The short-term visa assistant is designed to simplify the visa application process and help you quickly determine if a visa is required for an upcoming trip. Here's how to use it:
The Visa / Immigration button is located at the top of the Employee requests page in your WorkFlex platform.
Click it and select Short-term visa assistant:
When you click this button, a helpful popup will appear with two main options:
1. Check visa requirements
This flow allows you to quickly find out if a visa is needed for an upcoming trip. To use this feature:
Fill in the required details: the traveler’s first (and, if applicable, second) nationality, the destination country, the residence country, the trip purpose and the travel dates.
Get results: Once you submit the details, we will send the visa requirement results directly to your email.
Next steps: If a visa is required, the email will include a button saying “Let WorkFlex do your Visa”. Clicking this button will automatically begin the visa request process.
2. Request a visa
If you’re ready to start the visa request directly from the visa assistant pop-up, follow these steps:
Select the trip: Choose whether the trip already exists in WorkFlex.
If yes: You can select the trip from a searchable list of trips in the system.
If no: Select the traveler and fill in the nationality, destination country, residence country, travel dates and trip purpose.
Submit the request: Once all information is entered, click the “Submit” button to begin the visa processing.
Note: A passport upload is required in every visa questionnaire. Passports uploaded during a visa questionnaire are saved to the traveller's Document center automatically, so they can be reused for future visa cases without uploading them again.
Visibility
The visa assistant is always visible to HR admins.
It is also visible to assistants if their company has purchased the Business Travel Visa feature.
Employee Visa Assistant
Enable a per-tenant toggle that gives employees direct access to the Visa Assistant on their dashboard.
Employees can self-serve visa checks and submit requests without going through HR.
Each employee sees only their own trips.
👉 If you wish to enable this for your employees, please reach out to your Customer Success Manager.