Business trip requests do not come with an approval flow by default. If you wish to implement a customized approval flow for business trips, you must request it from your Customer Success Manager (CSM). Once requested, our Engineering team can work with you to set up the approval flow according to your specific requirements.
Just like our Workation approval flows, which allow managers and HR admins to approve requests, we can apply the same process to business travel. This helps streamline the approval process, ensuring that each trip meets company policies and compliance requirements.
Customizing business trip approval flows
As an HR admin, you have the option to request tailored approval flows for business trips via your WorkFlex Customer Success Manager. Our Engineering team will then implement the flow, offering flexibility to suit the unique needs of your organization.
Here are some ideas on how business trip approval flows can be customized:
Require specific approvals: Business trips can be configured to require approval from certain individuals, such as managers or HR admins, before they are confirmed.
Customize triggers: Approval flows can be triggered by specific conditions, such as:
Compliance status
Length of stay
Visa requirements
PWD requirements
Destination country
Example approval flows
Here are some example business trip approval flows that you can implement:
Visa requirement:
If a trip requires a visa, HR admins will be notified to approve or reject the request.Trips to the USA:
For all business trips to the USA, the approval flow can be customized to first notify IT for approval, then notify HR admins for final approval.PWD requirement:
If the trip requires a PWD notification, the system will first notify the manager for review. Once approved by the manager, HR admins will be notified to finalize the approval process.
Viewing the approval flow from different perspectives
Once your business trip approval flow has been set up, here’s how the process will look from various perspectives:
Approval email
Once a business trip is submitted for approval, the relevant approvers (e.g., managers, HR admins) will receive an email notification to take action. The email will include:
Trip details: A summary of the trip request and a button to review the request:
Approval action: After clicking on the Review request button, you will be navigated to approve or reject the request, along with a comment field to streamline the communication process:
Employee's perspective
When submitting a business trip request, employees will be prompted to fill in the necessary trip details. The approval flow will be activated once the request is submitted. Employees will see the following:
Trip status: The employee will be able to track the status of their request (e.g., Pending , completed, or Rejected).
Approval updates: The employee will receive email notifications if specific individuals (e.g., manager, HR admin) have approved the trip.
HR admin's perspective
HR admins will receive approval emails similar to managers if it is set up in the approval workflow.
HR admin perspective on the platform:
Requesting a customized approval flow
To initiate the process of customizing your business trip approval flow, contact your Customer Success Manager (CSM). Your CSM will guide you through the steps of defining your requirements and will coordinate with our Engineering team to implement the flow.
Implementing a business trip approval flow helps ensure that your organization maintains control over travel management while ensuring compliance with internal policies and legal requirements.