Personal area is a collective term used in this guide for the self-view of every logged-in employee on their own data: master data, dashboard, project or working hours, absences & appointments, receipts, tasks and personal reports. There is no menu item of this name in ZEP — you reach the functions via your profile picture at the top right (Profile entry), via Reports > My Reports and via the individual main menu items. Anyone managing employees finds the admin view in Employee management.
Note: The personal area is available in all product lines for all logged-in employees. Which sub-areas and fields are visible depends on your product line and your role.
Functions at a glance
The personal area bundles all functions an employee uses about themselves without admin rights. Accessible via your profile picture at the top right (Profile entry), via Reports > My Reports and via the individual main menu items for project times, working hours, absences & appointments, receipts, work items and planning.
The following functions are included:
Profile: own master data such as address, contact details, and bank details, language, calendar default view, password management, e-mail, mobile app and calendar settings. With HR Management, employees also maintain their skills there.
Dashboard: start view with actual and target hours, annual leave, overtime and, depending on product line, project distribution, own tickets and own offers.
Personal reports: personal reports of your own times, receipts, travel, costs, assignments, absences and time reports, divided into the groups Times, Management, Overtime & absences and Time Reports. In ZEP Clock as working-time reports, in the other product lines project-related. Details in the article Personal reports.
Project times and working hours: own time recording with project booking in ZEP Track, ZEP Control, ZEP Operations, and ZEP Business and pure working-time recording in ZEP Clock. Including attendance time via clock-in/out.
Absences and appointments: calendar, vacation requests, sick leave recording and personal appointments.
Receipts: recording of own travel costs, rental costs and expenses, from ZEP Control onwards and in ZEP Clock with the Travel Expense Management add-on.
Credit notes: personal billing overview for external employees with credit-notes procedure, including services, subsistence costs, mileage allowance and receipt reimbursements.
Work Items: personal and project-bound to-do management with status, priority, subtasks and file attachments. Included from ZEP Control onwards.
Planning: your own scheduling in resource planning via the main menu item Planning, see My Planning – Resource Planning. With the previous resource planning, the same menu item opens the view described in Planning.
Work packages: defined task bundles with time frame and target effort per project, part of the previous resource planning.
Each of these areas automatically filters on the logged-in person. Employees see only their own data, not that of colleagues.
Which areas you may view and edit is set by your role. The relevant permissions are under Roles & Permissions in the group Own permissions & my reports, for example My Receipts, My Absences, My Planning, My Work Items, General data and My skills.
Attendance, clock-in/out and standard extensions
These functions are not separate add-on modules. They belong to the standard scope and are controlled via admin settings or master record fields:
Attendance recording: clock-in and clock-out bookings, work break regulation and attendance overview (Current clock-ins, Coming / Going) and as a dashboard widget. Whether a person is clocked in (attendance) is to be distinguished from the working time or project time (the hours performed). Always active in ZEP Clock. In ZEP Track, ZEP Control, ZEP Operations, and ZEP Business the administration switches on the option Record attendances in addition to project times (Administration → Employees → Settings).
Credit notes for external employees: self-view of own credit notes with all components. It is activated in the employee file via the employment type Freelancer with credit note. The details are in the Edit Employee dialog on the Credit tab. For the person to see their credit notes, View own credit note must also be enabled.
Receipt Inbox: automatic intake of receipts sent by e-mail. Available from ZEP Control onwards.
Mobile apps: ZEP App and ZEP Clock App for mobile time and receipt recording. Available in all product lines and activatable on the employee.
Data flow and impact chains
The personal area is the gateway through which an employee feeds data into ZEP and at the same time the view on the effect of this data in other areas. The most important impact chains:
Profile: language setting and calendar default view take effect immediately. Employees maintain their address, phone numbers, and bank details themselves in their profile, controlled by the permission General data of their role. The changes are then also available in the employee file.
Project and working hours: recorded times flow into customer billing, employee revenue, plan/actual comparison and invoice items. Limited to working-time tracking in ZEP Clock, including project and activity bookings in ZEP Track, ZEP Control, ZEP Operations, and ZEP Business.
Absences: approved vacation or sick days reduce remaining leave, influence the target-hours balance and color the calendar for all approved views.
Appointments: from a calendar appointment project times can be taken over directly. Date, time, project and activity are filled into the entry mask automatically.
Receipts: recorded receipts move as expense items into the project billing and, for external employees, into the personal credit note.
Credit notes: own credit notes show the expected payout per billing period with hours, subsistence costs, mileage allowance and receipt reimbursement.
Attendance: clock-in and clock-out bookings are checked against the work break regulation and form the basis for overtime and undertime.
Own tickets and work items: appear on the dashboard and in the respective overview for direct processing.
Extensions by product line
The following functional areas extend the personal area with own sub-areas or additional fields:
Absences and overtime: absence requests, approval workflow, vacation account, overtime management, iCal connection. Absences & Overtime are included in all product lines.
Travel Expense Management: travel times with arrival and departure, allowances, mileage, multi-day trips. Travel Expense Management is included in ZEP Operations and ZEP Business. In ZEP Clock it can be added as an exception for working time tracking.
Revenue & Costs: own receipt entry, receipt analysis with project reference and employee revenue. Revenue & Costs are included in ZEP Control, ZEP Operations, and ZEP Business.
Ticket system: own tickets on the dashboard and in the employee's ticket overview. The Ticketing System can be added in ZEP Track, ZEP Control, ZEP Operations, and ZEP Business.
Resource planning: own scheduling, plus work packages in the previous resource planning. Resource Planning is included in ZEP Business. In ZEP Track, ZEP Control, and ZEP Operations it can be added.
HR Management: view and maintain own skills in the profile, see Skills. HR Management is included in ZEP Business. In ZEP Clock it can be added.
Which of these extensions are active depends on your product line and the functions you have added.