In this article, we'll walk you through the business trip request process on the WorkFlex platform.
There are two ways to create a business trip request on the WorkFlex platform:
Manual Submission: You can manually submit a request within the platform (instructions below).
Booking Tool Integration: When using an integrated booking tool, all relevant data is automatically transferred to WorkFlex, which then generates a request automatically
ⓘ Note: Ensure your WorkFlex profile is fully completed and be prepared to respond to any additional questions via email, if needed.
How Are Your Requests Processed by WorkFlex?
Submission of business travel request: Whether your request is created via the booking tool integration or manually, WorkFlex begins processing it upon submission.
Compliance risk analysis: WorkFlex analyzes the trip details to identify any compliance risks and generates a compliance summary.
Implementation of compliance measures: Based on the risk analysis, all necessary compliance measures are implemented. WorkFlex also offers support and assumes liability for all approved trips.
Smart Flow: request a business trip in a few steps
Smart Flow is the AI-powered way to request a business trip. You describe your trip in your own words, and Smart Flow creates the request, fills in the answers it already knows and guides you to the right answer for everything else.
Your company decides which flow you use: Smart Flow, the classic form (see below), or both, so that you can choose each time. To activate Smart Flow, keep the classic form or offer both, your HR team can contact their Customer Success Manager or the WorkFlex support team.
How to request a business trip with Smart Flow
Step 1: Start a new request
Go to My requests, click Request a trip and select Business travel.
Step 2: Describe your trip
Type your trip in your own words. Mention where you are going, when, and why, for example: Business trip to Amsterdam from 12–27 May for a client meeting with Acme.
Click Add dates if you prefer to pick the dates in a calendar.
Travelling to the same place again? Under Repeat a recent trip, click Repeat next to a previous trip to reuse its details.
Smart Flow shows the destination and dates it found below your text. Check them and click Continue.
Step 3: Confirm the trip purpose
Smart Flow suggests the trip purpose that best matches your description. You can also describe it in your own words, pick one of the purposes most often chosen in your company for this destination, or click Browse all trip purposes. Then click Confirm.
Step 4: Select the company you will work for
Enter the name of the company or client you will work for during the trip, or select one from Places you and your team have visited. Smart Flow fills in the company’s details where it can.
Step 5: Review your work details
Check the details Smart Flow filled in: where you will physically work (click Add another work address if you work in more than one place), the company or client address, location details required by the destination country (for example the canton for Switzerland) and the days you will be working. Click the edit icon to change anything, then click Continue.
Step 6: Confirm your personal details
Depending on your destination, Smart Flow asks a few more questions about you, for example the start date of your residence permit, or your salary, industry, occupation, education, position and working hours.
Answers marked Previously answered come from your earlier trips.
Answers marked AI identified were worked out by Smart Flow, for example your occupation group based on your job title.
Review each answer, change anything that is not correct and click Continue.
Note: The questions in steps 5 and 6 depend on your destination and your company’s setup, so you may see different questions for each trip.
Step 7: Answer your company’s questions
If your company has added its own questions, they appear under Questions from your company. Answer them and click Continue.
Step 8: Review and submit
On the Review your trip screen, check your answers and click Edit next to anything you want to change.
Under Before you submit, confirm that the details are accurate and, if shown, agree to the insurance terms and conditions. Then click Submit trip. WorkFlex immediately starts analyzing compliance risks, and you can follow your trip under My requests.
Tip: The Progress panel on the right shows how far along you are and a summary of your answers. Click Save as draft to finish your request later.
Switching between Smart Flow and the classic form
If your company offers both flows, click Prefer a form? Switch to form on the first Smart Flow screen to use the classic form. To go back, click Switch to Smart Flow.
How to request a business trip with the classic form
ⓘ Important: Ensure your profile is complete and up to date before submitting a request.
The classic form uses the same screens as Smart Flow, without the trip description and AI matching. You enter the destination, dates and trip purpose yourself, and then answer the same questions step by step.
Step 1: Start a new request
Go to My requests and select Request a trip > Business travel.
Step 2: Enter your destination, dates and trip purpose
On the Let's start with your trip screen, search for your destination, select your start and end date in the calendar and choose the main purpose of the trip. Click Browse all trip purposes to see every option with examples. Then click Continue.
Step 3: Answer the trip questions
Answer the questions one screen at a time and click Continue after each one. They are the same as in Smart Flow steps 4 to 7: the company you will work for, your work details, your personal details and your company's questions. The Progress panel on the right shows how far along you are and your answers so far.
Step 4: Review and submit
On the Review your trip screen, check your answers and click Edit next to anything you want to change. Under Before you submit, confirm the declarations and, if shown, agree to the insurance terms and conditions. Then click Submit trip.
Tip: Click Save as draft at any point to finish your request later.
Step 5: After submission
WorkFlex immediately starts analyzing compliance risks. A compliance summary is uploaded, and the necessary compliance measures are implemented. You can follow your trip under My requests, where you also find the compliance summary and all trip documents.
ⓘ Tip: Download your trip documents before you travel so you can access them offline.
The classic form at a glance
