In the profile, you view and maintain your own data, personal settings, and interface access. You open it at the top right via your profile picture and the Profile entry. The page is divided into the tabs Profile, Favorites, Tasks, and Support approval, plus the Interfaces menu with mobile apps (ZEP App, ZEP Clock App), calendar, address books, and URLs. With HR Management, the Skills tab is added.
Note: Available in ZEP Track, ZEP Clock, ZEP Control, ZEP Operations, and ZEP Business. Which menu items appear depends on your booked modules and permissions. The requirements are listed in each section.
Your own data
The Profile tab shows your data in cards: on the left Master data and Contact details, on the right User data, Settings, and Bank details. Freelancers with credit notes also see their Credit note settings. The pencil icon of a card opens the Edit my profile dialog or the dialog for the bank details.
General data
In the General tab of the Edit my profile dialog, you maintain your personal data yourself:
Profile picture: upload, change, or remove a picture (up to 5 MB). It appears next to your name in tables and overviews.
Salutation, Title, and Date of birth
Address details: Street, ZIP, City, and Country, and via Address supplement also Address supplement 1 and Address supplement 2.
Contact details: Company Phone, Private Phone, and Mobile.
Your personnel number and your email address are shown in the dialog for information. After you save, the changes are also available in your Employee File, so the administration does not have to enter them again.
Note: You edit the General tab, the bank details, and the credit note details with the General data permission in the My Permissions section of your role. Administrators define which role has this permission under Roles & Permissions.
Bank details
Use the pencil icon of the Bank details card to enter Bank, IBAN, and BIC, as well as an Account holder if the account is not in your name. The details are then also available in your Employee File. This way, the administration does not have to enter new bank details.
User data and password
The User data card shows your username, your user role and, if the administration has set an expiry period, the expiration date of your password. The administration assigns the role and username.
If you log in with your own ZEP password, change it via Change password: enter your current password, then the new password, and repeat it to confirm.
Settings
You can edit the Settings tab in the Edit my profile dialog regardless of your role. It contains your personal preferences:
Language: your display language for the ZEP interface. The selection applies to your own account only and takes effect immediately after saving. The login page remains in the company-wide default language from the administration.
Calendar standard view: default for the calendar view.
Show recently booked projects in time tracking: number of projects between 0 and 5 that appear as a quick selection in time tracking.
PIN code for ZEP Clock App: up to four digits for logging in to the ZEP Clock App, in ZEP Clock and with attendance recording active.
In the Email section of the Settings tab, you control how ZEP performs mail actions for you:
Use ZEP mail client: when enabled, ZEP mail actions open the internal mail client instead of the local default application.
Delimiter for email addresses: character that separates the addresses when sending to multiple recipients.
Note: As soon as you save your own email settings here, only these personal values apply to you. A later change to the global email setting by the administration then no longer affects your profile.
Credit
As a freelancer with credit notes, you see the currency and VAT rate of your credit notes in the Credit tab. You maintain a different address for the credit note yourself, as well as the top and bottom text that appear on the credit note.
Skills
With HR Management, the Skills tab appears in the profile. There you see your skills and qualifications and maintain them yourself, provided your role has edit access to the My skills permission. Your entries are available to HR in your Employee File. The article Skills describes how skills are structured.
Note: HR Management is included in ZEP Business. In ZEP Clock it can be added.
Favorites
The Favorites tab shows your personally saved filters and report presets. You can rename each filter, redefine it, convert it into a default filter, or delete it. This lets you open frequently used table views without filtering again each time, such as the employees of a department or a report with a fixed period.
Tasks
The Tasks tab shows the background tasks scheduled for you. Here you see, for example, report exports, periodic reports, or reminders that have been set up, with status, next execution, and history. Tasks are mostly set up by the administration for automated routines. You can view your own task list, deactivate tasks, or trigger them again.
The table lists the following for each task:
Name, status, schedule, and the last and next execution with the result
Download icon: downloads the most recently generated result file directly
Icon next to it: generates a download URL for this file instead
Clicking the name: shows the result files of the most recent executions for download
Support Access
In the Support Access tab, you give ZEP support permission to look into your database, for example to analyze an error during a support case. A prepared email link is available for this. The email contains your company name and a subject template and is sent with your local mail client.
Without this approval, support does not access productive customer data.
Interfaces
The Interfaces menu bundles all external connections: mobile apps, calendar, address books, and personal short URLs. Calendar and address books are available in ZEP Track, ZEP Control, ZEP Operations, and ZEP Business.
Mobile Apps
Configuration instructions for the ZEP Clock App (time 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.
Username: your own login name or the stored email address, depending on the login method.
Password hint: instructions for using your existing ZEP password to log in to the app.
QR code: convenient quick configuration of the app by scanning the QR code on your mobile device.
Email link: sends the configuration data by email to the stored address.
Note: The page shows the app for your product line: the ZEP Clock App in ZEP Clock, the ZEP App in ZEP Track, ZEP Control, ZEP Operations, and ZEP Business.
Calendar
In the Calendar area, you can integrate your own ZEP calendar via CalDAV into external programs such as Thunderbird, Outlook, Apple Calendar, or Android apps. ZEP appointments and absences are then also available outside of ZEP, synchronized via the server address and the login credentials from your profile.
Note: This CalDAV connection passes ZEP calendar data on to external programs and is different from the external calendar connection in time recording. The latter works the other way round and reads Google and Microsoft appointments into the ZEP time recording screen (see Project times and working times and Supplementary article: Outlook calendar integration).
Thunderbird with TbSync
Steps for integrating the calendar into Thunderbird:
Install the TbSync add-on in Thunderbird.
Also install the Provider for CalDAV & CardDAV add-on.
Create a new CalDAV & CardDAV account in TbSync.
Enter the calendar URL shown in ZEP as the server address, along with your ZEP username and password.
Select the ZEP calendar for synchronization and activate the account.
You then subscribe to calendars shared by other employees by right-clicking the calendar and choosing Find Calendar (CALDAV).
Outlook with CalDav Synchronizer
Steps for integrating the calendar into Outlook (version 2007 or later):
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 your ZEP username and password.
Use Discover and assign to Outlook folders to retrieve all available ZEP calendars and assign each one to its own Outlook folder.
Choose the synchronization mode for each calendar: appointments as Two-Way, absences as Merge.
Warning: 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.
Choose the account type Advanced, enter the server address, server path, and port from your ZEP profile, and enable SSL.
Enter your ZEP username and password and confirm the login.
All your own and shared ZEP calendars then appear in the calendar app. Shares added later are picked up automatically at the next refresh.
Android with DAVx5
Steps for Android devices with the DAVx⁵ app:
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 user name.
Enter the ZEP calendar URL and add your ZEP username and password.
After logging in, select and subscribe to the calendars you want.
If you install the app from f-droid.org, first allow installation from unknown sources in your Android settings.
Calendar shares
At the bottom of the calendar section, you find two tables:
Employee calendars shared with me: all calendars of other employees that the logged-in user may view or edit.
Shared by me: all your own calendars that are shared with other employees, including the permission level.
To give colleagues access to your calendar, open the share settings for the person in the "Shared by me" table. For the appointment calendar, you can choose between the permission levels "Read access" and "Read and write access". The absences calendar can be shared with "Read access" and appears as an option only if the Absences & Overtime area is activated. You can revoke an existing share at any time in the same table.
The administration can specify that employees without the corresponding additional permission may not manage their calendar shares themselves. In that case, the administration grants and revokes the shares.
Address books
CardDAV export addresses for four address book types that you can integrate into external address book programs:
All: the complete address book with all contacts the employee can export.
Contact Person: all contact persons the employee can access.
Customers: the address data of the assigned customers.
Employees: internal address list of your colleagues.
Note: Address books are available in ZEP Track, ZEP Control, ZEP Operations, and ZEP Business.
URLs
Personal short URLs for frequently used reports or filter presets. Each short URL is a stable direct link that you can share as a bookmark, in an email signature, or with colleagues. Typical use cases are monthly standard reports, filter presets for regular project controlling, or report views shared within the team.