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, as well as instructions on how to set up the integration via the Personio attendance API.
What is ZEP?
ZEP allows you to automatically and reliably transmit times to Personio. ZEP is a proven web-based solution for project-oriented work since the year 2000. You can choose between the ZEP Clock and ZEP solutions.ZEP Clock is used by many companies that need or wish to record working times. ZEP is used by companies that work project/order-oriented and have to prove or invoice their services to their customers.
ZEP products provide you with a web-based solution for tracking working times with or without project reference. All you need is a web browser. In contrast to conventional applications, no software installation is required on your computer.
How Can I Set Up the Integration of ZEP and Personio?
Even with the Essential plan, you can integrate one partner of your choice. If you would like to use more than one integration partner, this option is available from the Professional plan upward.
To set up the integration of ZEP and Personio, you will need the following information from your Personio account:
- Client ID
- Client secret
To create your Client ID and Client secret, navigate to Settings > API > Credentials. Here, select Generate new credentials.
A file containing the credentials you need for the interface will automatically start downloading.
Please note that clicking on Generate new credentials will invalidate your previous credentials.
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 stores 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 Ms. Zürn and Ms. Eggert at +49 7156 43623-22.
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