The System and Other area in the administration bundles system-related functions for data consistency, maintenance as well as cross-area master data and mail templates. Reachable via the main menu under Administration > System and Administration > Other.
Note: The system area is available in all product lines for administrators and controllers. The other area is reserved for administrators. Individual subareas are tied to modules or licenses (see notes at each section).
System functions
The system functions bundle data consistency actions like month-end closing, maintenance functions like backups and system-related device management. They form the basis of all administrative maintenance work and affect data consistency as well as the functionality of the entire ZEP installation.
Month-end closing
Company-wide lock of bookings for past months. Protects completed accounting from retroactive changes and ensures the consistency of invoices, credit notes and accounting exports. Per closed period, the lock can be selectively released, for example for individual corrections. Affects all employees and all time-related data objects.
Device management and RFID chips
Note: Requires the ZEP Clock license or attendance recording in ZEP Compact or ZEP Professional.
Management of ZEP Clock App devices (tablets, smartphones) and RFID chips for the stamping clock. Per device, designation, location, employee assignment and configuration profile can be maintained. RFID chips are assigned to employees and enable quick attendance recording via card without manual login on terminals.
Backup copies
Note: Requires a special license for the backup function. Clarify availability with your ZEP contract partner.
Backup management with options for restoration. Per backup entry, creation time, scope and restoration function can be accessed. The backup function complements the standard data backup of the ZEP provider with a customer-side option for local backup and data return in emergencies.
URLs and Tasks
Management of personal short URLs for frequently used areas as well as overview of planned background tasks (scheduler tasks). Per URL, designation and target address can be maintained. Tasks are system-side background processes such as automatic report dispatches, data imports or maintenance scripts. An overview helps with performance analyses and debugging situations.
Other master data
Other master data are cross-area usable configuration elements that cannot be uniquely assigned to a single module. They complement the specific master data of individual modules with generally applicable content and workflows.
Holidays and special times
List of holidays and special regulations such as bridge days or half days, also available without active absences module. Per entry, date, designation, repetition rule and regional validity can be maintained. Act in calendar display, in target-hours calculation and in all period-related reports company-wide.
Text modules and mail templates
Cross-area text modules and mail templates that can be used in multiple modules, for example generic greeting formulas, signature blocks or general notes. Per element, designation, multilingual content and default usage area can be maintained. They complement the module-specific templates with central standards.
Change history
Audit log of all master data changes with filter by area, employees and period. Per entry, date, employees, changed record, before/after values and action (creation, change, deletion) are logged. The history is an important compliance function for audit and internal control.
Scheduler
Configuration of regular background tasks such as automatic report dispatches, data imports from external systems or maintenance scripts. Per task, cron schedule, action, recipient and error handling can be maintained. The scheduler is the basis of all recurring automation processes in ZEP and relieves employees from manual routine tasks.
Appointment mail templates
Note: Only appears when the appointment function is activated in ZEP.
Templates for automatic mails around appointments, for example invitations, reminders, update notifications and cancellation mails. Per template, subject, main body and placeholders (date, time, location) can be maintained, separately per language for multilingual recipients. The templates are part of the calendar and appointment functionality in ZEP.
Effects on other areas
The system functions affect all areas in which data is maintained. Month-end closing in particular protects Invoicing and Revenues and costs. Device management complements the ZEP Terminal configuration. Other master data acts cross-area, for example in the Absences and Overtime collection through the holidays and in all modules through the central mail templates.