This guide covers cases where the headquarters and branches across the country are physically separated, and each branch has its own managers and members. Learn how to register each store as a 'work location' and manage independent schedules that do not overlap between branches!
Shift work management, such as schedule assignment and publishing, can only be applied to members who are subject to the 'Shift Work' work type.
Step 1. Setting Up Schedule Management by Work Location (Store)
In the left menu, go to [Settings] -> [Work Location Settings] and add a work location for each store (organization)
What is a work location? It refers to the entity that serves as the management unit for shift work, such as a store, branch, factory, or hospital.
Even if two locations are physically close or share the same address, if the members who work together are different or the schedules are managed separately, they must be registered as 'separate work locations'.
[Example 1] When there are multiple brand stores inside a department store
[Example 2] When there are stores by region
Once registered as a work location in flex, you can view the work locations as shown in the example image below.
Click [Shift Work Management] in the left menu, then click the settings icon (Shift Work Settings) in the upper right.
[Shift Work Location Management] In the tab, set the work location you added earlier in Work Location Settings to [Active] as a shift work location.
You can add and manage work schedules and shift groups for each work location.
Step 2. Setting Up Schedules by Work Location (Store)
Setting Up Schedules for a Specific Work Location (Store) or Organization
[Shift Work Settings] Click the work location for which you want to create a schedule, then click [New Schedule].
When creating a schedule, you can set the work location, organization, work hours, and break time for the schedule.
Work Location (GPS):
You can set the physical work location (GPS) where this schedule will be used.
For example, if you set the work location to "Jamsil Branch," this schedule can only be used in the Jamsil Branch work location schedule and the overall schedule (shared).
Organization :
You can set the organization that can use this schedule.
For example, if you select [Jamsil Branch] as the schedule's organization, the schedule can only be used in the Jamsil Branch and its sub-organizations.
Work Hours and Break Time : You can set the work and break hours for this schedule.
Schedule Management : Schedules used by a specific organization or work location can be created/modified/deleted by any administrator who has work and leave editing permissions for that organization.
For example, a team leader who has work + leave editing permissions for the [Jamsil Branch] organization can create/modify/delete schedules to be used at Jamsil Branch.
If you set the work location to [Shared] when creating a schedule, all members can use that schedule (assign it). A shared schedule is appropriate when the same schedule is used company-wide.
Schedule Management : Shared schedules can only be created/modified/deleted by a central administrator who has work and leave editing permissions for 'all members'.
Please verify that schedules have been created for each store (organization) and shared.
Step 3. Assigning Schedules (Creating the Schedule)
[Shift Work Management] Click the tab in the upper left to easily view and assign schedules by work location.
Quick Work Location Switching
Clicking the [Work Location Name] button in the upper left will display a list of all work locations you can currently view or edit.
If you are a global administrator, you can use this feature to quickly navigate between schedule views for multiple stores or departments to check the overall status and assign shifts.
Permission-Based Custom View
The list only shows work locations for which you have been granted permissions.
For example, if you are the team leader of a specific store (e.g., Seohyeon Branch), other branches will not be visible, and you will only see your store's list, allowing you to focus on managing your branch's schedule.
In the upper right, you can click the icons in order — day off, weekly holiday, annual leave icons — or click a schedule name to assign a schedule, or use keyboard shortcuts.
You can double-click a work block to assign various work schedules.
Enable the [Day Off] toggle to assign a weekly holiday or day off schedule.
If you select multiple work blocks at once and click a schedule or use a shortcut key, the schedule will be applied to all selected periods at once.
To register a half-day or hourly leave, first assign an [Annual Leave] schedule. Then click the assigned schedule to change the detailed type (half-day/hourly leave).
Note that you must have [Leave Editing] permissions to register annual leave for a member.
Once you have finished assigning schedules, click the [Publish Schedule] button in the upper right to publish the assigned schedules
If the schedule is only assigned and not published — in [Draft] status — the background color will appear blue as shown in the example image below.
Clicking the [Publish Schedule] button lets you see at a glance all the schedule changes affected at the time of publishing.
You can also view changes grouped by date in the date-by-date detail tab.
Once you have finished assigning schedules, be sure to click the [Publish Schedule] button in the upper right to
[Publish] the assigned schedules!
Step 3. Assigning Schedules (Excel)
[Shift Work Management] Click the Excel icon in the upper right, then click the [Upload Schedule] button to upload schedules in bulk using an Excel file instead of entering them within the product
[Schedule Template Settings] Click the tab and set the organization for the schedule, the creation period (1 month, 1 week), and the sort order of the schedule template.
You can set the organization for the schedule, the creation period (1 month, 1 week), and the sort order of the schedule template.
The organization, period, and sort criteria currently being viewed in the [Shift Work Management] tab will be displayed. If needed, edit the organization, period, and sort criteria before downloading the template.
After configuring the template settings, click the [Download Template] button to download the Excel template.
Click the dropdown box in the schedule cell to select and assign a pre-configured schedule.
Caution: Do not arbitrarily modify the Excel template format or apply separate formulas.
You must enter the exact schedule name visible in the template, or select the schedule from the dropdown list for it to be properly reflected.
When you upload the file, it will first be registered in 'Draft' status. After a final review of the content, you must click the [Publish Schedule] button in the upper right to publish the schedule.
Once you have finished filling it out, you can upload the completed schedule to assign schedules in bulk.
Once you have finished assigning schedules, be sure to click the [Publish Schedule] button in the upper right to
[Publish] the assigned schedules!
Using the Support Work (Dispatch) Feature
You can designate 'support workers' who work only for a specific period
A 'support' feature has been added for situations where a member who does not belong to Work Location A works at Work Location A for a specific period only.
Previously, if only the home organization editing permission was granted, this could only be resolved through a transfer or permission modification.
Now you can add a support member for specific dates without modifying the organizational chart or permission settings.
You can add workers who will provide support (be dispatched) to your store (work location).
To manage support work targets, you need 'Work Editing' permissions for both the work location and the support work target.
Example: Adding 'John Doe' as a support worker at 'Seohyeon Store' work location → You need 'Work Editing' + 'Leave Editing' permissions for both the organization belonging to 'Seohyeon Store' and 'John Doe'.
When viewing a work location schedule, members from other work locations who are on support during the period are also included in the view.
Whether a member is a support worker is indicated on the screen, and you can filter by support status.
Work can only be registered/edited on the actual dates when support is occurring at that work location.
When support work is registered, the support work location is added as a temporary work location for that date
When GPS work location restrictions are in use, the support work target can also clock in/out at the support work location on that date.
Example: If a member belonging to 'Seohyeon Store' goes on support work to the 'Pangyo Store' organization on January 15th, while they normally cannot clock in at that work location, they can start/end work at Seohyeon Store on January 15th only.
TIP. Exploring [Convenience Features] in Shift Work Management
[Shift Work Management] You can assign schedules quickly using the [Convenience Features] in the upper right.
[Repeat Schedule Entry] : If a member's schedule repeats regularly, try using the [Repeat Schedule Entry] feature. For example, after assigning a 'Seohyeon Branch Closing Shift' schedule on February 2nd, set the repeat period and click [Assign] to automatically apply the same schedule across the entire period at once.
[Auto Weekly Holiday Assignment] : You can automatically assign members' weekly holidays without manual assignment.
[Schedule Shortcut Settings] : Through schedule shortcut settings, you can assign a number shortcut key to each schedule.
For example, you can set it so that pressing the number key 0 assigns the [Seohyeon Branch Opening Shift] schedule.Shortcut key settings per schedule are not shared with other administrators, so feel free to set them however you like.
The order of work schedules can also be adjusted, but note that schedule order adjustments are shared with all administrators.
In the [View Options] feature in the upper right, you can change the sort order for viewing schedules or set the member information to display alongside the schedules.
[Member Statistics] Through member statistics information, you can check information that changes based on assignments, such as number of working days and days off, in the 'Member Statistics' panel on the right.
FAQ
What unit should I use to set up work locations?
What unit should I use to set up work locations?
A work location refers to the entity that serves as the management unit for shift work, such as a store, branch, factory, or hospital.
Even if locations are close to each other, if the management units are different (different members work together, different schedule creators, etc.), please set them up as separate work locations.
Example: When there are multiple brand stores inside a department store but each store has separate members and schedule creators, set up work locations per brand store
Can work locations that are not subject to shift work be hidden?
Can work locations that are not subject to shift work be hidden?
In the shift work settings, you can specify whether shift work is used (active/inactive) for each work location.
How does it work when a work location is linked per store (organization)?
How does it work when a work location is linked per store (organization)?
When a work location (GPS) is linked per store (organization), members belonging to that organization can only clock in/out at that work location.
For example, John Doe who belongs to the Jamsil Branch organization can only clock in/out within the Jamsil Branch work location (GPS) designated by the administrator, and cannot clock in/out at other stores (organizations).
Do I need to assign a weekly holiday every week?
Do I need to assign a weekly holiday every week?
Under the Labor Standards Act, workers must be guaranteed one weekly holiday per week.
However, if you want to manage this separately without system validation, you can do so through advanced settings.
Go to the left menu [Settings] → [Work Types] → click on the shift work type applied to the member, and in the [Advanced Settings] tab, enable the option Allow weekly holiday registration even if the weekly holiday cycle exceeds one week?
Can work schedules be duplicated?
Can work schedules be duplicated?
Work schedule duplication is not currently supported!
Our company uses 'day off' or 'OFF' to indicate non-working days. What is a day off and what is a weekly holiday? Is it possible to use just one type?
Our company uses 'day off' or 'OFF' to indicate non-working days. What is a day off and what is a weekly holiday? Is it possible to use just one type?
For legal reasons, weekly holidays and days off must be distinguished. (Weekly holiday guarantee, overtime pay rate on holidays) If you find the difference between days off and weekly holidays confusing and simply want the [non-working days] to be properly reflected when publishing the schedule, first assign all working days, use the 'Auto Weekly Holiday Assignment' feature to assign weekly holidays, and then publish — any remaining empty dates will automatically be designated as days off.
What happens when a day off is assigned?
What happens when a day off is assigned?
The target work hours will change. A day designated as a day off is no longer a working day, and target work hours are calculated based on working days. You can think of it similarly to how target work hours decrease in a week that includes a public holiday.
Example for a 20-hour per week (5 days a week, 4 hours a day) work type
Case 1. 5 working days assigned, 1 day off, 1 weekly holiday (target 20 hours)
Case 1. 5 working days assigned, 1 day off, 1 weekly holiday (target 20 hours)
This is the most common case. The target hours are 20 hours, the same as the work type. (5 working days)
Case 2. 4 working days assigned, 2 days off, 1 weekly holiday (target 16 hours)
Case 2. 4 working days assigned, 2 days off, 1 weekly holiday (target 16 hours)
This is a week with two days off. This is a case where one fewer working day is assigned than the work type, and 16 hours is the target time. (4 working days)
Case 3. 6 working days assigned, 1 weekly holiday (target 24 hours)
Case 3. 6 working days assigned, 1 weekly holiday (target 24 hours)
This is a week with one more working day than usual. There are 6 working days, and if you want the target work hours to be measured as 24 hours, you need to set the prescribed work hours calculation standard within the work type applied to the member to [Schedule-Based].
If set to [Average Work Basis], the system determines the target work hours as average work hours × number of working days per week = 20 hours, and the extra day worked will be counted as overtime.
Is it possible to assign half-day or hourly leave via Excel upload?
Is it possible to assign half-day or hourly leave via Excel upload?
Half-day and hourly leave registration is difficult to do within Excel, so it must be done directly in the [Shift Work Management] screen.
In shift work management, how can an administrator register custom leave types such as bereavement leave, sick leave, or military training leave, other than annual leave?
In shift work management, how can an administrator register custom leave types such as bereavement leave, sick leave, or military training leave, other than annual leave?
Custom leave types such as bereavement leave are difficult to reflect in schedule publishing and must be registered directly in the member's leave overview! For more details, please refer to the guide on the right! Can I register leave on behalf of a member?
Can published schedules be downloaded as Excel?
Can published schedules be downloaded as Excel?
[Shift Work Management] After viewing the period for the schedule you want to download in the upper right, click the Excel icon and then click [Download Schedule].
You can download the schedule published in flex as an Excel file based on the period and filter criteria currently being viewed.
Note that [Download Schedule], unlike the template download for uploading, does not include draft-saved content and is downloaded based on the published version (the version that members are viewing).
Can work locations be added directly from the shift work settings?
Can work locations be added directly from the shift work settings?
Only administrators with [Work Location Settings] permission can add work locations (GPS) directly from the shift work settings! If you cannot add a work location from the shift work settings, it means you do not have this permission — please contact your internal HR team or overall administrator!