Members just need to register their work, and flex automatically determines the overtime work type and hours to generate approval requests. Field work and business trip work can also be systematically managed with flex.
This guide is prepared for administrators who are wondering how to manage overtime, night work, and other extra work as well as field and business trip work!
Here's How to Manage Overtime, Holiday, and Night Work!
In the left menu, click [Settings] → [Work Policy · Approvals] → Overtime, Holiday, Night Work tab
Select approvers and references to set up approval triggers when overtime, holiday, or night work occurs
For details on approver and reference settings, please refer to this guide! Understanding the flex Approval Structure
Once approval targets are set, members can directly enter reasons when overtime, night, or holiday work occurs.
You've finished the approval settings, but wondering when and how approvals are triggered? Please check the details below.
Overtime Work: When a member registers and confirms their work, it is triggered when the standard working hours (e.g., 8 hours) are exceeded. For example, if work starts at 9 AM and ends at 8 PM, a 2-hour overtime work approval request is generated.
(Click) I'm curious about the approval request screen for administrators.
(Click) I'm curious about the approval request screen for administrators.
When overtime work occurs for a member, you can check when and how many hours of overtime work occurred. You can also check the memo left by the member.
After reviewing the content, click the [Approve] button at the bottom → The overtime work record is applied as-is.
Clicking the reject button will remove the work record. Before rejecting, please use comments so the member can know the reason for rejection in advance.
Night Work: When a member registers and confirms their work, it is triggered when work is registered between 10 PM and 6 AM the next day. For example, if work starts at 9 AM and ends at 11 PM, a 1-hour night work approval request is generated for the period from 10 PM to 11 PM, in addition to overtime work.
(Click) I'm curious about the approval request screen for administrators.
(Click) I'm curious about the approval request screen for administrators.
When night work occurs for a member, you can check when and how many hours of night work occurred. You can also check the memo left by the member.
After reviewing the content, click the [Approve] button at the bottom → The overtime and night work records are applied as-is.
Clicking the reject button will remove the work record. Before rejecting, please use comments so the member can know the reason for rejection in advance.
Holiday Work: An approval request is triggered when work is registered on public holidays or weekly rest days (Sundays). Since Saturday is a non-working day rather than a weekly rest day, Saturday work is typically classified as overtime work!
(Click) I'm curious about the approval request screen for administrators.
(Click) I'm curious about the approval request screen for administrators.
When night work occurs for a member, you can check when and how many hours of night work occurred. You can also check the memo left by the member.
After reviewing the content, click the [Approve] button at the bottom → The holiday work record is applied as-is.
Clicking the reject button will remove the work record. Before rejecting, please use comments so the member can know the reason for rejection in advance.
Here's How to Manage Field Work and Business Trip Work!
In the left menu, click [Settings] → [Work Policy · Approvals] → [Work Policies] and click the Field Work and Business Trip work policy tab
If you don't have field work, business trips, or remote work policies, please create a work policy!
Set up approvers and references so that approvals are triggered when field work or business trip work is registered.
For detailed work policy settings, please refer to this guide! Work Approval · Notification Settings
When [ending work] on the flex mobile app or web, members can enter a reason and then request work approval as shown in the image below.
(Click) I'm curious about the approval request screen for administrators.
(Click) I'm curious about the approval request screen for administrators.
When a member registers a field work or business trip work policy, an approval is triggered.
After reviewing the content, click the [Approve] button at the bottom → The field work or business trip work record is applied as-is.
Clicking the reject button will remove the work record. Before rejecting, please use comments so the member can know the reason for rejection in advance.
If you are registering work through the real-time work recording feature, for overtime, night, holiday work and field/business trip work policies, approval is only triggered after ending work and clicking 'Confirm'.
If you're curious about how to register field work, business trips on the flex mobile app, or how to register overtime and night work, please refer to this guide! Go to Mobile Work Guide
FAQ
Where do I approve overtime, night, field work, and business trip work?
Where do I approve overtime, night, field work, and business trip work?
When an approval request is generated, an approval request notification is sent to the approver or administrator. You can click the notification to proceed with the approval.
You can click the approval request in [Home Feed] → [To Do] → [Things to Do] to proceed with the approval.
Where can I check the memo content that members leave as their reason?
Where can I check the memo content that members leave as their reason?
You can check it on the screen where the approval request was received.
Alternatively, you can download Work → Member Work → Download Work Records → Member Work Records → Daily Attendance Record Report and check it in the downloaded report as well.
You can check the memo content left by the member in the column called Registration Message.
However, the reason entered by the member is not synced to [Home Feed Calendar] or [Google Calendar].
Can the memo field where members leave their reason be edited to include specific content like reason, purpose, etc.?
Can the memo field where members leave their reason be edited to include specific content like reason, purpose, etc.?
Editing the format of the memo field is restricted. When registering overtime or field work, please notify members about what content should be included in the approval message field so they can leave detailed memos!
Can I restrict work registration so that it cannot be registered if the member doesn't enter a reason in the memo?
Can I restrict work registration so that it cannot be registered if the member doesn't enter a reason in the memo?
In [Work Settings], activate [Reason Entry Required] for the work approval reference settings and for each policy!
Where can I check the overtime, night, and holiday work approval request history?
Where can I check the overtime, night, and holiday work approval request history?
If the administrator is included as a reference or approver in the work and leave approval line,
you can check it by filtering in Home Feed - To Do - Things to Do / Completed tab.
(Refer to the first image)
Alternatively, click Attendance Management - Attendance Dashboard, click Work Report at the top right, then download the Daily Attendance Record (downloadable in 2-month units). In the downloaded Excel file, you can check the approval status and the reason left by the member.
Alternatively, if you want to check a specific member's work approval history, navigate to that member's work screen, then click the checkbox or document icon as shown in the second image to check the approval request history.
If a member works overtime and night work past midnight into the next day, when is the overtime and night work considered to have occurred?
If a member works overtime and night work past midnight into the next day, when is the overtime and night work considered to have occurred?
Let's assume a member who normally works from 9 AM to 6 PM worked from Monday 09:51 to Tuesday 01:40, past midnight.
In flex, work hours that extend past midnight and their attribution date are determined as the Monday when work started.
In other words, the attribution date for the 1 hour and 40 minutes of overtime and night work that continued past midnight is Monday. So it is determined that only Monday's work was 15 hours and 49 minutes (break time is not considered).
However, the work graph may not show the work past midnight, which might make you think the records were not properly recorded! On the member work screen, move the bottom scrollbar left or right to see that work hours past midnight have been recorded.
