In this article, we’ll walk you through how to manage your workation trip requests in WorkFlex, including options for rescheduling, editing, cancelling, and re-submitting your request.
For pending trips
As long as your trip is in the Pending status (not yet fully approved), you can make changes to your request without incurring any additional costs. Changes you can make:
Rescheduling your trip:
Open the trip in My requests. In the request details pop-up, click the three-dot menu (⋯) at the top right.
Select Re-schedule.
Choose the new dates for your trip (the start date must be today or in the future, not in the past).
After selecting the dates, you will see a comparison between the current and new trip dates.
Click Update request to confirm.
The current trip will be deleted, and a new trip will be created with a new request ID. The approval flow will be restarted, but no additional costs will apply.
Editing the request:
Open the trip in My requests. In the request details pop-up, click the three-dot menu (⋯) at the top right.
Select Edit request. Note: Edit request is not available in the mobile app.
Make all the changes you need to the request. This includes the manager’s e-mail address, and the e-mail of a person you named as an approver if your trip has that approval step. For example, if your manager is away, replace their address with your stand-in manager’s address so the approval e-mail reaches the right person. See Setting up manager’s email for workations.
After making the changes, click Submit.
If you only changed an approver’s e-mail (the manager’s e-mail or the e-mail of a person you named as an approver) and your company’s approval flow is set up in the Workflow Builder: your trip keeps its request ID and the approvals given so far. If that approval step is waiting, the new approver receives the approval e-mail right away, and the link in the original e-mail stops working. You can only change an approver as long as their step has not been approved or rejected yet.
In all other cases, the current trip will be deleted, and a new trip will be created with a new request ID. The approval flow will restart, but no additional costs will be incurred.
Cancel the request:
Open the trip in My requests. In the request details pop-up, click the three-dot menu (⋯) at the top right.
Select Cancel request.
Confirm your choice.
The trip will be cancelled, and no costs will be deducted for pending trips.
Duplicate a trip (regardless of status)
For employees who frequently go on the same workation, WorkFlex lets you streamline the process by duplicating trips. Here’s how:
Click the trip request you want to duplicate.
In the three-dot menu (⋯), click Duplicate.
This will take you to the Trip Submission Page.
Fill in your new trip dates and follow the process to submit the request.
All your information from the previous trip will be pre-filled, but you can make changes before submitting.
The new request will create a new trip, while the old trip remains unchanged. If both trips are approved, they will both be charged.
For fully approved trips
Once your trip is fully approved, the options for making changes become more limited.
Rescheduling or Editing: You will not be able to reschedule or edit the request. In this case, you must reach out to your HR Admin for further assistance.
Cancelling the request:
If the trip is still in the future, you will have the option to cancel the request.
Please note that even if you cancel, charges will still apply for fully approved trips.
Trip in the past or already started: You will not be able to cancel the request or make any changes. In these cases, you must reach out to your HR Admin for further assistance.