Employer Duty of Care is a crucial concept that underpins the responsibility employers have towards protecting their employees from harm while performing work-related tasks. This duty applies to all work-related situations, regardless of whether the employee is in the office, working remotely, or traveling for business. As part of our commitment to providing an all-in-one compliance platform, WorkFlex SOS is designed to help employers meet their duty of care obligations, while also ensuring compliance with industry standards like ISO 31030.
What is WorkFlex SOS?
WorkFlex SOS is a comprehensive solution that integrates with our platform to help employers manage employee safety and compliance during business travel and workations. This tool is part of WorkFlex’s broader aim to streamline compliance and ensure that businesses adhere to their legal obligations for employee protection.
By activating the WorkFlex SOS solution, companies can stay compliant with duty of care requirements and meet ISO 31030 standards for managing health, safety, and security for employees traveling or working abroad.
Contact your WorkFlex Customer Success Manager to activate the solution for your company
Setting up the SOS admin role
Once the SOS solution has been activated for your company, HR admins can assign the SOS admin role to any employee profile. This role is an additional permission level that allows certain users to have an overview of employee safety during business trips, and does not override their current role.
To assign the SOS admin role, follow these simple steps:
Navigate to Employee Management.
Click on the three dots next to the employee’s profile name.
Select Assign SOS Admin Role.
Confirm your choice.
If you need to remove the SOS admin role from a profile, simply repeat the process and select Remove SOS Admin Role.
Adding phone number
Upon activating the SOS solution, a new field will appear in all your employees' profiles where they can add their phone numbers. The format should be: + [Country Code] [Number].
This field is optional, but if filled, the employee will receive SMS alerts in addition to email notifications in case of an emergency or high-threat situation. The phone number can be added by the employees themselves or by an HR admin or assistant on their behalf.
Learn how to update profile information here.
Using the SOS tracking & alerts
Once activated, the SOS admin will have access to the Tracking & alerts dashboard, a feature in the main menu. A map that provides a real-time overview of where employees are located globally.
The map color codes countries based on the threat of alerts:
Green: Low threat country
Orange: Medium threat country
Red: High threat country
The SOS admin can click on the number shown in each country to see a list of employees currently in that location.
High threat alerts
Beneath the map, recent high threat alerts will be displayed. To get further details, click on See affected employees to view which employees are impacted by the alert.
These employees will have already received an email notification, and if they’ve provided their phone numbers, they’ll also receive SMS alerts.
Personalized Health & Security Briefing
Before the start of the trip, each traveler will receive a personalized health & security briefing tailored to their specific trip and circumstances. This briefing will include important details about the destination, potential risks, and recommended precautions, ensuring that employees are fully informed and prepared for their travels.
WorkFlex SOS Hotline
In addition to the alerts, WorkFlex has launched a 24/7 hotline that employees can contact in case of any medical, security, or other emergencies.
📞The hotline number is: +49 303 08 09 21 9
Employees can reach out to the hotline for immediate assistance, ensuring they have the support they need, no matter where they are.
Contact your WorkFlex Customer Success Manager
For more information about WorkFlex SOS and to discuss pricing, please reach out to your WorkFlex Customer Success Manager. They’ll be happy to guide you through the setup process and answer any questions about how WorkFlex SOS can benefit your company.
WorkFlex SOS is an essential part of our commitment to providing comprehensive compliance solutions, ensuring the safety and security of your employees while they are abroad, and helping you meet your legal obligations with ease.