How assignment phases work in WorkFlex
WorkFlex supports international assignments end-to-end - from the first draft through exploration, preparation, active assignment, repatriation, until the last to-do has been finalised.
Each assignment automatically progresses through a set of phases. A phase reflects the current state of the assignment and determines:
which workflows are active,
which tasks and documents are available,
and what actions can be taken in the platform.
Assignments remain visible and actionable in WorkFlex even after the assignment ended. You can also filter by phases.
Assignment Phase Overview
WorkFlex assignments progress through the following phases:
Draft
Exploration
Pending Confirmation
Pre-departure
On assignment
Start repatriation
Offboarding from host
Post assignment
Assignment phases explained
Draft
= An assignment request is created but not yet submitted.
Purpose
Allow HR teams to create an assignment request without having to complete all details at once.
In this phase
The assignment is saved as a draft and can be accessed & edited at any time via "Update Request" button
No workflows, tasks, documents, or services are triggered.
The assignment is not visible to expatriates.
Available actions
Enter and review assignment information gradually.
Save progress and clarify missing data before submission.
Edit the assignment later, even after submission (see Edit assignment article).
Important to know
Nothing happens in WorkFlex until the assignment request is submitted.
Exploration
Purpose
The Exploration phase is designed for internal decision-making. Information generated in this phase can be reviewed before anything is shared with the assignee or external stakeholders.
Trigger
The assignment request is submitted.
The assignment remains in this phase until assignment is confirmed via "Confirm assignment" button in the platform.
If the assignment start date passes without confirmation, status changes to Pending Confirmation.
In this phase
The assignment is used for internal evaluation and planning.
HR can explore assignment scenarios without involving the assignee.
Available actions
Request:
Assignment Cost Analysis (ACA)
Cost Projection
Balance Sheet
To-do list
Use Exploration mode to compare options and assess feasibility.
Review uploaded documents provided by WorkFlex.
Edit request by using "Update request" button.
Pending Confirmation
= The assignment start date has passed, but the assignment has not yet been confirmed.
Purpose
Prompt HR to confirm assignments that have not been confirmed, but the start date has passed.
Important to know
Without confirmation, WorkFlex will not initiate any compliance-related documents such as A1/PWD/Assignment letter/etc. - thus the trip may be incompliant.
In this phase
WorkFlex assumes the assignment is still under discussion or may not take place.
No documents (e.g. A1, assignment letter) are processed.
No additional services can be triggered.
A reminder to confirm the assignment is shown in the platform.
Available actions
Confirm the assignment (see Confirmation of an assignment article).
Review assignment details before confirmation.
Pre-departure
Purpose
The Pre-departure phase ensures that all administrative and compliance-related requirements are completed before the assignee starts.
Trigger
The assignment is confirmed by HR.
This phase covers the period between confirmation and the assignment start date.
In this phase
WorkFlex initiates all pre-departure workflows, such as
Required trip-handling and compliance documents (e.g. A1, Certificate of Coverage) are requested and processed.
Additional services (e.g. work permit processes, destination services) can be started.
All next steps are centrally coordinated via WorkFlex via the Assignment Chat & Task tracker (if activated)
Available actions
View and manage pre-departure to-do tasks.
Track document preparation and approvals.
Coordinate with WorkFlex operations and external partners.
Monitor progress to ensure readiness before the start date.
After confirmation, the assignee also gets access to their assignment.
On Assignment
Purpose
Clearly identify assignees who are currently on assignment and enable ongoing support throughout the assignment period.
Trigger
The assignment status changes to On Assignment when:
the assignment start date has passed, and
the assignment has been confirmed.
If the start date passes without confirmation, the assignment moves to Pending Confirmation. Once confirmed, the status immediately changes to On Assignment.
In this phase
The assignment is considered active in WorkFlex.
Ongoing support and compliance monitoring are available via chat.
The assignee can access self-service tools and support features.
Available actions
Use self-service tools for the assignee and the 24/7 hotline (if enabled).
Receive and manage compliance updates (e.g., visa changes).
Use SOS support (if selected).
Request document extensions or additional balance sheets.
Filtering assignments
The On Assignment phase runs from the assignment start until repatriation and offboarding activities begin, but filtering allows you to clearly distinguish between active assignment stages.
When filtering by On Assignment, only assignments that have not yet entered:
Start Repatriation, or
Offboarding from Host
are shown.
To see all assignees who are still in the host country, select the following filter values:
On Assignment
Start Repatriation
Offboarding from Host
Start Repatriation
Purpose
Support timely repatriation planning and ensure that end-of-assignment tasks are not overlooked.
Trigger
WorkFlex automatically shows a repatriation reminder based on the assignment duration:
Assignments shorter than 6 months: reminder 1 month before the end date
Assignments longer than 6 months: reminder 3 months before the end date
The reminder is shown in product only as a banner in the assignment request list. No email notification is sent.
In this phase
WorkFlex prompts HR to confirm the assignment end or update the end date.
Repatriation-related tasks become visible in the task tracker.
The assignment prepares for transition into offboarding activities.
Available actions
Confirm the assignment end date or adjust it if needed.
Review and manage repatriation tasks in the task tracker.
Answer additional questions to ensure all repatriation steps are covered.
Start repatriation planning early to avoid last-minute issues.
Important to know
Starting repatriation early helps ensure a smooth transition and reduces the risk of missing compliance or administrative tasks.
For more details, see Repatriation article.
Offboarding from Host
Purpose
Manage host-country exit activities and prepare the assignee’s return before the assignment officially ends.
Trigger
HR confirms End Assignment.
This phase remains active until the assignment end date has passed.
In this phase
The assignment is in its final stage abroad.
Host-country exit steps are initiated.
Final payroll adjustments are prepared.
Tax briefings and pre-return or in-transit activities are started.
Available actions
Track and complete host-country offboarding tasks.
Coordinate final administrative and compliance steps abroad.
Monitor progress until the assignment end date.
Important to know
Offboarding from Host focuses on closing all host-country obligations before the assignment formally ends.
Post-Assignment
Purpose
Ensure all remaining administrative, payroll, and compliance tasks are completed after the assignment has ended.
Trigger
Once the assignment end date has passed, the status automatically changes to Post-Assignment.
In this phase
The assignee has returned or completed the assignment abroad.
Tasks are not automatically closed when the assignment ends.
WorkFlex continues to support all remaining post-assignment activities.
Available actions
Track and complete reintegration tasks.
Restart home-country payroll processes.
Manage trailing tax returns and reimbursements.
Close all remaining administrative actions.
Important to know
WorkFlex remains active until all post-assignment tasks are completed. An assignment is only considered fully closed once every outstanding task has been finished.
End-to-end assignment support
WorkFlex supports assignments throughout the entire lifecycle - from initial creation to final task completion.
Even after the assignment ends, WorkFlex remains active until all administrative and compliance tasks are closed, ensuring full visibility and control at every stage.