This guide explains how to use Trip actions in the request details pop-up for workations and business trips in WorkFlex. Trip actions show which compliance-related tasks still need attention and help users track progress directly in the trip view.

When should you use this?

You should use Trip actions when:

• you want to check what still needs to be done for a workation or business trip
• you need to understand whether HR or the employee must complete a task
• you want to track the progress of required compliance actions

Step-by-step instructions

Open the relevant workation or business trip in WorkFlex.
Open the request details pop-up.
Go to the Trip actions section.
Review the list of required actions for the trip.
The list shows which tasks are still open and which ones have already been completed.
Check who is expected to complete each action.
Actions that can only be completed by HR are tagged with "Waiting on HR". All other actions can be completed by any user.
Complete the required action where applicable.
For example, you may need to upload a missing visa document or review a compliance-related requirement.
Once an action is marked as done, it moves to the completed section automatically.

What can appear as a trip action?

Trip actions are tailored to the specific trip and its compliance requirements. Examples include:

• a posted worker notification (PWD) is required, but PWD trip handling is not activated for the company
• an A1 certificate is missing because the required power of attorney (PoA) has not been provided
• The traveller requires a visa to enter the destination country, and WorkFlex is not handling the visa for this client.

Important

• Trip actions are available in the request details pop-up for both workations and business trips
• Actions are visible to HR, managers, assistants, and employees
• Most actions can only be completed by HR
• Completed actions are tracked automatically in the same view
• The actions shown depend on the compliance requirements for the specific trip

How to upload a visa directly from a trip request

This guide explains how to upload a visa document directly from a trip request (Business trip or Workation) in WorkFlex. This allows you to complete the "Obtain travel visa or authorization" trip action without navigating away from the request.

When should you use this?

Use this process when:

A trip requires a visa and WorkFlex visa services are not enabled for your company
A trip is showing an "Obtain travel visa or authorization" action as "To do"
A traveler already has a valid visa and you need to record it against the trip

Step-by-step instructions

Open the trip request in WorkFlex
Locate the trip action Obtain travel visa or authorization in the request details pop-up
Click Upload
In the form that appears, enter the visa type and validity dates, then attach the visa document file
Click to confirm the upload

What happens after uploading

The visa is saved in the employee's Document Center
The trip action status changes from To do to Completed
The compliance summary/risk assessment is automatically regenerated
A comment is added to the trip confirming the visa has been obtained

Important

The system validates that the visa validity dates cover the full trip period. An error will appear if the dates do not match.
Employees, assistants, and HR admins can all perform this action.

To-Do Tracker: Focus on trips that require action

The To-Do Tracker gives you a focused overview of trips that currently require attention. Instead of displaying every ongoing trip, it only shows trips with at least one pending action — helping you keep your queue clean and making the next required step immediately visible.

How the To-Do Tracker works

This quick filter view is primarily designed for HR admins. The tracker is based on pending actions rather than overall trip status. A trip will only appear if there is still an action required from either you or the traveler.

Once all required actions for a trip have been completed, the trip is automatically removed from the tracker.

Each action is displayed in its own dedicated column, allowing you to quickly identify what is still pending without needing to open the trip details.

To access the tracker: