WorkFlex provides a range of automated email notifications to guide employees, managers, and HR teams throughout the process of trip requests, approvals, and compliance. This article breaks down each email sent, categorized by the specific triggers and scenarios.
1. Invitation emails
These emails are sent to employees when they are invited to join WorkFlex platform to submit a trip request.
Trigger:
Workation: Employee invited for a workation.
Business travel: Employee invited for business travel.
Workation and business travel: Employee invited for both workation and business travel.
Business travel by assistants: Invitation sent to employee by assistants or HR for business travel.
Email subjects:
"Your invite to WorkFlex - login to submit your next trip"
Recipients:
Employee email
Email content:
For workation
Hi [Employee Name],
Welcome to WorkFlex!
Your company has invited you to join a travel compliance platform that offers ultimate workplace flexibility. With WorkFlex, you can travel for work stress-free knowing that your trips are compliant, which enables you to focus on your work responsibilities and enjoy the trip.
Username: [Employee Email]
Create your account
Please accept this invitation within the next 7 days; otherwise, you will need to ask your HR Administrator to re-invite you.
For any questions, please visit our help centre or reach out through our support feature in the bottom-right corner of the platform.
Best regards,
Your WorkFlex team
For business travel
Hi [Employee Name],
Welcome to WorkFlex!
Your company has invited you to join our travel compliance platform, created to make business travel smoother and more compliant. With WorkFlex, you can travel for work with peace of mind, knowing that all necessary steps for travel compliance are taken care of.
Username: [Employee Email]
Create your account
Please accept this invitation within the next 7 days; otherwise, you will need to ask your HR Administrator to re-invite you.
For any questions, please visit our help centre or reach out through our support feature in the bottom-right corner of the platform.
Best regards,
Your WorkFlex team
For workation and business travel
Hi [Employee Name],
Welcome to WorkFlex!
Your company has invited you to join our travel compliance platform, designed to make both business travel and workation experiences smoother and compliant. With WorkFlex, you can travel for work while ensuring that all necessary compliance requirements are considered, whether you’re on a business trip or enjoying a workation.
Username: [Employee Email]
Create your account
Please accept this invitation within the next 7 days; otherwise, you will need to ask your HR Administrator to re-invite you.
For any questions, please visit our help centre or reach out through our support feature in the bottom-right corner of the platform.
Best regards,
Your WorkFlex team
For business travel (assistant invitation)
Hi [Employee Name],
Welcome to WorkFlex!
Your company has invited you to join our travel compliance platform, created to make business travel smoother and more compliant. With WorkFlex, you can manage your work-related travel while ensuring that all necessary compliance requirements are addressed.
Username: [Employee Email]
Create your account
Please accept this invitation within the next 7 days; otherwise, you will need to ask your HR Administrator to re-invite you.
For any questions, please visit our help centre or reach out through our support feature in the bottom-right corner of the platform.
Best regards,
Your WorkFlex team
2. Trip request & approval emails
These emails guide employees, managers, and HR through the approval process of a trip request.
Trigger:
Emails are triggered based on specific milestones in the trip approval process, including submission, manager approval, HR approval, and rejections.
Email content:
Upon request creation (employee)
Subject: Your trip request has been submitted
Hi {Employee Name},
Lay back and relax – you don't need to do anything right now!
We will take care of the next steps:
Your request is sent to your manager for approval
WorkFlex team does a compliance check for the trip
Your request and compliance assessment are sent to HR for approval
We will notify you when the status changes.
For any questions, please visit our help centre or reach out through our support feature in the bottom-right corner of the platform.
Best regards,
Your WorkFlex team
Upon request creation (manager)
Subject: Decision required: New WorkFlex trip request from your employee
Hi WorkFlex's manager,
Your team member has submitted a request for a trip to work from abroad! What a great opportunity to let your employee enjoy the benefits of flexible working.
Trip details:
Name: {Employee Name}
Destination country: France
Start date: 25/09/2024
End date: 26/09/2024
Working days: 2 days
Please approve or decline the trip request.
If approved, WorkFlex will continue the process.
Best regards,
Your WorkFlex team
Manager approval (employee)
Subject: WorkFlex trip approved by the manager! Risk evaluation is now in progress
Hi {Employee Name},
Congratulations, your manager has approved your request!
Trip details:
Name: {Employee Name}
Destination: France
Start date: 25/09/2024
End date: 26/09/2024
Working days: 2 days
Contact your manager to hear more details regarding the decision!
Best regards,
Your WorkFlex team
Manager rejection (employee)
Subject: WorkFlex trip declined by the manager
Hi {Employee Name},
Unfortunately, this trip request was declined by your manager.
Trip details:
Request ID: W-9GA7HF
Name: {Employee Name}
Destination: France
Start date: 26/09/2024
End date: 28/09/2024
Best regards,
Your WorkFlex team
Risk assessment (HR email)
Subject: Decision required: WorkFlex trip risk assessment
Hi HR name
Our compliance team has assessed the risk for this trip, here is your summary:
Name: {Employee Name}
Destination: France
Risk assessment: No risk
Please review the trip request and risk assessment for approval or rejection.
Best regards,
Your WorkFlex team
Insurance certificate (employee email)
Subject: Your insurance certificate for the upcoming trip is here
Hi {Employee Name},
We are happy to inform you that you are now insured for the duration of your trip.
Trip details:
Destination: France
Start date: 25/09/2024
End date: 26/09/2024
Please find attached your insurance certificate. For any questions regarding insurance, contact us via the platform.
Best regards,
Your WorkFlex team
HR approval (employee email)
Subject: Good news! The trip request is approved
Hi {Employee Name},
Congratulations! Your trip request has been approved by HR!
Trip details:
Destination: France
Start date: 27/09/2024
End date: 30/09/2024
Review all required documents and start preparing for your trip.
Best regards,
Your WorkFlex team
3. Permissions request email (for assistants)
This email is sent to employees when a travel Assistant requests access to manage their WorkFlex profile.
Trigger:
Assistant requests permission to access the employee’s WorkFlex profile.
Subject:
"[Action required] Travel Assistant seeking profile permissions"
Email content:
Dear [Employee Name],
Assistant name is requesting permission to allow access to your WorkFlex profile to manage your Business Travel and Compliance Assessments.
Please continue by selecting the "Confirm permissions" button below to confirm your permission.
Best regards,
Your WorkFlex team
4. Request reminder emails
For details on the reminder emails, please refer to the Reminder Emails article.