1. Overview
Travel Calendar is a compliance and tracking tool that allows employees to declare:
Where they were located on each day
Whether they were working or not working
If they were traveling
If they split their day between locations
Additional company-specific data (via custom fields)
Travel Calendar is currently available only for customers with the Assignment Solution enabled!
2. What the Customer Sees (HR View)
Once enabled, HR will see two new tabs:
My Calendar
Travel calendar overview
2.1 Travel Calendar Overview
When you click on Travel calendar overview, you will see:
List of employees (based on: Access rights, Virtual tenant setup, Role permissions)
Displayed Information
Full name of the employee
Department of the employee
Completion percentage per employee (showcases how many days the employee has completed out of the month - e.g. 15d/30d = 50 % completion rate)
Last logged info (last travel calendar entry)
Export option (includes completion data)
View calendar option
When you click on any of the employee's names you can see/edit/delete the detailed overview of the calendar with all the details
Each day’s declared location
Working vs non-working
Reason for non-working
Place of work
Travel details:
From country
To country
Whether working in each destination
2.1.1 Actions Available in the Travel Calendar Overview
Review completion %
Check the calendar monthly completion status (in percentage) which is displayed on the right-hand side, providing an at-a-glance view of the employee’s progress.
Export the data
This overview can be exported by clicking on the Export button in the top-right corner. Simply select the date range, then click Export list to download the file.
You will then receive the exported file in an email as below:
Switch employee via dropdown
You can easily switch from one employee to another by using the dropdown menu in the top-right corner.
Send reminders to employees
✉️ Click Send reminder (top-right corner) to remind the employee to fill in their travel calendar. The employee will then receive a reminder as shown below:
3. My Calendar (Employee View)
This is the same view HR sees for a single employee.
Employees can:
Add entries
Edit entries
Delete entries
Doing so ensures proper documentation for tax declarations and international compliance.
3.1 Access the calendar
Open the main menu on the left-hand side of the WorkFlex platform.
Click on “My Calendar.”
5.2 Adding an Entry
When clicking on a specific calendar cell:
A pop-up opens allowing you to define:
Start date
End date
Location
Working or non-working
Reason for non-working or Place of work
5.3 Logging a travel day
If you were traveling:
You must specify:
From which country
To what country
Whether you were working in:
From destination
To destination
Enable the toggle for “I was travelling that day”
Select:
From
To
Arrival time
Indicate whether you were working during the travel day or not.
If not working, choose the reason (e.g., vacation, public holiday, etc.).
If working, select the location where you worked from.
5.4 Logging a non-travel day
If the day was not a travel day, disable the toggle.
You will then be asked to choose between:
5.4.1 Full Day vs Split Day
You can select:
Full day → Same status for entire day
Split day → Two different statuses in one day
(e.g., worked in Country A in the morning, Country B in the afternoon)
6. Calendar overview and progress
On the right side of the page, you will find:
Completion status:
Displays the calendar’s completion in percentage per month.
Use the left and right arrows above the calendar to switch between months.Legend:
A simple guide explaining what each Entry Type in the calendar refers to.
7. Auto-Sync
There are four types of auto-sync within the travel calendar:
Weekends
Public Holidays
Business Travel (BT)
Workation
7.1 Weekend & Public Holiday Sync
Rule Logic:
If the employee is NOT on:
Assignment
Business Travel
Workation
👉 We use Payroll Country:
Payroll country weekends
Payroll country public holidays
If the employee IS on:
Assignment
Business Travel
Workation
👉 We use Destination Country:
Destination country weekends
Destination country public holidays
This ensures correct compliance handling.
7.2 Business Travel Auto-Sync
When:
Business travel is requested
Fully approved
We automatically:
Create a Travel Calendar entry
Use the business travel dates
Use destination country
Assume working full time
Employee can manually edit afterward.
If the BT is canceled, the entry is simply deleted
7.3 Workation Auto-Sync
Workation is more complex because it can include:
Working days
Non-working days
When the employee declares:
“I will work X days during this workation”
We create:
Entry 1 → First X days = Working
Entry 2 → Remaining days = Non-working
Example:
15-day Workation
5 working days declared
Result:
Days 1–5 → Working
Days 6–15 → Non-working
All this is clearly visible in the export file.
If the WK is canceled, the entry is simply deleted.
8. Export Data
It is possible to export your calendar - the export includes:
Working vs non-working breakdown
Travel details
Destination information
Custom fields
All autosynced information
This ensures tax/compliance teams receive all necessary information.
The steps to export the calendar are the same for employees and HR. Please refer to the instructions above within the section "HR View".
✅ Tip: Keep the calendar up to date!
Regular updates ensure that your data remains compliant and ready for tax reporting.
9.1 Travel Calendar Custom Fields
HR can:
Go to Company Settings
Create Travel Calendar Custom Fields
9.2 How It Appears for Employees
When filling Travel Calendar:
Employees see:
Default fields tab
New Custom Fields tab
They must complete fields based on HR setup.
Custom field data is included in export.
👉 If you are interested in our Travel Calendar, please contact your Customer Success Manager