In this article, we'll guide you through the process of submitting a work-from-abroad trip request on the WorkFlex platform.
How are your requests processed by WorkFlex?
WorkFlex offers different workflows for requesting work from abroad. The primary workflow used by most of our clients is as follows:
The employee submits a work-from-abroad request through WorkFlex.
The manager is notified via email about the request and can approve or reject it.
ⓘ The manager does not need to log in to WorkFlex; by clicking a link in the email, a browser window opens where approval or rejection can be made.WorkFlex analyzes the risks based on the employee’s personal information and the trip details, generating a risk assessment.
HR admins are notified of the uploaded risk assessment and can review both the request and the assessment. Based on the risk assessment, HR admins can give the final approval or rejection of the request.
After final HR approval, WorkFlex implements all necessary compliance measures. In addition to these measures, WorkFlex also offers support and assumes liability for all approved trips.
How to request working from abroad
ⓘ Important: Ensure your profile is complete and up to date before submitting a request.
Step 1: Start a new request
Go to My requests and select Request a trip > Workation to create a new request for working from abroad.
Step 2: Enter trip details
Search for your destination city or country and select the start and end dates of your trip. Countries excluded by your company policy are greyed out and show the message "Country disabled. Please contact your HR team".
ⓘ Note: If you combine working from abroad with vacation include the whole period of your stay in your request.
For the question "How many days will you be working during your stay?":
The system will auto-fill this field based on the employee's city of residence.
Enter the total number of days you spent in the destination country in the 12 months prior to the start date of the trip, please count all days including workdays and personal holidays"
Then, click "Next" to proceed.
Note: For the question regarding the number of days spent in the destination country over the last 12 months, a number would be pre-filled. This value is based on your trips within WorkFlex during that period. Please note that this calculation only includes WorkFlex trips and does not account for holidays. If you’ve taken or plan to take any holidays within this timeframe, be sure to include those days as well.
Step 3: Answer request questions
Follow the questions in the request form and provide the necessary answers.
Tip: Click on the "ⓘ" symbol for additional information on any question.
Approver e-mail: If your company’s approval flow includes an approval step by someone you name (for example a Project Owner), the request form asks for that person’s e-mail. You only see this question when the flow for your trip has this step. You can’t enter your own e-mail. If you enter your manager’s or an HR admin’s e-mail, you’ll see a warning, but you can still use it. The approval e-mail goes to the address you enter. If you entered the wrong address, you can correct it later through Edit request, as long as that step hasn’t been approved or rejected yet. See Managing workation requests.
Step 4: Review and submit
Review the details of your workation request in the summary and check the required boxes. Once everything is accurate, click "Submit" to finalize your request.
You can view all your workation requests and related documents under My requests on the Workation tab.
This section also provides an overview of the risk assessment and approval status for each trip.
Step 5: Post-submission
After submitting your request, WorkFlex will immediately start analyzing compliance risks. A risk assessment will be uploaded, and necessary compliance measures will be implemented.
By selecting a specific request, you can access all trip-related information, including:
Compliance summary with the risk assessment (Screenshot A)
Approval statuses (Screenshot B)
Your workation balance (Screenshot C)
Request-related documents (Screenshot D)
Screenshot A: Compliance summary
Screenshot B: Approval statuses
ⓘ Note: If your request is pending approval or rejection for an extended period, please contact your HR admins.
Screenshot C: Your workation balance
Screenshot D: Request-related documents
ⓘ Tip: Ensure you have offline access to your trip-related documents by downloading them before your trip using the download function "Download all".
The workation request at a glance
The following animation shows each step of a workation request, from My requests to the summary:
