This article explains how to integrate ZEP software with Personio to make time tracking easier for your employees. You will find an overview of all the prerequisites below, together with instructions on how to set up the integration via the Personio attendance API.
What is ZEP?
Synchronize your times automatically and reliably from ZEP to Personio. Since 2000, ZEP is an established web-based solution for time recording for project-based work and today in use by more than 1,300 medium-sized companies. You can choose between the two solutions, ZEP Clock and ZEP. ZEP Clock is used by many companies that need or want to record attendance or working time. ZEP is used by companies that, as service providers, charge their time on projects or orders and have to prove or invoice the efforts to their customers.
With the two products, ZEP Clock and ZEP, you adapt sophisticated software solutions for the recording of your working times or project times. Our solutions can be used through any web browser and both at the workplace and on the road. With more than 22 years of experience, ZEP offers a wide range of features and can also be customized to your needs on a modular basis.
How Can I Set Up the Integration of ZEP and Personio?
To start the activation in Personio, follow these steps:
- Go to the Marketplace and search for the integration.
- Click on the integration to open the drawer with further details.
- Select Connect to start the activation process.
- Click Generate new API credentials.
- Copy the client ID and secret and click Go to website to finish the setup in the partner's service environment.
The interface between ZEP and Personio is configured in ZEP under Administration > Settings > Personio. For the setup, you can choose between two different settings.
Setting 1: Synchronize Employee-IDs by email address
The Personio employee ID must be stored for each ZEP user to ensure that users' time entries are correctly matched during synchronization with Personio. The Personio employee ID can be entered manually in ZEP for each user. To minimize manual entries, the Personio task supports the automatic detection and transfer of Personio employee IDs based on employees' email addresses.
If a user has been created with an identical email address in both ZEP and Personio, the task automatically uses the Personio user's employee ID for the ZEP user. You can enable or disable this automatic transfer. Only time entries of ZEP users with a stored Personio ID are transferred during synchronization. Changes to time entries are not logged in ZEP until the employee-ID of the user has been set in ZEP.
Setting 2: Aggregate Time Postings by Day
If this option is selected, ZEP aggregates the time postings for a day into a single Personio attendance with the correct duration, deducting breaks if applicable. If this option is not selected, all time entries are transferred to Personio per employee and day. In this case, Personio creates a relevant attendance for each ZEP time entry.
Setting Up the Personio Task
The Personio task is scheduled in ZEP under Administration > System > Tasks. Click on the link Create new task and select the task Synchronization of time postings with Personio. Next, you need to specify the time intervals at which the task should be performed. If you have activated the option Synchronize Employee IDs Using Email Address in the settings, you should now start the task manually, just once. This causes the application to detect and assign Personio employee IDs based on email addresses. Any changes in time postings will then be logged for synchronization with Personio.
Which Data Is Transferred?
Time entries recorded in ZEP are regularly transferred to Personio, where they are stored as attendances. Time postings are synchronized via a ZEP scheduler task, which can be scheduled for regular execution. When the task is executed, all time postings that have been newly created, changed or deleted for each user since the last execution are detected and matched with the respective attendances in Personio.
How Much Does It Cost?
ZEP offers the products ZEP Clock and ZEP. ZEP Clock is available from €1 per user per month. The price for ZEP is calculated depending on the range of functions and selected modules.
Who Do I Contact at ZEP?
If you have any questions or feedback regarding the integration, please contact the ZEP team directly at +49 7156 43623-22.