which overtime is automatically compensated each month.
Calculation type — defines how the overtime compensation is calculated (with history, percentage or percentage of target hours).
Note: Regular working time is a standard area on the employee and is available in all three product lines — the configuration of Overtime compensation per month and Calculation type additionally requires the module Absences and overtime with the corresponding licence.
Note: Regular working times cannot be changed, deleted or newly created if doing so would affect a period that is already closed by a month-end procedure, or if it would change the break rule for a period in which project times have already been recorded.
Internal hourly rates
The internal hourly rates reflect what the employee costs the company per hour worked — typically including salary, social-security contributions and overhead. To determine them, you add salary and proportional indirect costs such as office rent, equipment or licenses. ZEP uses internal hourly rates for the revenue calculation in project reports and for departmental cost and margin reports.
Typical administration tasks in this area:
Create a rate: Per employee you store a cost rate with a valid-from date. Initially, the rate is stored as 0 without a valid-from date and applies from the start of employment. On a salary change you add a new rate with an effective date via + Add new internal hourly rate.
Adjust on workload change: When the employee switches between full and part time, you store the updated cost rate as of the effective date.
Project-specific rate: A deviating internal hourly rate can be stored on the individual project. For revenue reports of these projects, ZEP automatically uses the project-specific rate instead of the person's default rate.
Historical analysis: Earlier rates are preserved so that project calculations from the past remain reproducible.
Internal hourly rate for resets (with the Absences and Overtime module): For the calculation of holiday accruals (in ZEP labelled Resets), you can store a deviating rate that considers only the salary — without social-security contributions and overhead. This second rate is used exclusively for the holiday accrual calculation, not for regular revenue reports.
Rate currency (with the Locations and Departments module): When employees are assigned to a department with its own currency, the internal hourly rate is stored in the department currency. Without this module, the base currency applies. If the department currency or the base currency is changed later, existing internal hourly rates are not automatically converted — a manual adjustment of the rates is required.
Note: Internal hourly rates are part of the module Revenue and costs and only visible when the module is booked and enabled for the signed-in user.
Documents
In the Documents area you store personal files of the employee — typically employment contracts, payslips, certificates, references and personnel files. Employees see their own documents; administrators or personnel administration maintain them.
Typical administration tasks in this area:
Upload a contract: When a contract is signed or amended you store the current document as PDF.
Distribute payslips: Upload monthly payslips per employee so that the person can view them themselves.
Maintain personnel file: Manage certificates, references and training records centrally per employee.
Note: The Documents area only appears with the module Document management.
Cover Page
The Cover Page is the compact overview page of the employee with the most billing- and planning-relevant data.
Change history
The change history logs every recorded change on the employee record: who changed which field when to which value. This makes subsequent adjustments fully traceable.
Typical use cases:
Data-protection request: Show which data on the employee record was changed when.
Audit evidence: Prove that critical fields (role, employment status, interface IDs) were maintained according to the four-eyes principle.
Troubleshooting: Clarify whether a value was accidentally changed and by whom.
Note: The change history is only shown if it has been activated in the administration under Miscellaneous > Change history with the option Record changes of employee data.
Assignments
The Assignments group bundles all connections of the employee to projects, customers and departments — i.e. everywhere the employee holds a functional role.
Projects
The Projects area lists all projects the employee is assigned to in a specific period and with which function. Only this assignment enables the employee to book project times against the respective project. Use the Time period and Operations filters (none, bookable, all) to control what is shown in the table.
Actions on the employee Projects tab:
Assign employee to additional projects — opens a popup where you select one or more projects with price group and assignment period and assign them in one step.
Copy project assignment from another employee — takes over the complete project assignments of a template person. Ideal when onboarding a new team member with the same project portfolio.
Change function — via the project member or project manager icon in the row, you change the role of the employee on the respective project. Project managers with the User with additional authorizations permission additionally gain access to project planning.
Add another assignment period — via the plus icon, you create another period on the project, for example when changing the price group or during a temporary pause. The periods may not overlap.
Delete assignment — via the trash-can icon, you remove the employee assignment. Only possible as long as no project times have been booked yet.
Typical administration tasks in this area:
New project assignment: At project start, assign an employee to a project so they can book times.
Project ends: Remove employees from completed projects to prevent further bookings by mistake.
Role per project: Optionally enrich assignments with a role or function (e.g. project lead, team member).
Note: The Projects area is available in ZEP Compact and ZEP Professional, not in ZEP Clock.
Key account manager
In the Key account manager area you manage the customers for whom the employee is recorded as the main contact. For each entry, you see whether the employee is the primary key account manager, whether they may edit the customer data, and whether they carry budget responsibility for this customer. Clicking the customer name takes you directly to the customer data. This assignment controls report views and can be used as a filter in reports, e.g. to evaluate revenue per key account manager or per account manager.
Typical administration tasks in this area:
Assign customers: When setting up account management, give every customer a responsible.
Manage handovers: Reassign customers when an account manager changes.
Report filter: Specifically analyse revenue, trips or tickets per key account manager.
Note: The Key account manager area is available in ZEP Compact and ZEP Professional, not in ZEP Clock.
Department Manager
In the Department Manager area you see all departments in which the employee is recorded as head. With this role the employee manages the master data, employment periods, absences and reports of all persons in the assigned departments.
Note: The Department Manager area only appears with the module Locations and departments.
Administration
The Administration group gathers the areas where you maintain operational data directly on the employee — the data the employee normally records themselves can be added or corrected here by administrators or Department Managers.
Project times and working times
In the Project times area (ZEP Compact and ZEP Professional) or Working times area (ZEP Clock) you see all time bookings of the employee in list form and can intervene administratively where the employee cannot or may not correct themselves.
Typical administration tasks in this area:
Add a forgotten time: Record forgotten bookings for an employee, e.g. after field-service assignments without online access.
Correct a booking: Subsequently adjust incorrect projects, activities or durations — especially after week- or month-end closing.
Remove double bookings: Clean up accidental duplicate entries.
Step in after the release date: Once the employee has released their times, only administrators or Department Managers can still change them.
Note: Which fields the list view shows depends on the product line. In ZEP Compact and ZEP Professional with project, activity, duration and remark, in ZEP Clock with start and end time of the attendance.
Receipts
In the Receipts area you see all expenses, vouchers and out-of-pocket costs that the employee has recorded. Administrators or Department Managers add missing receipts before the month-end closing, review them, correct them and close the receipt process.
Typical administration tasks in this area:
Chase receipts: Remind about or add missing receipts before the month-end closing.
Review receipts: Check submitted expenses for completeness, plausibility and project assignment.
Reassign receipts: Rebook receipts to the correct project or category.
Note: The Receipts area only appears with the module Revenue and costs.
Calendar
The Calendar bundles all absences, leave and possibly appointments of the employee into a day and month view. Administrators and Department Managers step in when absence requests need to be recorded, changed or approved retroactively.
Typical administration tasks in this area:
Edit absences: Record or adjust holiday, sickness or special leave for the employee.
Approve requests: Review submitted holiday requests, approve or reject them.
Add sickness retroactively: Correct the corresponding days when a medical certificate arrives late.
Spot calendar conflicts: See whether appointments or absences already lie on a planned day.
Note: The Calendar is available with the module Absences and overtime or with the appointments function activated.
Calendar releases
In the Calendar releases area you define who may view the calendar of the employee. Typical setup: the own team, the Department Manager or centrally the personnel administration.
Typical administration tasks in this area:
Team visibility: Give colleagues insight into absences so substitutes can be coordinated.
Authorise the Department Manager: Make sure managers see sickness and holiday days.
Personnel administration: Grant central HR read access.
Note: Calendar releases are only available with the appointments function activated and for administrators or Department Managers.
Offers
In the Offers area you see all offers in which the employee is involved — typically as the responsible person or processor. Administrators or sales leads step in here when responsibilities are changed or offers need to be reassigned.
Note: The Offers area only appears with the module Offer creation.
Tickets
In the Tickets area you find all tickets in which the employee is recorded as processor or responsible. Useful when responsibilities have to be reassigned — e.g. during holiday, sickness or when leaving the company.
Note: The Tickets area only appears with the module Ticket system.
Tasks
In the Tasks area you manage the scheduled background tasks that are configured for the employee. Tasks are time-controlled background jobs that ZEP runs regularly — for example monthly regular-working-time generation, automatic attendance and overtime calculations or scheduled notification mails to the employee.
The table shows administrators which tasks are active per employee, when they last ran, when the next run is scheduled and the result of the last execution. New tasks are centrally defined in the administration under Miscellaneous > Tasks and can be rolled out per employee from there.
Attendance
In the Attendance area you find all sub-areas that relate to stamping the employee's attendance — i.e. coming, going and breaks on the respective working day. The group is visible as soon as the signed-in user is allowed to evaluate the employee's attendance and attendance recording is included in the licence (in ZEP Clock a core function, in ZEP Compact and ZEP Professional with active attendance configuration).
Come/Go
The overview shows all stamp events of the employee — attendance start (Come), attendance end (Go) as well as break start and break end — chronologically over the selected period. Administrators can add missing stamps, correct erroneous entries or supplement day breaks here.
Typical administration tasks in this area:
Add a forgotten stamp: e.g. when the employee did not clock in in the morning.
Correct a wrong stamping time: e.g. after an accidental double-click on the stamp icon.
Enter a break manually: for mobile employees who could not stamp their break via the app.
Generate project time
With Generate project time ZEP transfers the stamped attendance times into project-time recording. The employee or administrator chooses a period; ZEP proposes project times based on the attendance bookings (e.g. with a default activity on the current project). After confirmation the project times are created in ZEP.
Useful for teams that essentially work on one project and do not want to record project times manually every day. The area only appears if the employee has the permission Stamp attendance and the attendance data is to be used as the basis for project-time generation.
Note: Generate project time only appears when attendance recording is active and the employee is authorised to stamp. In ZEP Clock attendance recording is a core function; in ZEP Compact and ZEP Professional it is enabled via the corresponding configuration in the administration.
Actions
On the employee detail page you find — next to the master data — an actions menu with sensitive or one-off operations on the record. Which entries appear depends on the booked modules and the role of the signed-in user.
Pseudonymize — GDPR-compliant anonymisation after the employment ends. History is preserved. Administrators only.
Delete employee — complete removal for test accounts or incorrect entries. Administrators only.
The full procedure for pseudonymization and deletion as well as the corresponding prerequisites is described in the article Creating, editing and deleting employees.
Reports directly on the employee
In addition to the areas mentioned above the employee record also has its own reports group on the detail page — from project-time report through come/go and receipt report to billing and credit notes. This lets you analyse the data of a single employee in a targeted way without opening the central reports area.
Which reports are directly available on the employee and how they interact with the central reports area is described in the article Employee reports.