Skills show what knowledge and qualifications your employees bring, from programming languages and foreign languages to certifications. You maintain skills in the employee file or let employees enter their skills themselves in their profile. In the employee list, you can then quickly find who has which skills.
The basis is the skill catalog that administrators create under Administration > Employees > Skill Management, see Basic Settings – HR Management.
Skills in the employee file
Open a person from the Employees main menu and, in the Employee File menu, select Skills in the Employee data column. Above the table, key figures show the department, the length of service under In the Company, the number of assigned skills, and the Expert Skills, meaning skills with five stars. The department key figure appears with the Locations & Departments area.
Skill table
For each skill, the table lists Description, Category, Skills (proficiency) as a star rating, Last updated, Documents, and Remark. Via the table configuration, you can also show Date created, Created by, and Assignee. You can also filter the table by Created by and Assignee.
Assign skills
Click Assign skills to open the Assign skills form. Each row represents one skill:
Field | Description |
Category | Narrows down the skill selection to one category. |
Skill | Skill from the catalog. You can choose from the skills not yet assigned to the person. |
Documents | Optional supporting document, see Upload supporting documents. |
Skills | Proficiency rating from one to five stars, required. |
With Assign another skill, you add rows and assign several skills in one step. You add a Remark on the skill afterward when editing it.
Tip: Agree within your team on what the stars mean, for example one star for basic knowledge and five stars for expert knowledge. ZEP counts skills with five stars as expert skills.
Upload supporting documents
For each assigned skill, you upload a supporting document, such as a certificate or a certificate of attendance. PDF, JPG, JPEG, and PNG files up to 52.5 MB are allowed. Click the file in the Documents column to open a preview.
If you upload a new file when editing, it replaces the previous document. If the assignment is deleted, ZEP also deletes the document.
Edit and delete a skill
Click the skill's Description to open Edit skill. Here you change the proficiency rating, replace or remove the supporting document, and enter a Remark with up to 255 characters. To assign a different skill instead, delete the assignment and then assign the skill you want.
You delete an assignment via the Delete row action or in the edit dialog. Deleting cannot be undone.
Copy skills from another employee
If a colleague has a similar profile, copy their skills into the open employee file. To do this, select Copy from another employee in the menu of the Assign skills button. The entry appears as soon as other employees have skills.
Under Employees, select the person whose skills you want to copy. With the Locations & Departments area, you narrow down the selection via Department of the employee.
If needed, enable Copy skill ratings to copy the star ratings as well.
Click Next. Review each skill, adjust the proficiency rating, upload a supporting document if needed, or remove individual rows.
Click Save.
If the person already has a skill, the existing assignment takes over the rating from the copy. Supporting documents and remarks stay with the source person.
Top Skills
On the Employee File page, the Top Skills card shows up to five of a person's highest-rated skills, sorted alphabetically if ratings are equal. Click Go to skills to switch directly to the Skills page.
Own skills in the profile
Employees maintain their skills themselves in the Profile on the Skills tab. They assign skills from the catalog, rate their proficiency, upload supporting documents, and add remarks, just as in the employee file. The table is sorted by category. For how to open the profile, see the article Profile.
This requires the My skills permission. With the View permission alone, employees see their skills without being able to change them.
Skills in the employee list
In the employee list under Employees, the Skills column is available. It is hidden at first. Via the table configuration, you show it, and the column then shows each person's skills.
The column filter offers a multiple selection of all skills in the catalog. This lets you find all employees with a specific certification, for example. The column is available to users with the Employee Skills permission as soon as at least one skill exists in the catalog.
Export skills
You can export a person's skill table and the employee list with the Skills column shown. You can choose PDF, Word (doc, docx), Excel, and CSV with a comma or semicolon as separator. The export contains the currently visible columns, see Employee overview.
Permissions
The Employee Skills permission under Administration > My Company > Roles & Permissions controls who can view and edit other people's skills. With View, users see the Skills page, the Top Skills card, and the column in the employee list. With Edit, they assign, copy, edit, and delete skills.
Administrators maintain the skill catalog under Basic Settings – HR Management.