This guide will walk you through the process of setting up your company policy for workations in WorkFlex. You can set up the following:
Work-from-anywhere working days: Define the number of working days (not calendar days) allowed for employees. The balance of work-from-anywhere days is visible for each employee with every trip request and in the profile of the employee.
Trip submission deadline: Specify the number of calendar days required before the trip for submission, allowing enough time for approval and preparation.
List of allowed countries: Control which countries employees can select for trip requests.
Enabling/disabling domestic workations: control if you want to track employees movement within the payroll country through WorkFlex.
How to set up the company policy for workations
Navigate to the company policy settings
Go to Company Settings > Workation policy to access the relevant settings.
Edit Work-from-anywhere days and trip submission deadline
Click on Edit next to the fields you wish to change.
In the window that appears, first enter the number of working days allowed for work-from-anywhere and second the calendar days for the trip submission deadline.
Note: The first field represents working days, while the second field is for calendar days. The trip submission deadline cannot be set to 0 days.
Click Save to apply your changes.
Customize workation balances for part-time employees
If you have part-time employees who should receive a different workation balance than full-time employees, you can customize this in your settings by following the steps below:
Click the Edit button next to Work from abroad guidelines.
Enable the toggle next to Set up workation balance for part-time employees.
Once enabled, you will see a list of part-time schedules:
4 days per week
3 days per week
2 days per week
1 day per week
By default, WorkFlex automatically calculates the part-time workation balance based on the full-time balance and the number of days worked per week.
Example:
Full-time (5 days/week) → 20 workation days per year
Part-time (4 days/week) → (4/5) × 20 = 16 workation days per year
The workation balance for part-time employees is automatically derived from the full-time balance defined above. However, you can manually adjust each balance if needed.
To do this, click the edit pen next to any part-time schedule and enter the number of workation days that specific plan should receive.
Click the save button to save the changes you made.
Once the part-time setting has been activated, a new profile field will appear in each employee’s profile, allowing them to select their Work Schedule. Based on this selection, the number of workation days per year will be automatically allocated to them.
Set up the list of allowed countries
Under the country settings, choose from three options:
Entire World
EU Countries
EU Countries and Origin Country
Click on Select to apply your choice.
Customizing the list of allowed countries
After selecting one of the country options, click Customize countries to further adjust the list.
Some countries are excluded by default due to risk factors, sanctions, or safety concerns. These countries are highlighted in red and are regularly updated.
To include any excluded country, check the box next to it.
You can also move countries to the Included or Excluded list manually, by drag and drop.
Once you’ve customized the list to your requirements, click Save to finalize the settings.
Enabling/disabling domestic workations:
Scroll down and enable or disable the Payroll country toggle.
When disabled: If this feature is disabled, employees will not see their payroll country as an available destination when selecting a trip location.
When enabled: If the feature is enabled, employees will be able to choose their payroll country as a destination for workation requests. The system will display a reminder indicating that selecting the payroll country will count as a domestic workation.
