{"id":30129,"date":"2026-06-16T12:49:50","date_gmt":"2026-06-16T10:49:50","guid":{"rendered":"https:\/\/zmi.de\/employee-self-service-reduce-hr-workload\/"},"modified":"2026-10-23T16:34:16","modified_gmt":"2026-10-23T14:34:16","slug":"employee-self-service-reduce-hr-workload","status":"publish","type":"post","link":"https:\/\/zmi.de\/en\/employee-self-service-reduce-hr-workload\/","title":{"rendered":"Employee Self-Service (ESS): Reduce HR Workload, Streamline Processes"},"content":{"rendered":"\t\t
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Employees\u2019 expectations regarding digital processes have changed fundamentally in recent years. In their personal lives, online banking, digital contracts, and mobile apps have long been the norm. In the workplace, however, paper-based forms, email requests, and manual approval processes are still common in many places. <\/p>\n

This often leads to unnecessary work<\/b>, especially in HR departments. Vacation requests are submitted via email, last-minute absences are reported by phone, and questions about time accounts or remaining vacation days regularly end up with HR.  <\/p>\n

\"\u26a1\ufe0f\" As a result,<\/b> human resources departments spend a significant portion of their time on routine administrative tasks.<\/p>\n

An Employee Self-Service (ESS) system offers a solution<\/b> here. Employees are given the opportunity to handle many HR processes independently and digitally. Companies benefit<\/b> from more efficient workflows, greater transparency, and a noticeable reduction in the HR department\u2019s workload. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83e\udd14 What is Employee Self-Service?<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Employee Self-Service, or ESS for short, refers to digital applications or portals that allow employees to access HR-related information and carry out certain processes on their own.<\/span><\/p>

Instead of sending inquiries to the HR department, employees can, for example:<\/p>

\u2705 Submit vacation requests and flex-time requests <\/span><\/p>

\u2705 View time accounts <\/span> <\/p>

\u2705 View pay stubs <\/span> <\/p>

\u2705 Submit applications for continuing education <\/span> <\/p>

The basic idea is simple: information and processes are made available where they are needed\u2014directly to employees and their managers. Learn more.<\/a><\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83d\udea8 Why Employee Self-Service Is Becoming Increasingly Important<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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The pressure on HR departments is constantly growing. A shortage of skilled workers, increasing regulatory requirements, and the growing trend toward digitalization mean that HR managers are having to take on more and more responsibilities. <\/p>

At the same time, employees expect processes to be fast and straightforward. Long processing times or a lack of transparency are increasingly seen as outdated<\/b>. <\/p>

\ud83d\udc49 An Employee Self-Service platform combines both of these needs: Employees gain more autonomy<\/b>, while HR departments save valuable time.<\/p>

This can make a significant difference, especially in small and medium-sized businesses. HR teams often have limited resources but still have to handle a wide range of administrative tasks. Digital self-service solutions help reduce<\/b> this burden. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83e\udd14 What processes can be managed through Employee Self-Service?<\/font><\/span><\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Modern ESS solutions go far beyond the digital submission of vacation requests. They cover numerous processes throughout the entire employee lifecycle. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Vacation and Absence Management<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Vacation requests are among the most common<\/b> HR processes in a company. <\/p>

Through a self-service portal, employees can <\/p>

\u2705 view your vacation entitlement, <\/p>

\u2705 Submit applications <\/p>

\u2705 and track the processing status.<\/p>

\ud83d\udc49 Managers automatically receive a notification and can directly approve or reject requests. This eliminates<\/b> a large part<\/strong> of the manual approval process. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Time Tracking and Work Time Accounts<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Another important area of application is time tracking. Learn more.<\/a><\/p>

Employees can<\/p>

\u2705 Track work hours, <\/p>

\u2705 View overtime, <\/p>

\u2705 Check time accounts,<\/p>

\u2705 and request compensatory time off <\/p>

\ud83d\udc49 This creates significantly more transparency<\/b> when it comes to managing work hours and time credits.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Digital Documents<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Pay stubs, certificates, and contract documents can be made available centrally. Employees have access<\/b> to their documents at any time<\/b> and do not need to contact HR or request documents again. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Training and Development<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Continuing education processes can also be managed through ESS portals. Employees can request training or view available training opportunities. At the same time, managers and HR gain a better overview of the company\u2019s training status. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83d\udcc8 The Benefits for Businesses<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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The implementation of an employee self-service system offers numerous benefits<\/b>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Less administrative work<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Many routine inquiries are eliminated entirely<\/b> or significantly reduced<\/b>. HR departments have to enter less data manually and can focus more on strategic tasks. <\/p>

\ud83d\udc49 This is an important factor, especially in times of a skills shortage.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Faster processes<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Requests and approvals go through defined digital workflows. This significantly reduces<\/b> processing times. Employees receive feedback more quickly<\/b>, and managers can keep track<\/b> of pending tasks. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Higher Data Quality<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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When data is maintained directly by employees, the risk of data entry errors decreases. At the same time, the information is more up-to-date and consistent. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Greater Transparency<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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A major advantage<\/b> of ESS solutions is transparency. <\/p>

Employees can see at any time<\/b>:<\/p>

\u2705 How many vacation days have already been used, scheduled, or are still available <\/p>

\u2705 how much time credit you have <\/p>

\u2705 Which applications are pending <\/p>

\u2705 Which documents have been uploaded <\/p>

\ud83d\udc49 This reduces the number of follow-up questions and improves the user experience.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Higher Employee Satisfaction<\/h3>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Digital self-service processes meet<\/b> the expectations<\/b> of today’s employees. Employees who can quickly access information on their own and submit requests digitally without hassle<\/b> find HR processes to be significantly more user-friendly<\/b>. <\/p>

\ud83d\udc49 This has a positive<\/b> impact on the employee experience.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83e\udd1d Why Employee Self-Service and Time Tracking Go Hand in Hand<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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ESS solutions are particularly beneficial when integrated with time tracking. Vacation requests, compensatory time off, and other absences have<\/b> a direct<\/b> impact<\/b> on work time accounts. When both areas are considered together, seamless processes are created without any data discontinuities. <\/p>

For example, employees can do the following directly in the self-service portal:<\/p>

\u2705 Request vacation time <\/p>

\u2705 View remaining vacation days <\/p>

\u2705 Check overtime <\/p>

\u2705 Request time off in lieu <\/p>

All changes are automatically<\/b> reflected in the time accounts as well as in shift and staff scheduling. Learn more.<\/a><\/p>

\ud83d\udc49 For companies, this means less administrative work and significantly greater data consistency.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\u203c\ufe0f What Companies Should Keep in Mind When Implementing This<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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The implementation of an employee self-service system should not<\/b> be viewed solely<\/b> as an IT project. The key factors<\/b> are which processes are to be digitized and how employees will benefit from them.<\/p>

Key success factors<\/b> include:<\/p>

\u2705 Easy to use <\/p>

\u2705 Mobile usage options <\/p>

\u2705 Transparent processes <\/p>

\u2705 Clear responsibilities <\/p>

\u2705 Integration with existing HR systems <\/p>

\ud83d\udca1 The easier it is to use, the higher the level of acceptance within the company.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83e\udea8 Employee Self-Service as a Building Block of HR Digitalization<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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The digitization of HR processes doesn’t start with artificial intelligence or people analytics. Often, the greatest potential<\/b> lies in optimizing day-to-day processes. <\/p>

Employee Self-Service is one of the most effective<\/b> ways to make HR more efficient<\/b>. <\/p>

\u27a1\ufe0f Companies reduce<\/b> administrative burdens, <\/p>

\u27a1\ufe0f improve<\/b> data quality <\/p>

\u27a1\ufe0f and at the same time create a modern user experience for their employees. <\/p>

\ud83d\udc49 This makes ESS a key component<\/b> of a sustainable<\/b> HR strategy.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83e\udd13 Bottom line: More personal responsibility, less administrative burden<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Employee Self-Service is fundamentally<\/b> changing the way employees and the HR department work together.<\/p>

Instead of requesting information or filling out forms, employees can complete many processes on their own<\/b>. Companies benefit<\/b> from <\/p>

\ud83d\udca8 faster<\/b> processes<\/b>, <\/p>

\ud83d\udd0d greater transparency<\/b> <\/p>

\ud83e\uddd8 and a significant reduction<\/b> in HR’s workload<\/b>.<\/p>

Especially when combined with time tracking, digital workflows, and human resources management systems, this creates a seamless digital employee experience that boosts both efficiency<\/b> and satisfaction<\/b>.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\ud83d\udca1FAQ: Employee Self-Service<\/h2>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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What does \"Employee Self-Service\" mean? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/path><\/svg><\/span>\n\t\t\t<\/path><\/svg><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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Employee Self-Service (ESS) refers to digital portals or applications that allow employees to independently carry out HR processes, such as submitting vacation requests, time tracking, or accessing pay stubs.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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What are the benefits of an employee self-service system? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/path><\/svg><\/span>\n\t\t\t<\/path><\/svg><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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ESS reduces administrative burdens, streamlines processes, improves data quality, and increases transparency for employees and managers.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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Which processes can be digitized? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/path><\/svg><\/span>\n\t\t\t<\/path><\/svg><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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Typical processes include vacation requests, time tracking, time accounts, document management, master data maintenance, and training requests.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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Is Employee Self-Service a good fit for medium-sized companies as well? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/path><\/svg><\/span>\n\t\t\t<\/path><\/svg><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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Yes. Small and medium-sized businesses, in particular, benefit from the reduced workload on their HR departments and the automation of recurring processes. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t\t

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How is Employee Self-Service related to time tracking? <\/div><\/span>\n\t\t\t\t\t\t\t\n\t\t\t<\/path><\/svg><\/span>\n\t\t\t<\/path><\/svg><\/span>\n\t\t<\/span>\n\n\t\t\t\t\t\t<\/summary>\n\t\t\t\t
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Vacation, compensatory time off, and absences directly affect work time accounts. Integrating ESS and time tracking creates seamless and efficient processes. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/details>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

Employees\u2019 expectations regarding digital processes have changed fundamentally in recent years. In their personal lives, online banking, digital contracts, and mobile apps have long been the norm. In the workplace, however, paper-based forms, email requests, and manual approval processes are still common in many places. This often leads to unnecessary work, especially in HR departments. […]<\/p>\n","protected":false},"author":14,"featured_media":30121,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1,157],"tags":[],"class_list":["post-30129","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-general","category-hr-know-how-2"],"acf":[],"_links":{"self":[{"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/posts\/30129","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/users\/14"}],"replies":[{"embeddable":true,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/comments?post=30129"}],"version-history":[{"count":2,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/posts\/30129\/revisions"}],"predecessor-version":[{"id":31933,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/posts\/30129\/revisions\/31933"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/media\/30121"}],"wp:attachment":[{"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/media?parent=30129"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/categories?post=30129"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/zmi.de\/en\/wp-json\/wp\/v2\/tags?post=30129"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}