The Email Customization feature allows HR admins to tailor the emails sent through WorkFlex. You can customize existing system emails or create completely new emails from scratch. Depending on the email, you can define the subject, content, and recipients to match your company’s communication needs.
This guide explains how to customize existing emails, create new emails, manage recipients, and configure other available email settings in WorkFlex.
This guide will walk you through how to enable and use this feature in WorkFlex.
1. Accessing the Email Customization page
Navigate to your Company Settings.
You will see a new section titled Customize Emails. Click on it to open the email customization page.
2. Emails by type
The email customization page is divided into sections for different types of emails:
Workation Emails
Business Trip Emails
Both
Under each section you will find the Email type field, where you can choose from the dropdown menu, the email that you want to adjust:
3. Creating a custom email from scratch
In addition to customizing existing WorkFlex system emails, HR admins can create completely new emails from scratch for business travel.
Use this option when you want to create an email that is not based on an existing system email.
When creating a custom email, you can define:
Subject — enter the subject line that recipients will see.
Email content — create and format the message according to your needs.
Recipients — define who should receive the email.
After configuring the email, save your changes.
Go to the workflow builder to set when the email should be triggered.
Important:
Custom emails are separate from the existing WorkFlex system email templates.
Review the subject, content, and recipients before saving the email.
4. Customizing Email content
Once you’ve chosen an email to edit, you can adjust the following:
Subject Line: Edit the subject line to match your preferred phrasing.
Email Content: Change the text of the email, adjust the tone, rephrase sentences, and modify other content to suit your company’s needs.
You can also format the content using the table of items at the top of the editor.
Which includes the following tools:
Undo: Revert changes.
Redo: Reapply changes that were undone.
Font: Choose the font style for the email.
Font size: Adjust the size of the text.
Bold, Italic, Underline, Strikethrough: Apply text formatting.
Insert link: Add clickable hyperlinks.
Insert merge tag: Insert dynamic data fields like user name, dates, etc.
Text alignment: Align text to the left, right, or center.
Line height: Adjust the spacing between lines of text.
Numbered list: Create an ordered list.
Bullet list: Create an unordered list.
Increase/Decrease indent: Adjust the indentation of text.
Emojis: Insert emojis into your emails.
Special characters: Insert symbols and special characters.
Clear formatting: Remove any custom formatting and reset the text.
5. Adding your brand logo and previewing it
To add your company's logo:
click on the "insert image" icon
then select Upload and browse for the image you wish to use from your saved files. Once uploaded, click Save.
You can resize the image by dragging the corners of the logo. Additional options like rotate, flip, or crop are available from the tools that appear when the logo is selected.
After adding the logo, click the eye icon to preview how your email will look. Once you're satisfied, click Save Changes.
6. Saving your changes
Once you’ve made the necessary adjustments, click Save Changes at the bottom-right of the page.
The customized email template will now be used for all cases where the email’s trigger condition is met (e.g., a business trip notification or workation alert).
7. Language-Specific changes
After saving your changes, you may notice an attention mark on the button for the German language. This is to visually indicate that you’ve made changes to the English language template, but not yet to the German one.
You can switch to the German language by clicking the button and then make any necessary changes to the German version of the email.
Note: The same visual cue will appear if you make changes to the German template—marking the English version with the attention mark, prompting you to make any necessary edits in that language as well.
8. Customizable email recipients
In the Customize Emails settings, HR admins can now switch to the recipients tab to customize the email audience.
Define which user groups receive each email type (employees, managers, HR admins, global HR, and assistants)
Add custom individual email addresses per email type
Opt out of specific notifications themselves without impacting others in the same role
Choosing which employee types receive document-ready emails
For the A1/CoC certificate for the trip is issued, PWD certificate for the trip is issued and social security statement for the trip is issued emails, an Employee type section appears once Employees is selected as a recipient. It controls which employees actually receive the email:
Employees with platform access — employees who can log in to WorkFlex and manage their own trips.
Employees without platform access (managed) — employees whose travel is managed on their behalf and who do not have a WorkFlex login.
The default selection differs per email:
A1/CoC certificate and PWD certificate emails: both employee types are selected.
Social security statement email: only Employees without platform access (managed) is selected. You can enable Employees with platform access manually.
Note: If you deselect both employee types, a warning appears confirming that no employees will receive this email.
Do not forget to click the save button after customizing the recipients.
These settings apply to all email types across Business Travel and Workation. The Employee type setting is available only for the three document-ready emails listed above.
9. Document expiry notifications
By default, WorkFlex sends reminder emails to employees and HR administrators when a document in the Document Center (such as a Multi-State A1 certificate, visa, or any other document with an expiry date) is approaching its expiration date or has already expired.
Customizing recipients
You can customize who receives these notifications. For example, you can opt yourself out of receiving these emails, send them to specific users, or configure them based on user roles (e.g. HR Administrator, Manager, Assistant, etc.).
Configurable reminder schedule
You can also customize when the expiry reminders are sent, individually per document type.
Go to Company Settings → Customize Emails and stay on the General tab.
In the Email type dropdown, select Document expiring soon reminder.
A blue banner shows the schedule that is currently in use, for example: Visa 14 and 1 days before · Passport/ID 30 days before · Employment contract 30 days before · A1 certificate 1 days before · E AIA/G35 7 days before, plus always on the expiry day. Click Edit schedule in that banner.
The Schedule tab opens, next to Email template and Recipients. Here you can configure each document type — Visa, Passport/ID, Employment contract, A1 certificate and E AIA/G35:
Use the toggle to turn a document type off if you want to skip its early reminders.
Enter how many days before the expiry date the reminder should be sent.
Click + to add another reminder for the same document type (for example, a visa reminder 14 days and 1 day before expiry), and × to remove one.
Click Save changes to apply your schedule, or Discard to undo your edits.
Note: The reminder sent on the expiry day itself is always sent for every document type, regardless of your schedule settings. The content of the email is edited separately, in the Email template tab.
Conclusion
With Email Customization, HR admins can manage how WorkFlex email communications are sent to their organization. You can customize existing system emails, create new emails from scratch, define recipients, adjust language-specific templates, and configure document expiry notifications.
This gives you greater control over the subject, content, and audience of emails sent through WorkFlex.