The Document Center in WorkFlex is your secure, centralized hub for storing both personal and work-related documents. Whether it's your passport, visa, A1 certificate, residence permit or employment contract, simply upload it once and access it whenever needed.
Once a document is uploaded, it will be securely saved, and we will not ask you to upload it again if it's already stored in the Document Center.
How to access the Document Center
There are two ways to open it:
Click your name in the bottom-left corner, select Profile, and open the Document center tab at the top of the Profile page.
Or click your name in the bottom-left corner and select Document center directly from the menu that appears.
Uploading documents
Click Upload documents in the top-right corner of the Document center and choose the type of document you want to add. Each type opens its own form and only asks for the details that are relevant to that document.
Wherever a Validity field appears, it holds a date range: open the calendar and select the start and the end date in one go — there is no need to close and reopen the calendar in between.
Supported file formats are PDF, JPG, JPEG and PNG. The PoA form is accepted as PDF only.
A1 certificate
Click Upload documents.
Select A1 certificate from the menu.
Select the country the certificate covers. You can select several countries for a multi-state A1 certificate.
Set the Validity by selecting the start and end date of the certificate in the calendar.
Upload the certificate.
Click Upload.
Passport/ID
Click Upload documents.
Select Passport/ID from the menu.
Set the Validity by selecting the first and last day the document is valid in the calendar.
Enter the Passport ID.
Upload a copy of your passport. If you don't have a passport, you can upload a copy of your national ID instead.
Click Upload.
Personal photo
Click Upload documents.
Select Personal photo from the menu.
Upload a personal photo of yourself. No dates are needed for this document type.
Click Upload.
Visa
Click Upload documents.
Select Visa from the menu.
Choose the country and the visa type.
Set the Validity by selecting the start and end date of the visa in the calendar.
Upload a copy of your visa.
Click Upload.
Note: Repeat this process for each visa you hold for different countries.
You can also upload your visa directly through the trip actions, and it will automatically be saved in your document center. Learn more here.
Employment contract
Click Upload documents.
Select Employment contract from the menu.
Choose the Type of employment contract:
Definite — set the validity by selecting the start and end date of the contract in the calendar.
Indefinite — only the start date is required. The contract is then listed with No expiry.
Upload your contract.
Click Upload.
Cantonal Exemption Letter
Your proof of exemption issued by the relevant cantonal institution in Switzerland.
Click Upload documents.
Select Cantonal Exemption Letter from the menu.
Upload the exemption letter. No dates are needed for this document type.
Click Upload.
E AIA/G35
The German occupational health examination (Eignung Arbeitsaufenthalt im Ausland) — a medical check and travel-health consultation carried out before assignments to tropical, subtropical or extreme-climate regions, or to areas with a high infection risk.
Click Upload documents.
Select E AIA/G35 from the menu.
Set the Validity by selecting the start and end date of the certificate in the calendar.
Upload the certificate.
Click Upload.
Health insurance card
Click Upload documents.
Select Health insurance card from the menu.
Upload a copy of your health insurance card. No dates are needed for this document type.
Click Upload.
PoA document
A power of attorney that WorkFlex uses to handle A1 and social security matters with the Swedish or Norwegian authorities (Försäkringskassan).
Click Upload documents.
Select PoA document from the menu.
Download the PoA form, complete it and sign it.
Select the country the power of attorney is for — Sweden or Norway.
Upload the signed form as a PDF.
Click Upload.
Residence permit
Click Upload documents.
Select Residence permit from the menu.
Type the Residence permit type, for example EU blue card.
Upload the permit. Please include both the front and the back of the permit.
Click Upload.
Document status & editing
Your uploaded documents are listed in a table showing the Type, Countries, Validity, Status and the file itself.
Each document is labeled Valid or Invalid based on the dates you entered. Once a visa reaches its expiration date, for example, it is automatically marked Invalid and the Validity column shows when it expired.
Documents that do not expire — such as an indefinite employment contract — are shown as No expiry, and document types without a validity date show a dash.
Use the Type and Status filters above the table to narrow down the list.
Click the pencil icon to update or correct a document. The same form opens again, this time with Save and Delete buttons.
Click the file name in the Document column or the download icon next to it to view or download the file.
Click the bin icon to remove a document.
Access rules
Employees: Can view and manage all their own documents.
HR / Assistants:
Can only upload A1 certificates, visas, and employment contracts for their active employees.
Can upload all kind of documents for employees with managed profiles.
This structure ensures the privacy of personal data while supporting efficient compliance workflows.
How your documents are secured
All documents uploaded to the Document Center are end-to-end encrypted to ensure that only you and authorized individuals can access them.
The documents are stored on secure servers located within the European Union, compliant with GDPR and applicable data protection regulations.
Our storage architecture enforces tenant-level data isolation, meaning your documents are never stored alongside data from other clients.