flex provides two main holiday substitution features.
1️⃣ The administrator processes holiday substitution from the left menu [Attendance Management] → [Holiday Substitution] tab.
To process holiday substitution, the administrator needs the [Holiday Substitution Management] permission and the [Work Schedule View] permission.
2️⃣ When a member registers holiday work, they designate the substitute day themselves and submit an approval request → holiday substitution is processed.
This guide will walk you through both methods in order.
Administrator Processing Holiday Substitution
In the left menu [Attendance Management] -> [Holiday Substitution] tab, search for members to process holiday substitution using work type and organization filters, etc.
Even if holiday work has not been registered in flex, you can pre-designate the holiday substitution day based on prior agreements with the member.
If a member has registered holiday work in advance, or if the administrator is processing holiday substitution after the holiday work, you can check the holiday work hours registered in flex from the [Holiday Substitution] tab.
Click [Substitute] → Designate the [Substitute Day], then click [Substitute] at the bottom.
If a member is scheduled to work on the weekly rest day of December 1 (Sunday), the substitute day can be designated within 6 days before or after the next weekly rest day (December 8).
Weekly rest day: Within 6 days before or after the holiday (before the next weekly rest day)
Public holidays and agreed holidays: Within 180 days before or after the holiday
The weekly rest day indicator (red) for December 1 (Sunday) disappears, and you can confirm that December 2 (Monday), the substitute day, has been designated as a substitute holiday.
Setting Up Member-Initiated Holiday Substitution
Click the bottom of the left menu [Settings] → [Work Policy Approval] → [Holiday Work] tab
Proceed with [Approval/CC] settings → Enable [Allow Member Holiday Substitution Requests]! When holiday work occurs, you can set it so that members can also submit a holiday substitution request.
Also, enable [Reason Input Required] so that a reason must be entered when registering holiday work for the registration to be possible.
Checking the Member-Initiated Holiday Substitution Process
After registering holiday work, the member clicks [Register] at the bottom.
Instead of working on the holiday, the member directly selects the day to take off, enters a reason, and submits an approval request.
For member-initiated holiday substitution as well, the substitute day can be designated within 6 days before or after the weekly rest day (before the next weekly rest day), and within 180 days before or after for public holidays and agreed holidays.
Once approved, the substituted day (Monday, December 9) becomes the weekly rest day, and the original weekly rest day is treated as a regular workday.
If you want to change the substitute day, delete the existing holiday work record and then proceed with [Cancel Holiday Substitution]. After that, the member must register holiday work again → re-designate the substitute day and submit an approval request.
It is also possible to first request only the holiday work approval and then apply for holiday substitution afterward.
FAQ
When the administrator substitutes a holiday, does the member receive a notification?
When the administrator substitutes a holiday, does the member receive a notification?
Yes, an email and notification are sent.
The administrator processed a holiday substitution. Can the substitute day be changed or canceled?
The administrator processed a holiday substitution. Can the substitute day be changed or canceled?
Yes, it is possible. Click the [Change] button to change or cancel the substitute day.
However, the new substitute day must also be within 6 days before or after for weekly rest days (within 180 days before or after for public holidays, etc.).
Is it possible to only enable holiday substitution without requiring holiday work approval?
Is it possible to only enable holiday substitution without requiring holiday work approval?
If you want members to directly apply for holiday substitution, the holiday work approval setting is required.
For holiday substitutions directly submitted by members, can the administrator change the substitute day or cancel the holiday substitution?
For holiday substitutions directly submitted by members, can the administrator change the substitute day or cancel the holiday substitution?
Yes, it is possible! In the left menu [Attendance Management] → [Holiday Substitution] tab, click [Change] to change the substitute day or cancel the holiday substitution.
Can members apply for holiday substitution on mobile?
Can members apply for holiday substitution on mobile?
Yes! 😊 When registering holiday work → submitting an approval request, the member can designate the holiday substitution day as shown in the image and submit the approval request.
Can I check whether holiday substitution has been applied per member via Excel?
Can I check whether holiday substitution has been applied per member via Excel?
If you download [Attendance Management] → [Work Record Management] → [Daily Attendance Records] from the left menu, you can check it as shown below. 😊
How can I check which members have had holiday substitution applied?
How can I check which members have had holiday substitution applied?
Holiday substitution is not displayed the same way as leave. Holiday substitution is a 1:1 swap of a workday with a holiday, so it is not displayed as leave. 🙏
Instead, in the member's work detail screen, the substituted workday becomes a holiday and is displayed as a red day, so you can distinguish it.
If an employee works on Workers' Day (May 1), is holiday substitution possible?
If an employee works on Workers' Day (May 1), is holiday substitution possible?
Workers' Day (May 1) is designated as a paid holiday under the Labor Standards Act pursuant to the Act on the Establishment of Workers' Day, and it is a statutory holiday for which holiday substitution is not possible.
According to (Labor Standards-829, '04.2.19), if an employee works on Workers' Day, compensatory leave or holiday work allowance must be provided instead of holiday substitution.
I want to set it so that members cannot designate a substitute day when registering holiday work.
I want to set it so that members cannot designate a substitute day when registering holiday work.
If you want to set it so that members cannot designate a substitute day when registering holiday work, click the left menu Settings - Work Approval menu - Holiday Work tab, and disable the Allow Member Holiday Substitution Requests option.
