The employee overview is your entry point into employee management. You open it via Employees in the main menu. In the table, you narrow down the list with search and filters, choose the displayed columns, save frequently used filters as favorites, change data for several employees at once, and export the list.
Clicking a Username opens the Employee File. The article Employee data describes what the file contains. Use Create new employee to start the wizard for adding an employee, see Creating, editing and deleting employees. The button appears if you are allowed to create employees and the user limit of your license has not been exceeded.
Note: Employee management is included in all product lines. Which columns, filters, and bulk actions appear depends on the product line, the activated areas, and the permissions of your user role.
Filters and search
Above the table you find the search field, the filter row, and to the right of it the Favorites. The Employment Period and Department filters are always shown. You add further filters as needed.
Search
The Search field finds employees by first and last name. In addition, the table header shows a row of letters: clicking a letter shows only employees whose username starts with that letter. All removes the restriction again.
Employment Period
The Employment Period filter consists of a period with From and To and the selection During this Period:
"Employed" shows employees whose employment period overlaps the selected period.
"Joined" shows employees whose entry date falls within the selected period.
"Resigned" shows employees whose exit date falls within the selected period.
The default is "Employed" from the first day of the current month with no end date. When you open the list, it therefore shows the employees currently employed.
Tip: To find former employees, select "Resigned" and set the period to the year they left. Alternatively, with "Employed", move the From date further into the past.
Department
With the Locations and Departments area, you filter the list by one or more departments. The selection shows the department structure as a tree. The list then also contains the employees of the sub-departments of the selected departments.
More filters
Use Add filter to add more filters to the filter row, and Clear all other filters to remove them again. The following filters are available:
Filter | Selection | Requirement |
User role | one or more roles, including custom user roles | – |
Status | "Present" or "Absent" | – |
Device | device used for attendance recording, such as "Web Interface", "Terminal", or "App" | – |
Employment | one or more employment types | freelancers activated |
Categories | one or more employee categories | employee categories created |
Skills | one or more skills, see Skills in the employee list | HR Management, skills created |
Not signed off | reference date | employee approval configured |
Current Holiday Calendar, Current Work Break Regulation | multiple selection | view permission "Working time model" |
ZIP, Country | multiple selection | view permission "Contact details" |
Default Price Group | multiple selection | Revenue & Costs, view permission "Master Data" |
Creditor number | multiple selection | creditor number per employee in the accounting export |
Favorites
To keep a filter combination you need often, save it via Favorites > Save as favorite under a Description of your choice. With Use favorite as the default for the form, you make the favorite the default view of the list. Use Manage favorites to edit your saved favorites, and Reset to return to the standard view.
Columns and sorting
By default, the table shows the columns Username, Emp. No., First name, Last name, User role, Department, Status, and Device. The employee number appears with the view permission "Master Data", the department with the Locations and Departments area. The list is sorted by last name in ascending order. Clicking a column header changes the sorting.
The gear icon Configure opens the Configure table columns dialog. There you show or hide further columns and arrange them by drag & drop. Reset restores the default columns.
Status and device
The Status column shows whether the employee is currently "Present" or "Absent". If you are allowed to edit the employee's data, you clock them in or out directly with the toggle in the cell. The Device column shows how the attendance was recorded, such as "Web Interface", "Terminal", "App", or "Employee App".
More columns
You show additional columns as needed. Whether a column is available depends on the corresponding view permission in Roles & Permissions, on the area, or on the setting.
Group | Columns | Requirement |
Person | Abbreviation, Title, Salutation, Email, Date of birth, Categories | Email: view permission "Contact details". Date of birth: view permission "Master Data". Categories: employee categories created |
Contact | Street, ZIP, City, Country, Business Phone, Personal Phone, Mobile phone | view permission "Contact details" |
Employment period | Employment from, Employment until, Employment Remarks, Current Holiday Calendar, Current Work Break Regulation | view permission "Working time model" |
Employment | Employment, VAT Credit | freelancers activated, view permission "Master Data" |
Billing and accounting | Default Price Group, IBAN, BIC, Cost Center, Cost Unit, Creditor number | Default Price Group: Revenue & Costs and view permission "Master Data". IBAN and BIC: view permission "Bank details". Cost Center, Cost Unit, and Creditor number: each set to "per employee" |
Interfaces | Personio ID, HR Works ID | respective interface set up, view permission "Master Data" |
Approval | Approved | employee approval configured |
HR Management | Skills | HR Management, skills created |
Other | Remark, additional attributes | Remark: view permission "Master Data". Additional attributes: created for employees, view permission "Additional attributes" |
Bulk operations
To change several employees at once, select the checkboxes on the left of the table and choose the action you want via Select action. A dialog opens, and ZEP applies your entries to all selected employees. Which actions are offered depends on the activated areas and settings:
Action | What you set | Requirement |
Change inclusion of attendance times | Include clock-in times and Clock in/clock out on the web interface | ZEP Clock or attendance recording activated |
Attendance: Assign Project Time Generation | period, project, and activity for the automatically generated project times, optionally filling all gaps | attendance recording activated; not in ZEP Clock, because no project references are kept there |
Change employment | employment type | freelancers activated |
Change department assignment | department | Locations and Departments |
Change subsistence costs | whether subsistence costs are taken into account | Travel Expense Management with subsistence costs |
Change user role | user role | – |
Freelancers with credit: change VAT | tax rate of the credit note | freelancers activated |
Change default price group | default price group | Revenue & Costs |
Add categories | additional categories | employee categories created |
Remove categories | categories to remove | employee categories created |
Enter absences | reason for absence, period, duration of absence, comment, and whether the absence is approved | |
Change work break regulation | work break regulation with Valid from | work break regulations activated |
Add Compensations | base compensation or variable compensation, see Compensation for multiple employees |
Note: With Change user role, you can only choose the roles you are allowed to assign yourself. If the selection contains employees whom only administrators and system administrators may edit, ZEP rejects the action with a message. For the other actions, you need the matching edit permission for all selected employees, for example "Master Data" for department, employment, VAT, and default price group, or "Working time model" for the work break regulation.
Export the list
Use the Export icon in the table header to export the list with the columns currently shown. In the dialog, choose under Format between "PDF", "doc (Word)", "DOCX (Word 2003)", "Excel", "CSV comma", and "CSV semicolon". Depending on the format, you also set the orientation, the Character set, and how line breaks are handled.
Tip: For a list of former employees, set the Employment Period filter accordingly before exporting and show the Employment until column.
For more in-depth reports, for example across several periods or with comparison periods, use the employee reports.
Employees of a department
With the Locations and Departments area, you also reach the same list from within a department, via the department's Employee entry. The list is then fixed to this department, and the Department filter is omitted. Search, filters, columns, bulk actions, and export work as in the employee overview.
Whether the employees of sub-departments are shown as well depends on the setting Default include sub-departments.