WorkFlex SOS

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.

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.

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:

If you need to remove the SOS admin role from a profile, simply repeat the process and select Remove SOS Admin Role.

Note: If your company uses virtual entity mode to manage trips, these rules will also apply for SOS admins.
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SOS Admins can only view employees, trips, and alerts within their assigned entity (e.g., Spain or UK). Cross-entity access is restricted.

Users with combined roles (e.g., Global HR + SOS Admin) can view all entities.

This ensures strong data isolation at business unit level.
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Access control currently applies to the SOS Dashboard and SOS Center and will also apply to future SOS admin emails. Learn more about virtual tenants here.

The insurance hotline number, insurer name and policy number can be shared with your dedicated Customer Success Manager. However, self-onboarding for the group or for each company entity might make more sense.

It is advised to go under Company Settings > Entity Management > update insurance conditions and fill out the insurance details and the dedicated insurance hotline number (if you use WorkFlex travel insurance, fill these out or ask the team for help), then upload the relevant insurance policy in the field provided — this allows the WorkFlex SOS team to assist you best.
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Each entity can now have its own insurance provider contact — provider name and hotline. HR admins can update these details themselves from the entity management page.

By default, where no entity-level details are entered, the tenant details apply.

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.

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:

The SOS admin can click on the number shown in each country to see a list of employees currently in that location.

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.

Note: Employee trip alerts are generated 2 days before departure, to avoid early or spam-like notifications.

You can adjust the alert frequency sent to employees and admins by updating:

Precise location — determining from which threat level onwards alerts should be sent in the nearby area or at city level.

Nationwide threats — determining from which threat level onwards alerts should be sent for nationwide area exposure.
1. Choose "Company Settings"
2. Click on "SOS Notifications"
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Domestic alerts can be sent to the employee and admin depending on their registered office / entity location. These are enabled by the Customer Success Manager, if not activated by default during onboarding.

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.

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.

Employees can reach out to the hotline for immediate assistance, ensuring they have the support they need, no matter where they are.

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.

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