Trip actions are the compliance and admin steps that appear under "Actions required" on a trip, such as applying for an A1, a visa,ora work permit. From Company settings, you can customize these actions for your whole company: switch an action on or off, choose who sees it, choose who can complete it, and decide whether the owner is notified by email. On business trips, you can also create your own actions for steps that are specific to your company. This keeps WorkFlex focused on the steps you want it to handle, and hides the ones you manage elsewhere.
Where to find trip actions
In the left-hand menu, open Admin management.
Click Company settings.
Select Trip actions.
Open the Workation or Business travel tab to see the actions for that trip type. You'll see a list of every action relevant to your company. Each action has a short explanation: click the info icon next to its name to see exactly what it does. On the Business travel tab, actions are grouped into categories such as Visa and entry and Social security. Use the search field or the Category and Status filters to find an action.
What you can customize
For every action you have four controls:
On/off toggle - whether the action is triggered at all. Turn it on for steps you want WorkFlex to track, or off for steps your company already handles outside WorkFlex. When it's off, the action is never triggered on any trip.
Visible to - who sees the action on the trip. Select every role that should be able to view it.
Owner · Can act - who can actually complete the action (for example, mark it done or upload a document). Anyone else who can see the action views it as read-only.
Email the owner - whether the owner gets an email the moment the action shows up on their trip. This is on by default for every action; switch it off if you don't want that action to trigger an email.
Note: "Visible to" is who sees the action on the trip. "Owner" is who can mark it done; everyone else sees it as read-only. "Email the owner" is on by default and sends an email the moment the action shows up on the owner's trip — switch it off per action if you don't want that email sent. Turn an action off if your company handles it elsewhere.
How to customize an action
Go to Company settings → Trip actions.
Find the action you want to adjust.
Use the toggle to switch it on or off.
In Visible to, select the roles that should see the action.
In Owner · Can act, select the role(s) allowed to complete it.
Email the owner is on by default. Leave it on if the owner should be emailed when the action appears, or switch it off if not.
Your changes apply across the company and take effect on current and future trips of that type.
Why did someone receive a "New action required" email?
When an action appears on a business trip and Email the owner is ticked, WorkFlex emails everyone selected under Owner · Can act for that action. The subject line is New action required for [employee name]'s trip to [country] ([request ID]).
This also applies to managers: if Manager is selected as an owner, for example for Complete arrival card, Apply for an ETA or Apply for a visa, the employee's manager receives this email as soon as the action appears on the trip.
You won't find the recipients of this email under Customize emails. In Company settings → Customize emails → Business travel, the email type Trip action required (sent to owner) lets you edit the wording, but its Recipients tab is locked: the recipients are managed in Trip actions.
To stop a role from receiving this email:
Remove the role from Owner · Can act for that action. The role still sees the action if it stays selected under Visible to.
Or untick Email the owner for that action. This stops the email for all owners of that action, not just one role.
Examples
Turn off an action you handle yourself
If your company already applies for the A1 outside WorkFlex, you don't need WorkFlex to prompt for it. Instead of an "Apply for the A1" action appearing on every relevant trip, simply switch that action off, and it won't be triggered anymore.
Let everyone see an action, but only some people complete it
You might want Apply for a visa to be visible to everyone with access to the trip, while only the Employee and Assistant can upload the visa document. Set Visible to to include HR and managers, and set Owner · Can act to Employee and Assistant. HR and managers will see the action and its status, but won't be able to act on it.
Good to know
Settings apply to your whole company, not to an individual trip.
Only the actions relevant to your company's setup appear in the list.
Turning an action off removes it from "Actions required" on every trip of that type.
Custom trip actions can be created for business trips only.
A custom action needs a trigger. A rule with no conditions shows the action on every business trip.
Only company admins can view and edit trip actions settings.
Create your own trip action
On business trips, you can create your own actions alongside the standard ones, for example "Submit costs" or "Book through the corporate travel agent". A custom action works like any other: it appears under "Actions required" on the trip, it has a Visible to and an Owner · Can act setting, and the owner completes it.
Custom trip actions are available for business trips only. Workation trip actions can be switched on or off and adjusted, but not created.
Create the action
Go to Company settings → Trip actions and open the Business travel tab.
Click Create action, at the top right of the list.
Fill in the details:
Action name - what the action is called on the trip, for example "Submit costs".
Description - one line telling the owner what to do, for example "Submit costs to company's finance team".
Visible to - the roles that can see the action on the trip.
Owner · Can act - the role that can mark it done.
Also email the owner when this action triggers - on by default; switch it off if you don't want the owner emailed the moment the action appears on their trip.
Button on the card- optional. Give the owner one click to do the work. ChooseMark as done only, Open a link or Ask for a file upload.
Click Create action.
A trigger is required: without one, the action would show on every business trip. After you create the action, you stay on the Trip actions page and the action appears under Company actions with the note "Shows on every trip for now". Click Choose when it shows to open its rule on the Automations tab of the Workflow Builder and add conditions. See Workflow Builder for Business trips for the full step-by-step on setting the trigger, choosing conditions, and managing the rule afterwards.
Add a button to the action
Under Button on the card, choose what the owner does on the card. The preview on the right shows the card while you fill in the form.
Mark as done only - no button. The owner ticks the action off.
Open a link - opens a page in a new tab, for example to book a site safety induction. Enter the address in the Link field. The owner still ticks the action off.
Ask for a file upload - the action is done once the file is uploaded. The file is saved on the trip and in the document center.
In the preview, The owner shows the card with the button. Everyone else shows what other roles see: only the owner gets the button, and everyone else sees who the action is waiting on.
After you create the action, it appears under Company actions. Until you set a trigger, it shows the note Shows on every trip for now. Click Choose when it shows to set one.
Learn how the actions required appear in the trip request details here.