1. Overview
Travel Calendar is a compliance and tracking tool that allows employees to declare:
Where they were located on each day
Whether they were working or not working
If they were traveling
If they split their day between locations
Additional company-specific data (via custom fields)
The data logged in the Travel Calendar also powers accumulated risk reporting, giving HR and compliance teams a full picture of employee mobility and associated risk over time.
Travel Calendar is currently available only for customers with the Assignment Solution enabled!
2. What HR admins see (HR view)
Once the Travel Calendar is enabled, HR admins see two new items in the left menu:
Travel calendar overview (under Admin management)
My calendar (under My workspace)
2.1 Travel calendar overview
When you click Travel calendar overview, you see the List of employees (based on access rights, virtual tenant setup and role permissions).
Displayed information
Employee: full name of the employee
Department of the employee
Calendar status: how many days of the month the employee has completed (e.g. 15 of 30 days = 50%)
Last logged: the date of the last travel calendar entry
Details: opens the employee's calendar
Above the list you can search for an employee, export the list (download icon in the top-right corner) and send reminders (Send bulk reminder).
When you click Details next to an employee, you can see, add, edit and delete the entries of their calendar with all the details:
Each day's declared location
Working vs not working
Reason for not working
Place of work
Travel details: from country, to country, and whether the employee was working before and after the travel
2.1.1 Actions available in the travel calendar overview
Review the calendar status
The Calendar monthly status on the right-hand side shows the month's completion in percent, giving an at-a-glance view of the employee's progress. If days are not filled in, a Missing days notice is shown above it.
Export the data
To export the overview, click the download icon in the top-right corner of the travel calendar overview. Select the date range, then click Export list.
You will then receive the exported file by email:
Switch employee via the dropdown
In an employee's calendar, you can switch to another employee with the dropdown menu in the top-right corner.
2.1.2 Send reminders to employees
✉️ WorkFlex automatically reminds employees by email when days in their travel calendar are missing. You can also send a reminder yourself: in an employee's calendar, click Send reminder in the Missing days notice (top-right). To remind several employees at once, use Send bulk reminder in the travel calendar overview. The employee then receives a reminder like this:
What the reminder means for employees: it is about the month as a whole, not about one specific trip. Every day of the month counts, including normal working days at home or in the office. Weekends, public holidays and fully approved business trips and workations are filled in automatically. All other days need an entry from the employee: the country and whether they were working (or why not, for example vacation). You can log several days in one entry using the start and end date, so a normal month at the office is usually done with a single entry. A month is complete when Calendar monthly status shows 100%; days without an entry are the missing days. Keep the calendar up to date every month.
3. My calendar (employee view)
This is the same view HR sees for a single employee.
Both employees and HR can add, edit and delete entries. Doing so ensures proper documentation for tax declarations and international compliance.
3.1 Access the calendar
Open the main menu on the left-hand side of the WorkFlex platform.
Click My calendar.
3.2 Adding an entry
Click a day in the calendar. The New entry pop-up opens, where you define:
Start date and end date
Whether you were travelling that day
The duration of the activity: Full day or Split day
Which country you were in
Whether you were working, and where you were working (or the reason for not working)
Then click Save entry.
3.3 Logging a travel day
Enable the toggle I was travelling that day.
Select From (the country you left) and say whether you were working before your travel on this day.
Select To (the country you arrived in) and say whether you were working after your travel on this day.
If you were not working, choose the Reason for not working (e.g. vacation, public holiday). If you were working, select where you worked.
Select the Arrival time.
3.4 Logging a non-travel day
If the day was not a travel day, leave the toggle off and choose the duration of the activity:
Full day → the same status for the entire day: the country you were in, whether you were working, and where (or the reason for not working).
Split day → two different statuses in one day, asked separately for the first and the second half of the day (e.g. worked in Country A in the morning, Country B in the afternoon).
4. Calendar overview and progress
On the right side of the page, you will find:
Calendar monthly status: the calendar's completion in percent for the month. Use the left and right arrows above the calendar to switch between months, or Today to go back to the current month.
Export calendar: exports the calendar.
Legend - Activity status: explains what each entry type in the calendar refers to (Working and Not working).
5. Auto-sync
There are four types of auto-sync within the travel calendar:
Weekends
Public holidays
Business travel
Workation
Entries sync as soon as they qualify, for example when a business trip or workation is fully approved, for public holidays, or when an assignment is recalculated. There is no need to wait for a daily update.
5.1 Weekend and public holiday sync
If the employee is not on an assignment, business travel or workation, 👉 we use the weekends and public holidays of the payroll country.
If the employee is on an assignment, business travel or workation, 👉 we use the weekends and public holidays of the destination country.
This ensures correct compliance handling.
If you delete an auto-synced weekend or public holiday entry, it stays deleted and is not created again.
5.2 Business travel auto-sync
When a business trip is requested and fully approved, we automatically create a travel calendar entry with the business trip dates and the destination country, assuming the employee is working full time.
The employee can edit the entry manually afterwards. If the business trip is cancelled, the entry is deleted.
5.3 Workation auto-sync
A workation is more complex because it can include working days and non-working days. When the employee declares "I will work X days during this workation", we create:
Entry 1 → first X days = working
Entry 2 → remaining days = not working
Example: a 15-day workation with 5 working days declared results in days 1–5 working and days 6–15 not working.
All this is clearly visible in the export file. If the workation is cancelled, the entry is deleted.
6. Export data
You can export your calendar with Export calendar. The export includes:
Working vs non-working breakdown
Travel details
Destination information
Custom fields
All auto-synced information
This ensures tax/compliance teams receive all necessary information.
The steps to export the calendar are the same for employees and HR. Please refer to the instructions above within the section "HR View".
✅ Tip: Keep the calendar up to date! Regular updates ensure that your data remains compliant and ready for tax reporting.
6.1 Travel calendar custom fields
HR admins can add their own fields to the travel calendar:
Go to Company settings > Custom fields.
Open the Travel calendar fields tab, add your fields (input method: Free text, Radio button, Checkbox or Dropdown; optionally Make this field required) and click Save.
6.2 How it appears for employees
The fields are displayed in the travel calendar's date entry pop-up. When filling in the travel calendar, employees see a Default fields tab and a Custom fields tab.
They must complete the fields based on the HR setup. Custom field data is included in the export.
👉 If you are interested in our Travel Calendar, please contact your Customer Success Manager