Before proceeding with annual leave promotion, flex's Smart Annual Leave Promotion must be activated.
Please use this guide to review your annual leave promotion settings!
Checking Annual Leave and Monthly Leave Expiration Settings
Click [Settings] → [Annual Leave Settings] → [Annual Leave Policy Settings] in the bottom left menu, and verify that annual/monthly leave expiration is configured and that Smart Annual Leave Promotion is activated.
Click the [Auto-Expiration Settings] tab. If annual/monthly leave expiration is set to expire after 1 year, and annual leave is granted on the fiscal date (January 1st), an annual leave promotion plan document will automatically be sent to members on July 1st.
For a member who joined on April 11, 2024, unused monthly leave expires on April 11, 2025. Accordingly, the 1st monthly leave promotion occurs on January 11 (3 months before expiration), and the 2nd monthly leave promotion occurs on March 11 (1 month before expiration).
Our company has set a grace period for annual/monthly leave expiration. When will the promotion proceed?
Annual leave promotion proceeds based on the statutory annual leave expiration date. That is, the actual expiration follows the company's set annual/monthly leave expiration grace period, but the annual leave promotion proceeds based on the statutory annual leave expiration date, aligned to July 1st.
Therefore, it may be necessary to inform members in advance that while their leave will actually expire according to the grace period, the promotion will proceed in line with the statutory annual leave expiration date, and ask them to submit the promotion plan document on time.
Checking Smart Annual Leave Promotion Settings
Click [Settings] → [Annual Leave Settings] → [Annual Leave Promotion Settings] in the bottom left menu to review the annual leave promotion settings.
Approver / Reference Person Selection: You can set who will receive an approval request or notification after a member submits an annual leave plan document. (Go to flex Approval Structure Guide)
Member Writing Reminder: By enabling this feature, a daily notification can be sent to members to prompt them to write their plan during the submission deadline period.
Administrator Writing Reminder: By enabling this feature, reminder notifications can be sent to administrators when the administrator writing period arrives. Recipients of administrator writing reminder notifications are limited to administrators with annual leave promotion permission.
Administrator Writing Reminder Target: The default setting is [All administrators with annual leave promotion permission]. By selecting [Choose Targets], you can choose which administrators with annual leave promotion permission will receive writing reminder notifications during the administrator writing period.
Leave Usage Plan Date Notification Timing: You can send a notification to members before the scheduled annual leave usage date.
You can configure the promotion timing for annual and monthly leave. Based on the set periods, requests to write annual leave, 1st monthly leave promotion, and 2nd monthly leave promotion plan documents will be delivered to members.
Note that the content of annual leave promotion notification emails or tasks sent to members is fixed and cannot be modified.
If you are operating two or more annual leave policies, the annual leave promotion settings are applied uniformly across all policies, not per policy. Approval, automatic request timing settings, and reminder settings for annual leave promotion cannot be configured separately for each policy.
FAQ
I approved an annual leave usage plan document. Can I cancel it?
I approved an annual leave usage plan document. Can I cancel it?
Yes, you can cancel it.
Go to [Attendance Management] - [Leave Management] - [Annual Leave Promotion], select the member you want to cancel, and cancel the promotion.
Note that a cancelled annual leave promotion cannot be uncancelled (i.e., the cancellation state cannot be restored), so please confirm which members need cancellation and only proceed when necessary.
Can the annual leave usage plan document be confirmed without approval, with only a reference notification?
Can the annual leave usage plan document be confirmed without approval, with only a reference notification?
Yes, you can configure it so that the annual leave usage plan document is confirmed without approval, with only a reference notification. In the approval/reference settings within Annual Leave Promotion Settings, delete the approver and set only a reference person. Then, when a member submits the plan document, it will be automatically approved and the reference person will receive a notification.
How are administrator writing reminder notifications sent?
How are administrator writing reminder notifications sent?
If there is even one member for whom the administrator has not notified the annual leave promotion document during the administrator writing period, a daily notification is sent to the designated administrators via email and web.
Who can receive administrator writing reminder notifications?
Who can receive administrator writing reminder notifications?
Administrators who can receive administrator writing reminder notifications are those with [Annual Leave Promotion] permission. To check who has annual leave promotion permission, go to Settings - Permission Settings in the bottom left menu, or click the administrator writing reminder target option to [Choose Targets] to see which administrators in your company currently have annual leave promotion permission.
