The employee overview is your central entry point into employee management. Here you see all employees at a glance, narrow the list via filters, configure the displayed columns, start bulk operations, and export the data. You open the overview via Employees in the main menu.
Note: The employee overview is available in ZEP Clock, ZEP Compact, and ZEP Professional. Which columns and filters are visible depends on the product line and the booked modules.
Filters and search
The list shows all employees who are employed at the current date by default. Via the filter bar above the table, you narrow the selection:
Department: show employees from one or more departments (with the Locations and Departments module).
Employment period: a reference date or a period during which the employee was employed — default is the current date.
Period mode: controls how the employment period filter is evaluated — Employed (employment period overlaps the filter), Hire (hire date within the filter), or Exit (exit date within the filter).
Full-text search: input field at the top right, searches name, first name, username, short code, and personnel number.
Categories: filter for employees of one or more categories (when employee categories are defined in administration).
Not released until: employees whose data has not been released up to a specific reference date (when employee release is activated).
Default price group: filter by stored price group (in ZEP Compact and ZEP Professional with the Revenues and Costs module).
Employment type: filter between Permanently employed, Freelancer, and Freelancer with credit note (with the External employees and credit notes module).
Frequently needed filter combinations can be saved as Favorites via the star icon and recalled with one click.
Tip: To display former employees, set the employment period to a past period or to Unlimited. Otherwise the list hides them because they are not employed at the current date.
Table configuration
The displayed columns of the employee list are individually configurable. Via the gear icon at the top right, you open the column configuration:
Show or hide columns: Use checkboxes to decide which columns are visible. Mandatory columns such as Name always remain visible.
Change order: Drag & drop columns to the desired position.
Sorting: Clicking a column header switches between ascending and descending. Holding shift while clicking sorts across multiple columns at once (e.g., first by department, then by last name).
Persistence: Your column and sorting settings are saved per user and are automatically available again at the next login.
Bulk operations
You select several employees at once via the checkboxes on the left in the table. As soon as at least one employee is marked, you open the bulk operation via the actions menu at the top. Which actions are visible depends on your role and the booked modules.
Standard scope in all product lines:
Add or remove categories — Assign several employees to one or more employee categories or remove assignments.
Change role — Switch several employees to another role. Only administrators may assign administrator roles.
With module Absences and overtime:
Enter absences — Create an approved absence (reason, period, comment) for several employees at once.
Assign break rule — Apply a break rule with start date to several employees.
Change settled overtime — Adjust the overtime settled with the salary per month.
Change approved additional work — Set additional work hours and offset type in one step.
With module Revenue and costs:
Change standard price group — Switch the rate of several employees in one step.
Generate project times — Automatically fill gaps in project time recording with a standard activity.
With other modules:
Change employment — Set permanent employee, freelancer or freelancer with credit note in one step (in ZEP Compact and ZEP Professional, when Activate freelancers and credit notes is set in the administration).
Deactivate manual time recording — Enforce stamping via the ZEP Clock App for several employees (with active attendance or Clock licence).
Stamp attendance on the web — Enable or disable web stamping for several employees (with active attendance recording).
Change department — Assign several employees to a new department (with module Locations and departments).
Enable additional meal expenses — Set the VMA authorisation for several employees (with module Travel expense management).
An action always only affects the currently selected employees.
Export
From the employee overview you export the current selection in two ways. Both take the active filters and the currently visible columns into account.
Table export
Directly at the employee list you find an export icon on the table. A click opens the format menu with the options CSV and Excel. Useful for handover to Excel, Google Sheets or for further processing in accounting.
Export via the preview
Next to the Execute button above the table you find the preview. It opens the current employee list with all visible columns directly in ZEP. Via the format selection in the preview you switch to the desired output format and then download the document locally.
The following output formats are available:
PDF — for printing and sending
DOCX (Microsoft Word) — for further editing
ODT (OpenDocument) — for LibreOffice, Pages or other office programs
Tip: If you want to export a report of former employees, first set the employment period filter accordingly (e.g. Unrestricted) and check that the column Employed until is visible. Both export paths then take exactly this selection.
For more in-depth reports, for example an employee list across several periods or with comparison periods, use the employee reports in the reports area.