Keeping your profile data up to date is essential for smooth communication and accurate document processing within WorkFlex. This guide will help you navigate your profile settings and make necessary adjustments to your information.
In general, it is necessary that all employees who will be traveling cross-border have a WorkFlex profile. If there is an integration with a Human Resources Information System (HRIS) such as Personio, Workday, SAP Success Factors or similar, the profile has already been created and a large part of the data has been transferred. When the first application is submitted or the next trip is booked via the travel management system (TMS), further profile data may be requested.
Accessing your profile information
To access your profile info, sign in to your account on WorkFlex. Once logged in, click on your profile name located in the bottom left corner, and then choose profile. This action will open a page where you can find all your profile information.
Profile sections overview
Your profile page is divided into five main sections:
1. Personal details
In this section, you can edit vital information such as your name, nationality, gender, and birthdate.
2. Residential address
This section allows you to update your residential address.
If your nationality is non-EU, but you reside within the EU, you must also select your Basis for eligibility to work from the dropdown menu that differs from one EU country to another.
3. Official info
Here, you can enter important official details, including your payroll country and social security number. Accurate information in this section is crucial for compliance.
4. Job info
In the Job Info section, you can adjust details regarding your employment, such as your job title, joining date, department, Manager's Email address, and employment entity. Keeping this information current helps maintain proper records.
Here, you can choose your Employment Entity from the available options. If the option is set to free text, you can enter your entity name manually, this is usually predefined by your HR Admin.
5. Approved working days from abroad
In this final section, you can view your used balance of approved working days from abroad for the previous, current, and next year. This information is essential for planning your time away from the office.
Conclusion
Keeping your profile data updated in WorkFlex is important for ensuring accurate records and smooth operations. Regularly review each section to confirm that all information is current and correct. If you have any questions or need further assistance, feel free to reach out to your HR department.
If the data is transferred via an HRIS integration such as Personio, Workday, SAP Success Factors, HiBob or similar, please make sure that you only update your data in your HRIS. The integration automatically transfers the changes to the WorkFlex platform every three hours.
If you have any questions, please always contact your HR admins first.