flex provides two main types of holiday substitution.
1️⃣ Admin initiates substitution from the left menu [Attendance Management] → [Holiday Substitution] tab.
To process holiday substitution, the admin needs the [Holiday Substitution Management] and [Attendance View] permissions.
2️⃣ When a member registers holiday work, they directly designate a replacement day and request approval → holiday substitution proceeds.
This guide walks through both methods in order.
Admin-Initiated Holiday Substitution
In the left menu [Attendance Management] → [Holiday Substitution] tab, use work type and organization filters to find the members to substitute.
Even if holiday work has not been registered in flex, you can pre-designate a replacement day based on prior agreement with the member.
If the member pre-registered holiday work, or if the admin is processing substitution after the fact, registered holiday work hours can be viewed in the [Holiday Substitution] tab.
Click [Substitute] → specify a [Replacement Date] → click [Substitute] at the bottom.
If a member plans to work on Sunday, December 1 (weekly holiday), the replacement day can be designated within 6 days before/after the next weekly holiday (December 8).
Weekly holiday: ±6 days from the holiday (before the next weekly holiday)
Public and contractual holidays: ±180 days from the holiday
The weekly holiday mark (red) disappears from December 1 (Sunday), and December 2 (Monday) is confirmed as the replacement holiday.
Setting Up Member Self-Requested Holiday Substitution
Go to the left menu [Settings] → [Work Policy Approval] → [Holiday Work] tab.
Configure [Approval/Reference] settings → Enable [Allow member holiday substitution requests]. When holiday work occurs, members can request substitution at the same time.
You can also enable [Reason Required] so that a reason must be entered when registering holiday work.
Confirming the Member Self-Request Process
After registering holiday work, the member clicks [Register] at the bottom.
The member selects their own rest day to replace the holiday work, enters a reason, and submits for approval.
The same rules apply for member self-requests: weekly holiday ±6 days (before the next weekly holiday); public and contractual holidays ±180 days.
Once approved, the replacement day (Monday, December 9) becomes a weekly holiday and the original weekly holiday is treated as a regular weekday.
To change the replacement day, delete the existing holiday work record → [Cancel Holiday Substitution]. Then the member must re-register holiday work → re-designate the replacement day → re-submit for approval.
It is also possible to first request holiday work approval, then apply for substitution after the fact.
FAQ
Does the member get notified when the admin processes a holiday substitution?
Does the member get notified when the admin processes a holiday substitution?
Yes, an email and in-app notification are sent.
Can the admin change the replacement day or cancel substitution after processing?
Can the admin change the replacement day or cancel substitution after processing?
Yes. Click the [Change] button to change the replacement day or cancel the substitution.
Note: the new replacement day must also follow the same rules — ±6 days for weekly holidays (±180 days for public/contractual holidays).
Can we allow holiday substitution without requiring holiday work approval?
Can we allow holiday substitution without requiring holiday work approval?
If you want members to self-request holiday substitution, holiday work approval settings are required.
Can the admin change or cancel a substitution that was self-requested by a member?
Can the admin change or cancel a substitution that was self-requested by a member?
Yes! From the left menu [Attendance Management] → [Holiday Substitution] tab, click [Change] to modify the replacement day or cancel the substitution.
Can members request holiday substitution on mobile?
Can members request holiday substitution on mobile?
Yes 😊 When registering holiday work and submitting for approval, members can designate a replacement day as shown in the image below.
Can I check holiday substitution status per member in Excel?
Can I check holiday substitution status per member in Excel?
Yes. Download the report from the left menu [Attendance Management] → [Work Record Management] → [Daily Attendance Records] to see the data as shown below 😊
How can I identify members who took holiday substitution?
How can I identify members who took holiday substitution?
Holiday substitution is not displayed differently from regular leave. Holiday substitution replaces a weekday with a holiday on a 1:1 basis and is not shown as leave 🙏
Instead, the substitute day appears as a red day in the member's work detail screen, making it easy to identify.
Is holiday substitution possible for May 1 (Labor Day)?
Is holiday substitution possible for May 1 (Labor Day)?
Labor Day (May 1) is designated as a paid statutory holiday under the Act on the Establishment of Workers' Day and the Labor Standards Act, and holiday substitution is not permitted for this statutory holiday.
Per 근기-829 (Feb. 19, 2004), if work is performed on Labor Day, compensatory leave or holiday work premium pay must be provided instead of holiday substitution.
I want to prevent members from designating a replacement day when registering holiday work.
I want to prevent members from designating a replacement day when registering holiday work.
Go to left menu Settings → Work Approval → Holiday Work tab and disable "Allow member holiday substitution requests".
