Hello! This is the flex team.
We've prepared an initial setup guide for administrators who are new to flex!
Please complete the setup in the order below to experience more efficient HR operations 🚀
(On PC, you can click the headings in the table of contents on the right to jump to the section you need!)
Basic Company Information Setup
Company Information and Company Seal Setup
[Settings] → [Company Information] → [Basic Company Information] — please add your representative.
To add a representative, the CEO/representative must first be registered as a flex member.
The representative must be registered before employment certificates and career certificates can be issued!
Please also fill in other basic company information. The main phone number and company address will appear on employment and career certificates.
[Company Seal] - [+ Register Seal] button — click to create a digital company seal or upload a seal image.
A company seal must be set up before employment certificates, career certificates, and electronic contracts can be processed.
For seal images, we recommend a 180–200px image in a 1:1 aspect ratio.
📄 Reference guide: Company Basic Information Setup
HR · Member Information Setup
In [HR · Member Information] settings, you can configure your company's departments, job grades, job titles, and job roles.
If your company does not use job grades, titles, or levels, you don't need to configure them — but departments must be set up.
Departments are required for personnel transfers, approval policy settings, and more.
📄 Reference guides:
Document Folder Setup
In [Settings] - [Document Folder Settings], create a [Document Folder] to store HR documents first. This adds a storage space to every member's profile, and when inviting new members, you can request document uploads to that folder.
📄 Reference guide: Document Folder Settings
Company Document Registration
In the [Documents & Certificates] menu, you can register official company documents such as the business registration certificate and company rules, and share them with members.
In addition to default documents, you can add other official documents used in-house and conveniently share materials with members!
Note: only the business registration certificate and company rules can be registered as default documents. All other documents must be added via [Add Document].
📄 Reference guide: Company Document Folder Management
Work Schedule Setup
Now let's walk you through how to set up work types that match your company's work style and apply them to members!
Creating Work Types
Go to [Settings] - [Work Types] and configure work types that fit your company.
This affects member attendance, contracts, payroll, and more — please follow the guide to complete the setup!
There are 4 work types available as shown below.
Our company has fixed start and end times!
Go to Fixed Work Type Setup GuideOur company has flexible start/end times and only requires a set number of daily work hours (e.g., 8 hours).
Go to Flexible Hours Work Type Setup GuideOur company allows members to autonomously decide their daily work hours within a total working hours range.
Go to Discretionary Work Type Setup Guide
Discretionary Work Type — Working Hours Formula GuideOur company creates work schedules where shifts vary flexibly.
Go to Shift Work Type Setup Guide
Creating Schedules
Publishing Schedules
Applying Work Types to Members
Once you've created work types, please apply them to your members! There are two ways to change work types.
If members haven't been registered yet, click here!
When changing work types, please pay attention to the [Effective Date]! The effective date determines how the work cycle is divided.
For Mon–Fri schedules, use the first day of the cycle as the effective date (e.g., Monday)
For monthly discretionary work or other cycle-based schedules, use the first date of the cycle as the effective date (e.g., October 1)
1. Changing Work Type per Member
[Member Profile] → [HR Information] → [Work Information] → [Change]
Select a work type, specify the effective change date, then click Save.
2. Changing Work Types for Multiple Members at Once
[Members] → [HR Information Management] → [Bulk Information Change] → [Change Information]
📃 Reference guides:
If you want to know how to record and manage work schedules in flex, refer to the guides below!
Leave Settings
Setting Up Your Company's Annual Leave Policy
Let's apply your company's annual leave policy! Once the policy is set up just once, you can experience automated leave accrual, expiration, and approval!
Before setting up your annual leave policy, if you're unsure about annual paid leave policies or find the concepts confusing, please review the guide below first.
In the left menu, go to [Settings] → [Leave Settings] → [Annual Leave Policy Settings] to configure detailed policies as shown below. Please refer to the guide on the right for details. 📃 Annual Leave Policy Settings Guide
Uploading Member Leave Records Prior to flex Adoption
In the left menu, go to [Attendance Management] -> [Leave Management] -> [Monthly Annual Leave Usage] tab to bulk upload past leave usage records via Excel! For details, please refer to the guide below!
📃 I want to upload member leave records from before adopting flex!
Setting Up Statutory Mandatory Leave and Company Welfare Leave
Besides annual leave, there are mandatory statutory leaves and company-specific welfare leaves to configure!
flex provides statutory mandatory leave types by default so they can be granted appropriately to members (e.g., menstrual leave, military training leave, etc.). You can also set up various other leave types to match your company's operations.
In [Settings] - [Custom Leave], leave types marked with the 'Required' tag are statutory mandatory leaves that cannot be deleted. Click on each leave to configure it according to your company's operations.
If your company operates additional leave types, click [+ Add Custom Leave] to create them as needed! Commonly used types such as refresh leave, sick leave, and summer vacation are provided by default.
📃 Reference guide: Setting Up Custom Leave
Member Registration and Invitation
Now let's invite your company's members to flex!
Before inviting members, please check the invitation template first. You can send separate invitation emails to new hires, current employees, experienced hires, or foreign nationals to collect different information from each.
Before adding members and sending invitation emails, confirm that the email address the member will use is active (able to receive emails). If the account does not exist, it will be blocked by the flex server and the invitation email cannot be received.
Adding Members
As long as you have an email address, you can add prospective employees, current employees, and former members.
In the left menu, click [Members] → [Add Member] to add members!
After registering member information, please send the invitation email later using "Invite Later"!
Managing Invitation Templates and Inviting Members
In the left menu, click [Members] → [Add Member] → [Manage Invitation Templates], pre-configure the information to request in the invitation template, and save time you used to spend exchanging documents with members via email!
Once invitation template management is done, in the left menu under [Members] → [Invitation Status] tab, you can send invitation emails to registered members at any time — in bulk or individually!
📃 Reference guides:
Updating Member Information
The initial setup is complete! Now let's update the HR information, contracts, compensation, career history, education, and personal details for the members you've invited.
If member profiles are currently empty, we recommend making changes via the web!
For subsequent updates to member information, using Excel for changes is recommended.
[Members] - [HR Information Management] - click [Personnel Transfer] in the upper right to update registered members' HR information (department, role, level, etc.). For details, please refer to the guide below!
📃 Go to Personnel Transfer Guide[Members] - [HR Information Management] - [Bulk Information Change] - click [Change Information] in the upper right to bulk update members' contracts, compensation, career history, education, and personal information. Changes can be made via web or Excel upload. For details, please refer to the guide below!
📃 Go to Bulk Information Change Guide
Approval Policy Management
Once you've set up the org chart and completed personnel transfers, please configure approval policies that match your company! Approval policies can be applied to various approval settings including electronic approval (workflow), attendance, and leave.
For accurate approval settings, we recommend first reviewing the 📃Understanding the flex Approval Structure guide!
Approval Policy Management
In [Settings] - [Approval Policy Management], you can manage all approval policies for your company.
Click [Approval Templates] in the upper right to create basic approval policies as templates, which can then be applied to multiple policies at once for convenience.
📃 Reference guides:
Creating a New Workflow Form 👉🏼 You can create approval documents that match your company's needs.
flex Permissions and Integration Settings
In flex, you can grant feature-specific permissions to members and take advantage of various integration features.
Setting Up Permissions for Your Company
In [Settings] - [Permission Settings], you can grant appropriate permissions to team leaders, members, and specific departments!
📃 Permission Settings — please refer to the guide!
Connecting with Other Products
In [Settings] - [Connection Settings], you can integrate with other products you use. Currently, Google Calendar and Slack integrations are available.
You can also integrate flex with external attendance management devices such as SECOM and ADT Caps!
You've completed all the basic setup to get started with flex 👏🏼
If you're curious about various use cases, check out 📃 flex Use Cases!
If you have any additional questions:
Search in the flex User Guide, or
Click the chat icon (flex logo) in the bottom right to leave us a message!