When should you use this?
You should use the Actions required tab when:
you want to check what still needs to be done for a workation or business trip
you need to understand whether The assistant, HR, or the employee must complete a task
you want to approve or reject a trip, or complete a pending request
you want to track the progress of required compliance actions
How actions are organised
Actions are grouped into two sections so it's clear what you need to do versus what you're waiting on someone else for:
Your actions: tasks you're expected to complete or decisions you need to make.
Waiting on others: tasks that are blocked on someone else, such as HR or the manager.
Every action carries a status tag that shows who owns it and why:
Your decision: the action is yours to complete (for example, approving or rejecting a trip, or completing a pending request).
Waiting on [role]: the action is with someone else, such as HR or the Assistant.
Locked: the action can't be started yet because it depends on another step.
Trip approvals and pending request completion happen inside the Actions required tab, alongside every other action for the trip.
Step-by-step instructions
Open the relevant workation or business trip in WorkFlex.
Open the request details pop-up.
Go to the Actions required tab.
Review the actions under Your actions and Waiting on others.
Check the status tag on each action to see who owns it and why ("Your decision", "Waiting on [role]", or "Locked").
Complete the required action where applicable — for example, upload a missing visa document, complete a pending request, approve or reject a trip, or review a compliance requirement.
Once an action is done, it stays in the list and is marked as done (for example Approved), and the counter next to Your actions or Waiting on others goes up (for example 1 of 2 done).
What can appear as a trip action?
The actions shown in the tab are tailored to the specific trip and its compliance requirements. Examples include:
a trip approval or a pending request that needs to be completed
a flag that a trip's duration, or an employee's accumulated presence in a destination, may mean the trip should be classified as an assignment rather than business travel — so HR can review and loop in their Customer Success Manager (CSM) early
a prompt for the medical certificate required under Polish labour law before working in Poland, with the WorkFlex template attached
a posted worker notification (PWD) is required, but PWD trip handling is not activated for the company
an A1 certificate is missing because the required power of attorney (PoA) has not been provided
the traveller requires a visa to enter the destination country, and WorkFlex is not handling the visa for this client
the trip was submitted after the destination country's PWN deadline and WorkFlex could not file the PWN for any of the trip days ("This trip needs to be rescheduled due to the PWN deadline"). Click Reschedule to open the trip and change the dates
an A1 certificate is needed before WorkFlex can apply for the PWN, for example for third-country nationals travelling to Austria ("Upload your A1 certificate so WorkFlex can apply for the PWN"). The trip can be submitted first and the A1 uploaded later
a German occupational health check may be needed ("Arrange a German occupational health check (E-AIA / G35)"). The certificate can be uploaded directly in the action, is saved in the Document Center with its validity dates and is not requested again on later trips while it is valid
the organisation number of the entity is missing for a posted worker notification to Norway. WorkFlex takes it from the entity settings, and asks for it through a trip action only when it is missing
HR admins can see every business trip action, and choose who sees it and who can complete it, in Company settings > Trip actions > Business travel.
How to upload a visa directly from a trip request
This guide explains how to upload a visa document directly from a trip request (Business trip or Workation) in WorkFlex. This allows you to complete the "Obtain travel visa or authorization" trip action without navigating away from the request.
When should you use this?
Use this process when:
A trip requires a visa and WorkFlex visa services are not enabled for your company
A trip is showing an "Obtain travel visa or authorization" action that is still open
A traveler already has a valid visa and you need to record it against the trip
Step-by-step instructions
Open the trip request in WorkFlex
Locate the trip action Obtain travel visa or authorization in the request details pop-up
Click Upload
In the form that appears, enter the visa type and validity dates, then attach the visa document file
Click to confirm the upload
What happens after uploading
The visa is saved in the employee's Document Center
The trip action is marked as done, and the counter next to the section goes up (for example 1 of 2 done). The screenshot shows how completed actions look, here two approvals.
The compliance summary/risk assessment is automatically regenerated
A comment is added to the trip confirming the visa has been obtained
Important
The system validates that the visa validity dates cover the full trip period. An error will appear if the dates do not match.
Employees, assistants, and HR admins can all perform this action.
To-Do Tracker: Focus on trips that require action
The To-Do Tracker gives you a focused overview of trips that currently require attention. Instead of displaying every ongoing trip, it only shows trips with at least one pending action — helping you keep your queue clean and making the next required step immediately visible.
How the To-Do Tracker works
This quick filter view is primarily designed for HR admins. The tracker is based on pending actions rather than overall trip status. A trip will only appear if there is still an action required from either you or the traveler.
Once all required actions for a trip have been completed, the trip is automatically removed from the tracker.
Each action is displayed in its own dedicated column, allowing you to quickly identify what is still pending without needing to open the trip details.
To access the tracker:
Navigate to the Business Travel or Workation dashboard
Select the quick filter “Actions Required”
You will then see all trips with outstanding actions.
The required actions appear in the compliance summary emails sent to HR admins. HR admins no longer have to log into the platform to see what needs to be done.
Important
The Actions required tab is available in the request details pop-up for both workations and business trips.
Actions are by default visible to HR, managers, assistants, and employees, but it can be customized by the HR.
Actions are grouped into Your actions and Waiting on others, and each carries a status tag ("Your decision", "Waiting on [role]", or "Locked").
Trip approvals and pending request completion happen inside the Actions required tab.
Completed actions are tracked automatically in the same view.
The actions shown depend on the compliance requirements for the specific trip.