If you have proceeded with a promotion through flex Smart Annual Leave Promotion, you can check how the annual leave promotion is progressing.
Before proceeding with the promotion and notifying usage plans, please review the guides below first!
Checking Annual Leave Promotion Progress
Annual leave subject to promotion is limited to leave attributed to the promotion. In addition, annual leave promotion is processed based on the statutory annual leave expiration date, and the actual annual leave expiration date may differ from the statutory expiration date depending on the company's expiration deferral policy.
Once the statutory annual leave expiration date has passed, you cannot create an annual leave usage plan document.
* The example images and descriptions are based on a company that grants annual leave on a fiscal year basis (January 1).
To check annual leave promotion status, click [Attendance Management] → [Leave Management] → [Annual Leave Promotion] on the left menu.
In the Annual Leave Promotion tab, you can check the status of promotion plan documents sent to members.You can conveniently check the progress using the status filter.
Annual Leave Information
Monthly Leave 1st Batch: Monthly leave paid from the 1st to 9th out of a total of 11 days of monthly leave
Monthly Leave 2nd Batch: Monthly leave paid for the 10th and 11th out of a total of 11 days of monthly leave
Annual Leave: Annual leave automatically granted according to the hire date / fiscal year grant settings
When the annual leave promotion plan document is sent to members on July 1, the document list is updated to [Request Sent] status, and members must complete and submit their usage plan within 10 days.
If a member fails to submit their plan within the deadline, the document status is automatically changed to [Admin Action Required], and the [Write] button on the right becomes active. The admin must designate and notify the usage dates from July 10 to October 31 (approximately 114 days). If usage dates are not designated and notified within this period, the annual leave promotion is considered not to have proceeded, and the document status will change to [Cannot Write].
If approval for the annual leave promotion plan document is configured, the plan is not confirmed immediately after a member submits it — an approval request is generated instead.
[Rejected]: A document that was rejected by the approver after the member submitted the plan. If the member does not resubmit the rejected document within the deadline, the document status will later change to Admin Action Required, and the admin must write and notify the plan document.
[Approval In Progress] is a document for which the approver has not yet completed approval. Click [View Document] to check the approver and ensure approval is completed within the deadline.
[Request Sent]: A document sent to the member as a promotion plan, with no write or approval request generated yet. Please guide the member to submit their plan within the deadline.
[Completed]: A document where the member submitted their plan on time, or where the submitted plan has been fully approved. Click [View Document] to review the document submitted by the member.
Notifying Annual Leave Usage Plans
Once the member writing period ends, the admin must write and notify a plan document by October 31 — 2 months before annual leave expires — for members who did not submit their plan.
This is called the [Admin Writing Period]. Review the checklist and tasks to complete during the admin writing period all at once!
In the Leave Management - Annual Leave Promotion tab, you can check the status of promotion plan documents.
If a member fails to submit their plan document within the deadline, the document status changes to [Admin Action Required].
Check the member's remaining annual leave balance, then write and notify the plan.
Since desired leave dates cannot be planned in half-day units, if 5.7 days are being promoted, you must designate 6 desired leave days.
The desired leave date and the actual date on which annual leave is consumed do not need to match. However, if a member logs in to flex (checks in) on the desired leave date, they will encounter a labor acceptance refusal popup.
The [Approver] in the upper right is the person set in the annual leave promotion approval settings. If you want to change the approver, please update the settings! Go to the Annual and Monthly Leave Expiration Settings Guide
If approval is configured, the plan document status will only change to [Completed] once the approver's final approval is complete.
If the remaining annual leave balance is 0 days on the date the promotion is processed, click [Send] to finalize the usage plan notification.
When an admin notifies a document, it is confirmed that [Admin Name] has written [Member Name]'s annual leave usage plan.
Manual Annual Leave Promotion
You can turn off the Smart Annual Leave Promotion feature and manually request members to write a promotion plan document!
Annual leave promotion plan documents cannot be recalled or deleted. Please keep this in mind before requesting an annual leave usage plan.
Click the [Annual Leave Usage Plan Request] button in the upper right of the [Attendance Management] → [Leave Management] → [Annual Leave Promotion] tab in the left menu.
Select the promotion type and the target recipients.
Promotion Type: You can choose from 3 types — Monthly Leave 1st Batch, Monthly Leave 2nd Batch, and Annual Leave.
Target Recipients: You can select individual members or an organization.
Submission Deadline Setting: A 10-day writing deadline is set from the time of the request.
Annual leave promotion operates based on the [statutory annual leave expiration date]. For example, if annual leave is granted based on the fiscal year (January 1), the process proceeds as follows.
July 1 – 10
Annual leave usage plan document write requests are automatically sent to members.
July 11 – October 31 (2 months before statutory expiration date)
For members who did not submit during this period, the admin must write and notify the plan document on their behalf.
Therefore, even if the admin manually proceeds with annual leave promotion, the deadline for when admin action is required is always fixed at October 31, which is 2 months before the statutory expiration date.
In other words, if a manual annual leave promotion request is made after October 31, the document status may not change to 'Admin Action Required'.
FAQ
There are 7 remaining leave days at the time of the 2nd batch monthly leave promotion, but the actual promotion count shows 2.
There are 7 remaining leave days at the time of the 2nd batch monthly leave promotion, but the actual promotion count shows 2.
Unlike annual leave, monthly leave promotion does not look at each member's remaining monthly leave balance. Instead, it promotes the total of 9 monthly leave days received 3 months before expiration, and 2 monthly leave days received 1 month before expiration.
A member says they did not receive the email notification for the annual leave promotion usage plan.
A member says they did not receive the email notification for the annual leave promotion usage plan.
Please check whether the work/leave email notifications are turned off under [My Settings] → [Notification Settings].
Is annual leave automatically registered on the day the usage plan is submitted?
Is annual leave automatically registered on the day the usage plan is submitted?
Annual leave is not automatically registered on the day the usage plan is submitted. flex Smart Annual Leave Promotion is a feature that supports members in documenting their intended leave dates on the actual promotion document, notifying the company, and retaining it as evidence that the promotion was properly conducted.
If a member worked on the desired leave date without actually taking leave, you should guide them to register the annual leave to ensure no remaining balance is left.
What should we do if a member resigns before the promotion takes place?
What should we do if a member resigns before the promotion takes place?
Since the member is resigning before the point at which the promotion should be processed, please determine at your company's discretion whether to settle the remaining annual leave balance.
Does an approval occur when the admin writes and notifies the plan document?
Does an approval occur when the admin writes and notifies the plan document?
Yes, an approval also occurs when the admin sends the notification. For example, if the annual leave promotion plan document approval is set to require approval from the 1st-level manager, the approval request goes to the member's 1st-level manager. If approval is not completed or is ultimately rejected within the admin notification period, the annual leave promotion will not be considered properly completed — so please ensure approvals are processed within the deadline.
The plan document notified by the admin needs to be revised. Is that possible?
The plan document notified by the admin needs to be revised. Is that possible?
If approval is configured and the approver has not yet approved the document, the approver can [Reject] the document to allow revisions! Once the rejection has been processed, go to the [Annual Leave Promotion] tab → click [View Document] → click [Rewrite]. If approval is not configured, the plan document cannot be revised.
Can I download the annual leave usage plan as a PDF?
Can I download the annual leave usage plan as a PDF?
A separate print function is not supported. However, documents are continuously saved, and you can capture and save them as images for printing and record-keeping.
Can I check when a member clicked [Yes, I understand] on the labor acceptance refusal popup?
Can I check when a member clicked [Yes, I understand] on the labor acceptance refusal popup?
Yes, that is possible. Please submit an inquiry through the contact us feature!
I want to check and download each member's desired annual leave dates.
I want to check and download each member's desired annual leave dates.
Click [View Document] to check the desired annual leave dates for each member. If you need a separate file, please contact us via flex live chat support!
How can I look up the annual leave promotion history for resigned employees?
How can I look up the annual leave promotion history for resigned employees?
In the [Attendance Management] -> [Leave Management] -> [Annual Leave Promotion] tab, click the employment status filter and select the [Resigned] filter. You can then view the annual leave promotion history for resigned employees.
Can I cancel an annual leave promotion?
Can I cancel an annual leave promotion?
Yes, you can cancel it. In [Attendance Management] - [Leave Management] - [Annual Leave Promotion], select the member whose promotion you want to cancel, and proceed with the cancellation.
Since a cancelled annual leave promotion cannot be undone (the cancelled state cannot be restored), please verify which members require cancellation and only proceed when necessary.
If the member has not yet written their usage plan, document access will not be possible after cancellation. If the member has already written their usage plan, the document can still be viewed after cancellation, but it will appear with a cancelled status. Please keep this in mind when cancelling.
Will members receive a notification when an annual leave promotion is cancelled?
Will members receive a notification when an annual leave promotion is cancelled?
No, no separate notification will be sent.