This guide will walk you through the process of setting up your Workation policy in WorkFlex. You can set up the following:
Work-from-anywhere working days: Define the number of working days (not calendar days) allowed for employees. The balance of work-from-anywhere days is visible for each employee with every trip request and in the profile of the employee.
Trip submission deadline: Specify the number of calendar days required before the trip for submission, allowing enough time for approval and preparation.
List of allowed countries: Control which countries employees can select for trip requests.
Enabling/disabling domestic workations: control if you want to track employees' movement within the payroll country through WorkFlex.
How to set up the Workation policy
Navigate to the Workation policy settings
Go to Company settings > Workation policy to access the relevant settings.
Set the workation balance and the trip submission deadline
All settings are on one page: change the values directly in the fields.
Enter the number of working days allowed for working from abroad under Full-time employees' balance in days, and the calendar days for the trip submission deadline under Additional policies > Workation notice period in days (on the right).
Note: The notice period field represents calendar days, while the Full-time employees' balance field is for working days only. The trip submission deadline cannot be set to 0 days.
Choose the balance period
In the Workation policy, you can also choose how the workation balance is counted:
Calendar year (default): the balance resets on 1 January.
Rolling 12 months: each request is checked against the days used in the 12 months up to the trip’s last day. Pending trips count, just like approved ones.
With a rolling period, no 12-month period can go over the balance. This also applies when a trip is booked before a later one: if a new trip would push a later trip over the limit, the employee sees which trip it clashes with. Employees and HR see the same numbers, and the balance shows which period applies. If you don’t change this setting, your company stays on the calendar year.
Click Save policy at the top of the form to apply your changes.
Additional controls: enforcing limits & trip frequency
Disable trip submissions that exceed the notice period
Under Additional policies > Workation notice period in days, check the Disable submitting trip requests that exceed the limit checkbox. When enabled, employees will be blocked from submitting a request if it doesn't meet the required notice period. When left unchecked, the notice period acts as a recommendation/warning only.
Disable trip submissions that exceed the workation balance
The same option is available under Full-time employees' balance in days. When checked, employees cannot submit new trip requests once their workation balance is fully used up.
Number of workation trips per year
Under Additional policies > Number of Workation trips in a year, HR administrators can define the maximum number of workation trips an employee may submit per calendar year.
How the Limit Works:
Calculation: The limit is based on the total number of pending and approved trips.
Automatic Adjustments: Cancelled or rejected requests do not count toward the limit, immediately freeing up a slot for the employee to submit a new request.
Submission Block: Once the maximum threshold is reached, employees are automatically restricted from submitting further trip requests.
Example: If the annual limit is set to 4 trips and an employee has 2 pending and 2 approved requests, they have reached their limit and cannot submit further requests. However, if one of those trips is subsequently rejected, the employee regains a slot and may submit one new request.
Exceptions:
HR Flexibility: HR administrators are not subject to these limitations. Should an exceptional case arise, HR can continue to submit requests on behalf of an employee even if they have reached their annual limit.
Unlimited Option: Setting the limit to 0 enables unlimited workation trips for employees.
Maximum number of working days per trip
Under Additional policies, Maximum number of working days per trip sets the maximum length of a single workation trip, in working days. Here too, you can check Disable submitting trip requests that exceed the limit. If you leave it unchecked, employees only see a warning and can still submit the request.
Customize workation balances for part-time employees
If you have part-time employees who should receive a different workation balance than full-time employees, you can customize this in your settings by following the steps below:
On the Workation policy page, go to Part time balance.
Enable the toggle next to Set up workation balance for part time employees.
Once enabled, you will see a list of part-time schedules:
4 days per week
3 days per week
2 days per week
1 day per week
By default, WorkFlex automatically calculates the part-time workation balance based on the full-time balance and the number of days worked per week.
Example:
Full-time (5 days/week) → 20 workation days per year
Part-time (4 days/week) → (4/5) × 20 = 16 workation days per year
The workation balance for part-time employees is automatically derived from the full-time balance defined above. However, you can manually adjust each balance if needed.
To do this, enter the number of workation days in the field of that part-time schedule (for example Balance for 4 working days/week).
Click Save policy at the top of the page to save your changes.
Once the part-time setting has been activated, a new profile field will appear in each employee's profile, allowing them to select their Work Schedule. Based on this selection, the number of workation days per year will be automatically allocated to them.
Set up the list of allowed countries
Under List of countries allowed, choose from three options:
Entire world
EU countries
EU countries and origin country
Click on Select to apply your choice.
Customizing the list of allowed countries
After selecting one of the country options, click Customize countries to further adjust the list.
Some countries are excluded by default due to risk factors, sanctions, or safety concerns. These countries are highlighted in red and are regularly updated.
To include the countries on the not-recommended list, switch on Include not-recommended countries below the two lists.
You can also move countries to the Included or Excluded list manually, by drag and drop.
Once you've customized the list to your requirements, click Save to finalize the settings.
Different policies for specific entities
If some entities need different rules, scroll to the bottom of the page and click Create new policy (Need different rules for specific entities?). You can create another policy and assign it to the selected entities.
Enabling/disabling domestic workations:
Scroll down and enable or disable the Payroll country toggle.
When disabled: If this feature is disabled, employees will not see their payroll country as an available destination when selecting a trip location.
When enabled: If the feature is enabled, employees will be able to choose their payroll country as a destination for workation requests. The system will display a reminder indicating that selecting the payroll country will count as a domestic workation.
