In this article, we’ll walk you through how to manage your employees' workation trip requests in WorkFlex, including how to reschedule, reduce working days, edit, cancel, or re-submit requests.
Managing pending trip requests
Employees can independently edit, reschedule, re-submit, or cancel their trip while it's in a pending state.
As an HR admin, you can perform the same actions on their behalf by following the employee guide (link to relevant Helpcenter article).
Managing approved trip requests
Once a trip is fully approved, the following actions are available only for HR admins:
1. Reschedule the trip
To move the start or end date of a trip:
Go to the trip’s details page.
Click the Actions menu (three dots in the top right).
Select Reschedule or reduce number of working days.
Pick the new trip dates (start date must be today or in the future).
You'll see a comparison view of old vs. new dates.
Click Update Request to confirm.
Note: Already-started trips can’t be rescheduled. Please contact our support team if you need help in those cases.
A reschedule will cancel the current trip and create a new trip request with a new request ID. The approval status will remain, and new credits will be charged. A note referencing the original trip will be shown.
2. Reduce the number of working days
If the employee is returning early or not working as many days:
Open the trip’s details page.
Click the Actions menu.
Select Reschedule or reduce number of working days.
Enter a reduced number of working days (must be less than originally approved).
Click Update Request.
No additional charges will apply for reducing working days.
Pro Tip: Use this when an employee finishes a workation early, no need to reschedule the whole trip.
3. Edit the request
If other trip details need adjusting:
Go to the trip’s details page.
Click Actions, then Edit request.
Make any necessary changes and follow the follow until the end.
Click Submit.
This will cancel the current trip and create a new request with a new request ID. The approval status will remain the same, but new credits will be charged. A reference to the original request will be included.
4. Cancel the request
To cancel an approved trip:
Go to the trip details page.
Click the Actions menu.
Select Cancel request.
Confirm the cancellation.
Please note: Cancellation for an approved trip does not refund credits, as WorkFlex has already issued necessary compliance documents.
5. Re-submit trip
For employees who regularly work from the same location:
Go to the previous trip in the WorkFlex platform.
Open the Actions menu and select Re-submit.
You’ll be taken to a new Trip Submission Page.
Dates will be blank, but all other fields will be pre-filled for easy reuse.
You can modify details before submitting.
The new request will be created independently from the original one. If both trips are approved, both will be charged.