When overtime, night work, etc. occur, you can configure approval requests to be triggered following the configured approval · reference line.
Administrators granted the Work Type and Policy Settings permission can configure work policy approvals and notifications.
Work Approval · Reference Types
Click the [Settings] -> [Work Policy · Approval] menu at the bottom of the left menu.
Through the Work Approval · Reference feature, you can set up approval and reference procedures by work condition and situation, and designate approvers. The following approval · reference types are provided.
Type | Description |
Overtime Work | Triggered when the daily prescribed working hours set in the work type are exceeded. |
Holiday Work | Triggered when work is recorded on a weekly holiday (usually Sunday) or public holiday. |
Night Work | Triggered when work is recorded between 10:00 PM and 6:00 AM the following day. |
Past Work Modification | Triggered when a member edits work beyond the configured work modifiable date (minimum 1 calendar day). If you want approval to occur even when modifying the same day's work or the previous day's work, please also configure approval in [Default Work Policy].
|
Inclusive Wage Excess | Calculated based on the hours entered in the wage contract information in a member's profile, using [monthly unit] and [added hours] as the basis. Approval is triggered when work exceeding the inclusive wage hours is recorded. This is triggered as total inclusive wage method, not the fixed OT method. |
Statutory Hours Excess | Triggered when statutory working hours (52 hours per week) are exceeded. |
Off-site Work Registration | Triggered when work check-out is performed outside the worksite restricted by GPS or IP. When a member checks out from outside the worksite, a notification is sent to the approver or reference person, and you can see how many km away from the worksite it was.
For more details on this feature, please refer to the guide below! |
Work Approval · Reference Settings
Click on the work approval · reference type you want to configure approval for, and you can set up the approval line. For details related to flex approval settings, click the guide below!
Understanding the flex Approval Structure
After adding assignees, you can change the label for each approval step. As shown in the example below, when overtime occurs, a reference notification is sent to the primary team lead. The HR team can change the approval label to [Confirm] instead of Approve.
By enabling [Reason Required], you can require members to enter a reason when registering overtime, holiday work, etc. before the work can be recorded.
When Reason Required is enabled, members must enter a 'reason' when recording work in real time (via widget) or registering work manually before the work can be saved.
FAQ
How can approvers check approval request history?
How can approvers check approval request history?
Approval request notifications can be checked in the To-Do tab as shown below.
Approval · Reference Status: You can check the configured approval line.
Approval Item: You can see the work attributes that the member registered.
Request Message: The message directly entered by the member when submitting the work request.
Work Hours: You can check the work hours for the approval item.
What is per-requester approval?
What is per-requester approval?
Before the standard approval criteria that can be configured by default, you can set separate approver/reference persons for specific individuals.
Can I require a reason even when only a reference person is configured?
Can I require a reason even when only a reference person is configured?
Yes, you can!
Can I edit the memo field where members enter their reason to include placeholders for reason, purpose, etc.?
Can I edit the memo field where members enter their reason to include placeholders for reason, purpose, etc.?
Editing the format of the memo field is not supported. Please notify your members about what content should be included in the approval message field when registering overtime or off-site work, and guide them to leave as detailed a memo as possible!
What happens when an approval is triggered that includes a mix of policies where reason entry is required and policies where it is not?
What happens when an approval is triggered that includes a mix of policies where reason entry is required and policies where it is not?
If even one policy or work approval item requires a reason, members must enter a reason before they can register the work.
We are using the 'Skip Work Confirmation' feature integrated with Secom/Caps. Can members still enter a memo?
We are using the 'Skip Work Confirmation' feature integrated with Secom/Caps. Can members still enter a memo?
If even one policy or work approval item requires a reason, the work confirmation screen will be shown, and members must enter their work reason on that screen before the work can be registered. Therefore, before enabling this feature, please guide your members that certain work types require a reason to be entered, so they should enter the reason on the mobile app or PC after clocking out via Secom/Caps.
Is reason entry also required when an admin registers work on behalf of a member?
Is reason entry also required when an admin registers work on behalf of a member?
When an admin registers or edits work on behalf of a member, no approval is triggered, so a reason cannot be entered.
How can members enter a reason?
How can members enter a reason?
When registering work directly in [My Work] on the flex web, members must enter a reason on the screen shown below.
If work is being recorded in real time, members must enter a reason on the screen shown below when checking out.
Where can I view the reasons entered by members?
Where can I view the reasons entered by members?
You can view them by going to the left menu [Attendance Management] → top right [Work Record Management] → downloading the daily attendance records. Reasons entered by members are not synced to [Home Feed Calendar] or [Google Calendar].
The reason entry is set as optional, but members say the memo field for entering a reason doesn't appear at all when registering work. How can this be resolved?
The reason entry is set as optional, but members say the memo field for entering a reason doesn't appear at all when registering work. How can this be resolved?
The member may have set the reason entry window to not be shown, as illustrated below. If you want the reason entry field to appear again, please follow the steps below.
Since the setting is saved on the PC, you will need to delete the data manually to reset it!
Open Chrome DevTools: Chrome top right menu > More Tools > Developer Tools, or use the shortcut Control + Shift + I. Reference: https://developer.chrome.com/docs/devtools/open?hl=ko
Open the Console tab
Type
localStorage.clear();and press EnterRefresh the page
After completing the steps above, the reason entry screen should appear again.
When two or more work approvals are triggered at the same time (e.g., overtime and past work modification), how does the approval process work?
When two or more work approvals are triggered at the same time (e.g., overtime and past work modification), how does the approval process work?
If you have approval configured for both overtime and past work modification, and a member registers overtime while modifying past work, approval will be triggered for both past work and overtime.
For example, if overtime is configured to require primary team lead approval, and past work modification is configured to require primary team lead approval followed by HR team approval,
a single approval document will be created combining both the overtime and past work modification approvals.
As a result, the approval line for that document will merge the overtime approval line and the past work modification approval line,
resulting in: Step 1 - Primary team lead approval, followed by Step 2 - HR team approval.
I left a comment on a work approval. Can it be deleted or edited?
I left a comment on a work approval. Can it be deleted or edited?
Hover over the comment you wrote, click the three dots on the right, and you can edit or delete the comment.
I want to add a department to the approvers or reference persons, but the department I want to add is not visible.
I want to add a department to the approvers or reference persons, but the department I want to add is not visible.
When setting up the approval line and selecting a department, not all departments may be visible. The top 5 departments added first under Settings → HR Information → Add Department are shown first. If you want to add other departments as approvers, use [View Org Chart] to browse all departments in your company, or use the [Search] function to search for the department name and add it to the approval line.
Can approval be triggered when a member cancels/deletes registered work?
Can approval be triggered when a member cancels/deletes registered work?
When a member cancels or deletes approved work, including holiday work, approval is not triggered. Approval is only triggered when work is being registered, in accordance with the approval settings!
Is it possible to clock out without triggering approval when there is overtime?
Is it possible to clock out without triggering approval when there is overtime?
If you want to prevent approval from being triggered when overtime (such as extended or night work) occurs at check-out, remove the approver from the work approval settings or set only a reference person. Then, even if a member registers overtime, no approval will be triggered.
Can I configure it so that attachments like images must be attached when registering off-site work or business trips?
Can I configure it so that attachments like images must be attached when registering off-site work or business trips?
The ability to require attachments such as images when registering work policies like off-site work or business trips in order for approval to be triggered is not currently supported. If needed, we recommend referring to the Pre-planned Work Registration and Management Guide and using it in combination with workflows!
I have configured approval for work policies like off-site work and business trips. When is approval triggered?
I have configured approval for work policies like off-site work and business trips. When is approval triggered?
When approval is configured for work policies such as off-site work and business trips, approval is triggered the moment that work policy is actually registered in flex! For example, when a member switches to the off-site work policy via the real-time work recording feature and continues working, approval is not triggered at that moment. Only when the member finishes work for the day and the work policy that triggers approval is included, an approval request is sent to the approver at that point.
If the default check-out setting is 'Clock Out Now' and night work registration is disabled in the work policy settings, how is work recorded?
If the default check-out setting is 'Clock Out Now' and night work registration is disabled in the work policy settings, how is work recorded?
If the default check-out setting is 'Clock Out Now' and night work registration is disabled in the work policy settings, work cannot be recorded after 10:00 PM, so when a member checks out, a notification is shown asking them to change the check-out time to 10:00 PM. Through this, members can confirm and record work after adjusting the check-out time to 10:00 PM.
If off-site work registration approval is configured, is approval triggered when a member clocks in or out from outside the worksite?
If off-site work registration approval is configured, is approval triggered when a member clocks in or out from outside the worksite?
If off-site work registration approval is configured, approval is not triggered when a member clocks in or out from outside the worksite. When off-site work registration approval is enabled, approval is only triggered when a member 'clocks out' from outside the worksite. When 'clocking in', instead of triggering approval, work start and work registration are restricted. In other words, members can only start work from within the worksite configured by the administrator.