The profile is the self-view of each employee on their own master data, settings and interface connections. Accessible at the top right of the navigation by clicking the own name. Maintenance happens in two tabs: Settings for master data and communication preferences, Interfaces for external connections like mobile apps, calendar and address books.
Note: Available in ZEP Clock, ZEP Compact, ZEP Professional. Individual menu items are tied to module or permission conditions (see note at each section).
Settings
Settings bundles personal master data, communication and reporting preferences as well as access to support tools.
General
Display fields in the General area:
Personnel number: the internal ZEP employee identifier, set by the admin in the master record.
Permissions: the assigned role controls function and data access. Changes happen exclusively in the administration.
Language: the selected display language for the ZEP interface.
Recently booked projects: number of projects between 0 and 5 that appear as quick selection in time and receipt entries.
Calendar default view: preset of the calendar view (month, week, day, overview).
Password expiry date: shown when the administration has set a password expiry period.
PIN code for ZEP Clock App: the four-digit PIN for logging into the ZEP Clock App. Empty by default, set by the employee themselves.
Editable fields in the „Change data" form:
Profile picture: image upload (PNG/JPG), shown in tables and overviews next to the name.
User name: read-only display of the login name.
Language: selection from the stored translation languages.
Recently booked projects: enter a number between 0 and 5.
Calendar default view: selection month/week/day/overview.
PIN code for ZEP Clock App: enter a 4-digit number.
With standard login using an own ZEP password the link Change password opens a separate form for password change. With centrally managed accounts (e.g. LDAP) or a locked account the change is not available via the profile.
Personal e-mail settings for the dispatch options from ZEP. These settings control how ZEP handles incoming and outgoing mails and which mail client is used for mail actions:
Use ZEP mail client: when active, ZEP mail actions open the internal mail client instead of the local default application.
Mail separator: separator for address list splitting when sending to multiple recipients.
Favorites
Overview of personally saved filters and reporting presets. Each filter can be renamed, redefined, converted into a default filter or deleted. Favorites enable recurring table views without repeated filtering — typical use cases are project lists with complex status filters, employee overviews per department or reports with a fixed period scheme.
Tasks
Overview of background tasks scheduled for the employee (Scheduler tasks). This shows reporting exports, periodic reports or set reminders — with status, next execution and history. Tasks are mainly set up by the administration for automated routines; the personal area allows viewing the own task list, deactivating it or triggering it again.
Error analysis and support
Area for releasing the support database access. Via a prepared e-mail link the ZEP support can be granted permission to look into the own database, for example for error analysis during a support case. The e-mail contains the company name and a subject template and is sent with the local mail client.
Without this release the support does not access productive customer data.
Interfaces
Interfaces bundles all external connections — mobile apps, calendar, address books, personal short URLs and the device management of own clock apps.
Mobile Apps
Configuration instructions for the ZEP Clock app (stamping clock app) and the ZEP app (project and travel times on the go):
App store links: direct downloads for iOS (App Store) and Android (Google Play).
ZEP URL: the personal login URL, identical to web access.
User name: own login name or the stored e-mail address, depending on the login variant.
Password hint: guidance for using the existing ZEP password for the app login.
QR code: convenient quick configuration of the app by QR scan on the mobile device.
E-mail link: sending of configuration data by mail to the stored address.
Note: The ZEP Clock App is only usable with ZEP Clock. The ZEP App is available in ZEP Compact and ZEP Professional.
Calendar
In the calendar area the own ZEP calendar can be integrated via CalDAV into external programs such as Thunderbird, Outlook, Apple Calendar or Android apps. ZEP appointments and absences are then available outside of ZEP — synchronized via the server address and the login credentials from the own profile.
Note: This CalDAV connection sends ZEP calendar data to external programs and is different from the external calendar connection in the time recording. The latter reads, in the opposite direction, Google and Microsoft appointments into the ZEP time-recording screen (see Project times and working times). Available in ZEP Compact and ZEP Professional. In ZEP Clock the calendar connection is not available.
Thunderbird with Lightning
Steps for the integration into Thunderbird:
Install the Thunderbird Lightning extension to enable calendar functions.
Install the CalDAV — Search/Subscribe extension.
Create a new calendar via File > New > Calendar and choose „on the network".
Choose CalDAV as the format and enter the calendar URL displayed in ZEP.
In the final step enter the ZEP user name and password.
For calendars shared by other employees, right-click on the calendar and select Find Calendar (CALDAV) to retrieve the list of accessible calendars and subscribe to them.
Outlook with CalDav Synchronizer
Steps for the integration into Outlook (from version 2007):
Install the Outlook CalDav Synchronizer extension.
In the CalDav Synchronizer tab open the Synchronization Profiles.
Create a new profile via Add multiple profiles and confirm the type Generic CalDAV/CardDAV.
Enter the ZEP calendar URL under Server settings > DAV URL and add ZEP user name and password.
Use Discover and assign to Outlook folders to retrieve all available ZEP calendars and assign each to its own Outlook folder.
Choose the sync mode per calendar: appointments as Two-Way, absences as Merge.
Important: Do not use the replica variants of the synchronization, they delete existing appointments in Outlook.
Apple macOS and iOS
Steps for Mac (macOS) and iPhone/iPad (iOS):
In the calendar program choose Add account.
Select Other CalDAV account and click Continue.
Set account type to Advanced, enter server address, server path and port from the ZEP profile, activate SSL.
Add ZEP user name and password and confirm the login.
All own and shared ZEP calendars then appear in the calendar app. Later added shares are taken over automatically at the next refresh.
Android with DAVx5
Steps for Android devices with the app DAVx⁵:
Install the DAVx⁵ app from the Google Play Store or from f-droid.org.
In DAVx⁵ create a new CalDAV/CardDAV account via Login with URL and username.
Enter the ZEP calendar URL and add ZEP user name and password.
After successful login select and subscribe to the desired calendars.
Calendar shares
In the lower part of the calendar section two tables appear:
Shared with me: all calendars of other employees that the logged-in user is allowed to view or edit.
Calendars shared by me: all own calendars that are shared with other employees, including the permission level.
Address Books
CardDAV export addresses for four address book types, embeddable in external address book programs:
Own contacts: privately maintained contacts of the employee.
Customer contacts: all customer contacts accessible to the employee.
Project contacts: contacts from assigned projects.
Employees: internal address list of colleagues.
Note: Available in ZEP Compact and ZEP Professional. In ZEP Clock the address book synchronization is not available.
Urls
Personal short URLs for frequently used reports or filter presets. Each short URL forms a stable direct link that can be shared via bookmark, mail signature or colleague exchange — typical use cases are monthly standard reports, filter presets for regular project control or shared analysis views in the team.
Device Management
Table view of the clock app devices registered with the own account. Per device:
Device name: freely assignable label (e.g. „iPhone 15 Private").
Activation date: when the device was first connected.
Last access: timestamp of the last successful stamping.
Action: deactivate device (e.g. in case of loss or device change).
Note: Available with active ZEP Clock or attendance recording; additionally the administration must allow employees to manage their own clock apps.