When submitting a workation request, it typically follows an approval cycle, moving from the direct manager to the HR admin. Here’s how to ensure your workation request reaches the right person and is processed smoothly.
Setting up your manager's email
Your direct manager's email should already be saved in your profile settings. If you’re unsure where to find or edit this information, click here for more details.
Reviewing and editing the manager's email on your request
When submitting a workation request, the manager's email saved on your profile will automatically appear, you’ll have the option to edit this if needed, which helps make sure your request reaches the correct person for approval in a timely manner.
Temporary or permanent changes to manager's email
If you choose to edit the manager's email, you will be asked whether the update is:
Only for this trip: For example, if your direct manager is on vacation and has delegated the approval to another person.
Update on profile: Use this if your manager has permanently changed.
The manager's email will also appear on the trip summary page, as well as the trip submission file.
Trip summary:
Trip submission file:
What can I do if my manager is on holiday and I have already submitted a request?
Option 1: Edit your pending request and change the manager’s e-mail. As long as your manager has not yet approved or rejected the request, open it, click Actions on the right side of the request details pop-up and select Edit request. Replace the manager’s e-mail with your stand-in manager’s address and submit. If you are asked whether the change applies only to this trip or should also update your profile, choose Only for this trip for a temporary stand-in. Your HR admin can also make this change for you.
What happens next depends on how your company’s approval flow is set up:
Approval flow set up in the Workflow Builder: your trip keeps its request ID and the approvals given so far. If the manager approval is the current step, your stand-in manager receives the approval e-mail right away, and the link in the original e-mail stops working.
Other approval flows: your trip is re-created with a new request ID, the approval flow starts again, and the approval e-mail goes to the new address. No additional costs apply for pending trips.
If you are not sure which applies to your company, ask your HR admin. Note: Edit request is not available in the mobile app. See Managing workation requests for the full flow.
Option 2: You wait until your manager returns from vacation and ask them for approval. If the approval e-mail went under, you can contact our support team to trigger a new approval e-mail.
Option 3: In case you can’t wait for your manager to return, your HR admin can approve the trip on behalf of your manager. Please reach out to your HR admin to arrange the approval.
Option 4: You can cancel your existing request, submit a new trip, and update the manager’s email during the submission process as explained above. This always creates a new trip with a new request ID, and the approval flow starts again.