When you register your account you will be asked to enter your company’s location. This location will determine which predefined settings are applied to your company account.

These predefined settings are:

• Default Tax
• Default Language
• Base Currency
• Time Zone
• Date and Time Format
• Number Format
• First Day of Week

However, you can change that (and further company data) on the company profile.

Company Information

On the company information tab you can change the company name, company email address and change your zistemo subdomain (business link).

Address and Phone

On the second tab you can change the company address and a general phone number. This information will be used on the invoice/estimate footer

Company Settings

On the company settings you can change default settings for the company’s zistemo account.

The tax ID will be used to your zistemo subscription invoices.
Night worktime will be used on the HR report

Base Currency

Your Base currency is used as the currency for all account reports, hourly salary rates, tasks, and items rates.
It is also a default billing currency. To bill clients using other currencies – you can add and customize at Settings ➝ Currency. Learn more about using multi-currencies

Number Format

Here you can change the general number format in the system. Please note that it doesn’t effect the currency format on estimates/invoices. If you want to the change the number format of a currency, please read this article: click here

Time Zone

This is your company’s time zone. Automated account actions such as email notifications will take place at 9:00 AM in your time-zone. Each user can have separate time zones if needed. Click here learn more about user time zones.

Date Format

The date format is used for all account actions and will display on invoice and estimate documents. following date formats are supported:

• mm/dd/yy
• mm/dd/yyyy
• dd/mm/yy
• dd/mm/yyyy
• yy-mm-dd
• yyyy-mm-dd
• yy/mm/dd
• yyyy/mm/dd
• mm-dd-yy
• mm-dd-yyyy
• dd-mm-yy
• dd-mm-yyyy
• mm.dd.yy
• dd.mm.yy
• yy.mm.dd
• mm.dd.yyyy
• dd.mm.yyyy
• yyyy.mm.dd
• dd M yyyy
• dd M yy
• dd.MM yyyy
• dd MM yy

Time Format/First Day of Week

zistemo supports two Time Formats – 12h (5:22 PM) and 24h (17:22). You can choose the one you prefer. And also set up the first day of the week. The first day of week will be used for calendar views like on timesheets.

Language

The company language will be used as default to all users, documents (invoices, estimates, retainers, etc.) and notifications. Following languages are supported:

• English
• German
• French
• Italian
• Czech
• Ukrainian
• Spanish
• Polish
• Portuguese
• Russian

If you want to change the language of an invoice, click here to learn more.
Further, staff can use their own language if the want/need to. Learn more about users’s language

Company Registration Number/Tax ID

The company registration number and the will be used in the footer of documents like invoices, estimates and retainers.

Account Number System

Based on you company location (GER/AT/CH) you can select between account number system SKR04/SKR03. If you aren’t sure what to use ask you tax consultant/accountant. It will effect your expense categories numbers.

Business Bank Account Information

You company bank information will be used on all invoices, estimates, retainers etc.

Email Delivery

By default, all emails will be send from your email address but from the zistemo server. Due to that fact, it could happen that your email will get into spam at your client’s inbox. To avoid that you can either whitelabel your domain or you change the email delivery setting. You could also send emails from “do-not-reply@zistemo.com” or send emails from your outgoing server using SMTP.

Learn more about using do-not-reply@zistemo.com ➜
Learn more about sending email from your server using SMTP ➜

Advanced Settings

When using flextime, you should set a start date and start hours when the flextime account starts to run and calculate against the plan. Note: You are able to change the settings only if the staff uses the Flex Time Model.

Rules:

If a user has no start date and no start hours, then we use the first clock-in date as the start date and the start hours are 0:00.

If a user has start date but no start hours, we start the flextime account on the start date, at 0:00.

If a user has both a start time and an start hours, then we start this flextime account on the start date with start hours.

Example:

a) If you hire a new user, you just set the date to the start date of the user, without any hours (0:00 hours). If new staff is hired in July but starts working on the 1st of September, you use the 1st of September as a start date and 0:00h, since they don’t have any flextime accumulated.

b) You start using zistemo during the year and the admin wants to start on August, 20. User Adam has then +12:32 and User Eve -4:47. The start date is August, 20 and the admin has to insert on the Staff Page the start hours.

To set up the flextime settings go to: ‘Contacts’ -> ‘Staff’ -> Click on your staff member.

On the changelog of corrections you can review all corrections that have been made to the user’s flex time account.

Correnction of the flextime account

You can’t just change the flextime account, since it is the official work time of the user and is crucial for payroll. But you can do corrections to the user’s flex time account. These are the options how to correct users flex time account. For any correction you do, the user will receive an email.

1. Compensate downtime with vacation

This option is available if the user has a negative flextime account only. You can use vacation days to compensate the downtime of your staff. First, define how many hours one vacation days has (by default a personal day form project preferences), so it calculates correctly. Next, insert the amount of vacation days that should be used to compensate user’ downtime.

So, in this example the user’s flextime account has -20:00 hours and one vacation day has 8:00 hours. We inserted that there should be use 2 vacation days to compensate downtime. The new flextime account will have -4:00 hours [calculation: -20:00 + (8:00 x 2) = -4:00]

2 Turn overtime into vacation

You can use vacation days to compensate the overtime of your staff. Just enter the days you want to compensate and you see the effect on the hours shown. First, define how many hours one vacation days has (by default a personal day form project preferences), so it calculates correctly. Next, insert the amount of vacation days that should be added to the user’s vacation entitlement.

So, in this example user’s flextime account has 20:00 hours and once vacation day has 8:00 hours. We inserted that there should be 2 vacation days added. The new flextime account will have 4:00 hours [calculation: 20:00 – (8:00 x 2)  = 4:00]

3 Corrections to the flex time hours

You can just correct the current flex time hours no matter if there are overtime or downtime.  Just select this option, enter the new amount of flex time hours and the date when the correction should be applies. You can’t use a date that is before the user‘s flex time start date. You also need to add a note to the flex time history.

4 Pay out overtime

You also can choose to pay out overtime. If you select this option you can either enter the new amount of flex time hours or you can enter how many hours should be paid out

5 Void Corrections

If you made a correction by accident of you just made a mistake you can void your correction. Go to the changelog of ocrrection (see below) and go to the correction you made. You can void it via the trash icon:

When voiding a correction you have to add a reason. We recommend to be as precise as possible to comprehend your action someday in the future if needed.

After mark a correction as void it adds a offsetting entry to the logs. The initial correction will be shown crossed out. Please note voiding a correction can’t be undone.

6 Show Changelog of Corrections

In the “changelog of corrections” you can see all corrections made of the flex time. Just go to the “Staff Details” and select the “Flex-Time-Settings”.

Learn more about logs for attendance time

Ignore all worktime rules

When this function is active, all tracked attendance time will be payable for this user.

Flex time start date and start hours

The user’s flex time start date is the date since when the system calculates the overtime/minus hours. It marks the beginning date of the flex time calculation. It is not possible to add or edit attendance recording before that date. All attendance time tracked before the flex time start date will be ignored on the calculation.

Flex time start hours is the opening balance of the user’s flex time account. Usually, for newly hired employees it’s 0:00 – if you change from another system to zistemo you can enter here the current flex time hours from the person. The flex time start hours entered are always for the flex time start date.