This function is specifically designed to help assistants manage WorkFlex requests for employees. Below, we walk you through each step, from assigning the role to managing travel requests.
Assigning the assistant role
Before an assistant can manage travel arrangements, an HR admin must give them the assistant role and assign the employees they will manage.
Go to Employee management and search for the profile you want to make an assistant.
Click the three dots (⋮) at the end of the row and select Enable assistant function. The user role changes from Employee to Assistant.
Next, click the three dots next to the assistant and select Assign employee(s).
The Edit assistant permissions pop-up opens. Search for and tick the employees this assistant should manage, then click Save.
All selected employees will receive an email asking for their consent to be managed by the assistant.
The following animation shows how to enable the assistant function and assign employees:
Employee consent
Once the assistant role has been assigned, the next critical step is obtaining consent from the employees. Each employee must give their explicit consent, allowing the assistant to manage their WorkFlex account and requests. This consent ensures compliance with company policies and privacy regulations. Important: this consent is given inside the WorkFlex platform, not by clicking the confirmation email. The email is only a notification. The employee needs to log out of WorkFlex and log back in, and a pop-up then appears automatically asking for their consent. Once they confirm it, the consent status the assistant sees under My travellers changes from Pending to Yes. If several assistants have requested consent, the employee receives one consent request per login, so they need to log out and back in again for each further request.
After logging in, employees see the following pop-up and can approve or reject the request:
For assistants: learn how to manage your travellers and request trips on their behalf here.