Keeping your profile data up to date is essential for smooth communication and accurate document processing within WorkFlex. This guide will help you navigate your profile settings and make necessary adjustments to your information.
In general, it is necessary that all employees who will be traveling cross-border have a WorkFlex profile. If there is an integration with a Human Resources Information System (HRIS) such as Personio, Workday, SAP Success Factors or similar, the profile has already been created and a large part of the data has been transferred. When the first application is submitted or the next trip is booked via the travel management system (TMS), further profile data may be requested.
Accessing your profile information
To access your profile info, sign in to your account on WorkFlex. Once logged in, click on your profile name located in the bottom left corner, and then choose profile. This action will open a page where you can find all your profile information.
Profile sections overview
Your profile page has three tabs: Profile details, On assignment profile details and Document center. The Profile details tab is divided into four sections:
1. Personal details
In this section, you can edit vital information such as your name, nationality, gender, and birthdate.
2. Residential address
This section allows you to update your residential address.
If your nationality is non-EU, but you reside within the EU, you must also select your Basis for eligibility to work from the dropdown menu that differs from one EU country to another.
3. Official info
Here, you can enter important official details, including your payroll country and social security number. Accurate information in this section is crucial for compliance.
Only for C-Level Executives in Germany:
If you are a C-Level executive with payroll in Germany and do not have a social security number, please enter "00 000000 X 000" in the Social Security Number field so that we can apply for your social security certificates accordingly.
4. Job info
In the Job Info section, you can adjust details regarding your employment, such as your job title, joining date, department, Manager's Email address, and employment entity. Keeping this information current helps maintain proper records.
Here, you can choose your Employment Entity from the available options. If the option is set to free text, you can enter your entity name manually, this is usually predefined by your HR Admin.
Visas and documents: Document center
Visas and other personal documents are no longer stored in a "Legal and Travel Documents" section of your profile. You now add them on the Document center tab of your profile. Learn how in Visa Services – simplifying visa management.
Your workation balance
You can see your used and remaining workation balance at the top of My requests (Workation balance) and in the details of each workation request.
Changing Your Email Address and Platform Language
To update your email address in WorkFlex, follow these simple steps:
Access your settings: Click on your name in the bottom left corner of the platform. A menu will appear—select My settings.
Edit Your Email: You will be directed to a page where you can update your login information. To change your email address, click on the small edit button next to your current email. Enter your new email address and save the changes.
Please note: Changing your email will automatically log you out of the platform, and you will need to log in again with your updated email address.
Additionally, under My settings you can change your platform language (for example English, German, Spanish, French, Italian, Polish, Czech or Portuguese). This language preference will not only change the interface of the platform but will also affect the language of the emails you receive from us.
Remember to click Save changes after making any adjustments to ensure your changes are applied.
Conclusion
Keeping your profile data updated in WorkFlex is important for ensuring accurate records and smooth operations. Regularly review each section to confirm that all information is current and correct. If you have any questions or need further assistance, feel free to reach out to your HR department.
If the data is transferred via an HRIS integration such as Personio, Workday, SAP Success Factors, HiBob or similar, please make sure that you only update your data in your HRIS. The integration automatically transfers the changes to the WorkFlex platform every three hours.
If you have any questions, please always contact your HR admins first.