The Workflow Builder is where HR designs how a business trip gets approved and what happens automatically along the way. It has two tabs: Approval flow, which shows and lets you request changes to who approves a trip, and Automations, which is where you set the rules for when a custom trip action or custom email should fire.
Where to find it
In the left-hand menu, open Admin management.
Click Company settings.
Select Workflow builder.
Choose Business travel flow and click Configure business travel.
This opens the Business travel workflow, with the Approval flow and Automations tabs at the top.
The Approval flow tab
This tab shows your company's current approval flow on a canvas, and lets you request changes to it.
How it works
Every trip starts at Travel request submitted.
From there, branches check from top to bottom. The first branch whose conditions match runs — a trip only ever takes one branch.
A final branch at the bottom („Everything else") catches every trip that no earlier branch matched.
After a branch, the trip reaches Compliance summary, where the compliance check runs, then Trip complete, where the trip is fully processed and compliance documents are generated.
Add or edit a branch
Click the + icon on the connector line where you want to add a branch, or on a step to add a step to an existing branch.
Give the branch a Branch name.
Under conditions, click + Condition and choose what the branch should match on. Before the compliance check, this includes Trip duration, Destination, Trip purpose, Nationality, Payroll country, Social security country, Entity, Who submitted the trip, and How the trip was added. After the Compliance summary step, you can also branch on its result: Compliance result, Posted worker notification required, A1 / CoC, Visa required, Accumulated presence in destination, or Trip action.
Set the operator and values for each condition, and add more with + Condition. Use + OR IF to give the same branch an alternative set of conditions — a trip matches the branch if either set is true.
Add the step(s) that should run when the branch matches, for example an approval step such as Manager approval with the approver set to Direct manager.
Use Duplicate to copy a branch, or Delete branch to remove one.
Requesting your changes
Edits to the approval flow stay in Draft — you'll see a „X to set up" warning while a branch is missing conditions or steps.
Click Discard changes to undo edits you haven't requested yet.
Click Request changes when you're ready. You'll see a confirmation that your request was received: our team implements the change and emails you once your flow is live, typically within 2-3 business days. There's nothing further you need to do, and your Customer Success Manager will reach out if anything else is needed.
The Automations tab
This tab is where you set the triggers — the exact WHEN/THEN rules — for when a custom trip action or a custom email should fire, instead of relying on fixed platform logic. Unlike the Approval flow tab, changes here save immediately with Save changes — there's no request or review step.
On the left, the Rules list shows every automation rule, filterable by Trip actions and Custom emails. Click + New rule to create one, then choose what it should do: Send an email or Show trip actions.
Setting up a trip action rule
Trip action rules show a custom trip action when a trip matches your conditions. The action itself — its name, description, who sees it and who can complete it — is created separately in Company settings → Trip actions; see How to customize trip actions in company settings. Once created, WorkFlex takes you straight here to set its trigger — or you can create the rule directly from the Automations tab.
Find the rule in the Rules list, under Trip actions, or click + New rule → Show trip actions.
Under WHEN a trip matches, click + Condition and choose an attribute.
Set the operator and values, for example Destination · is any of · Switzerland, Luxembourg.
Add further conditions with + Condition, and switch between AND and OR to decide whether all or any of them must match. + Group nests conditions so you can combine them, for example Destination is any of Switzerland, Luxembourg AND Trip duration is more than 3 days.
Under THEN show these actions, select the action(s) to trigger. Add further actions with + New action, or create another custom one with + New trip action.
Click Save changes.
The line above the rule summarizes it, for example When 2 conditions, show „Submit costs". A rule with no conditions reads On every trip, show „Submit costs" and applies to every trip.
Available conditions
Trip duration · Destination · Trip purpose · Nationality · Payroll country · Social security country · Entity · Who submitted the trip · How the trip was added
Based on the compliance summary: Compliance result · Posted worker notification required · A1 / CoC · Visa required · Accumulated presence in destination · Trip action
Edit, pause or delete a rule
Open the rule and use the On/Off toggle to pause it without deleting it, or Delete to remove it. Changes only take effect once you click Save changes.
Setting up a custom email rule
Custom email rules send a custom email when a trip matches your conditions. The email itself — its subject, content and recipients — is built separately in Company settings → Customize emails; see Email Customization: A Step-by-Step Guide. Build the email first — until one exists, a rule shows „No templates available" in the template dropdown.
Click + New rule → Send an email, or find an existing one in the Rules list under Custom emails.
Under WHEN a trip matches, click + Condition and choose an attribute, for example How the trip was added · is · added by a booking tool. Add further conditions with + Condition, or nest a set with + Group. Every email rule is checked on its own, so a trip can match more than one.
Under THEN send these emails, pick the email to send for trips that Matched from the template dropdown.
Optionally, set a different email for trips that don't match under Otherwise — or leave it empty to send nothing in that case.
Use the On/Off toggle to turn the rule on, and click Save changes.
Use Preview to see how the email will look before saving, and Delete to remove a rule you no longer need.
Learn more about the business trip approval flow itself, including what approvers and employees see, here.