The Entity management page gives HR admins one self-service place to see all of your company's entities (legal entities or company units), complete and update their details, assign HR admins to them, and check which workation policy and insurance hotline apply to each one.
Who can access it: HR admins.
Before you begin
Permissions: You need HR admin access (or an equivalent role that can manage Company settings).
Entities are created by WorkFlex: Your Customer Success Manager (CSM) adds entities to the platform. Contact your CSM if you need a new entity, or if the entity itself needs to change (for example, its name).
Virtual tenants: If your company uses virtual tenants, you only see the entities assigned to you.
Open Entity management
Go to Company settings.
Select Entity management.
The page lists all entities with these columns:
Entity name and Country
Employee: the number of employees in the entity
Status: Pending (details still missing) or Completed
Authorisation status: where the entity's Social Security Portal authorization stands (see Social Security authorization status below)
HR assigned: the HR admins responsible for the entity
Policy assigned: the workation policy that applies to the entity
Insurance hotline: the SOS insurance hotline number, if one is set
Complete an entity's details
WorkFlex needs some details about each entity to assess trips compliantly. The questions change depending on the entity's country and how trip handling is set up for it. Trip handling can differ per entity, for example PWN and A1 / CoC handling for one entity and A1 / CoC handling only for another. This is available for Business Travel and Assignments. To change the setup of an entity, contact your Customer Success Manager.
Find an entity with the status Pending and click the three dots at the end of its row.
Choose Complete.
In the Complete entity details pop-up, fill in the required fields (marked with *). Hover over the info icons for more guidance.
Click Save entity details.
Country-specific guidance: For some countries, a note at the top of the form explains what else WorkFlex needs, with a link to step-by-step instructions. For example, for entities in Germany, WorkFlex can only process A1/CoC/PWN requests on your behalf once these details and the online authorization are complete.
Once all required fields are saved, the status changes from Pending to Completed and the entity is ready for compliant trip processing.
Open trips clear automatically: If a trip has the action Add POA or entity details so WorkFlex can apply for the A1 (or the CoC), WorkFlex completes it automatically once the entity details are complete. This happens on every open trip of that entity, also when you complete the details here in Entity management. You can open the form directly from the trip with the Add details button on the action.
A trip counts as open if it is not cancelled or rejected, and it ends in the future or ended less than 6 months ago.
Tip: If the same company representative or Swiss salary email applies to several entities, tick Apply this company representative to all entities you manage or Apply Swiss salary email(s) to all entities to save time.
Edit an entity's details
Entity details stay editable after you complete them. If, for example, the company representative changes, update it yourself:
Click the three dots at the end of a Completed entity's row.
Choose Edit.
Change the fields in the Edit entity details pop-up.
Click Save entity details.
Your changes apply straight away and are used for all future trip assessments for that entity.
Social Security authorization status
The Authorisation status column shows where each entity's Social Security Portal authorization stands. An entity can have one of four statuses:
Not required
Required
In progress
Obtained
WorkFlex keeps this status up to date, so you can check it here at any time instead of asking for an update by email.
Assign HR admins to an entity
HR admins assigned to an entity can see that entity's employees and trips.
Note: Assigning HR admins to entities is only available if virtual tenants are enabled for your company. Without virtual tenants, every HR admin has access to all entities. To enable virtual tenants, contact your Customer Success Manager.
In the HR assigned column, click + next to the entity.
In the Assign HR pop-up, search by name or email and tick the HR admins who should be responsible for this entity. Use Select all / Deselect all to change everyone at once.
Click Save changes.
Note: Global HR admins already have access to all entities, so they aren't listed in the pop-up. The entities an HR admin is assigned to appear in the Groups column on the Admin users page. For more details, see HR admin controls: managing profiles and notifications.
More actions
The three-dot menu of each entity also offers:
Manage SOS insurance: manage the SOS insurance details for the entity.
Change workation policy: assign a different workation policy to the entity. See How to Create and Assign Custom Workation Policies per Entity.
Search, filter and export
To work with a long list of entities, search by entity name or filter by Country, Status or Policy. Click Export to download the entity list.
