All emails are sent automatically from the WorkFlex platform based on assignment events and timelines.
Overview
Employees receive up to 15 emails across 5 phases of their assignment journey.
Phase 1 — Initiation
Email 1: Your Assignment Has Been Confirmed Sent immediately when the assignment is confirmed in WorkFlex. The employee receives a summary of their assignment details — home and host country, start and end date, duration — along with an overview of what they can access on the platform: their task list, compliance documents, a 24/7 emergency hotline, a safety and health briefing, and task management.
Email 2: You're Invited to WorkFlex Sent when the employee's WorkFlex account is created. The employee is invited to set up their account so they can access the platform.
Phase 2 — Key Documents Issued
These emails are triggered independently — they are not sent in a fixed order.
Email 3: Your Posted Worker Notification Has Been Issued Sent as soon as the PWN is issued. The employee is informed that the document is available in the Documents tab of their WorkFlex account. The email explains that a PWN is an official notification submitted to host country authorities confirming their posted worker status, and that they may need to present it to local authorities during the assignment.
Email 4: Your A1 Certificate Has Been Issued Sent as soon as the A1 Certificate is issued. The employee is informed that the document is available in their WorkFlex document library. The A1 Certificate confirms which country's social security legislation applies during the assignment, and the employee is advised to carry a copy as host country authorities may ask to see it.
Email 5: Your Certificate of Coverage Has Been Issued Sent as soon as the Certificate of Coverage (CoC) is issued. The employee is informed that the document is available in their WorkFlex document library. The CoC confirms that the employee remains covered under their home country's social security system and is not required to contribute to the host country's system. The employee is asked to keep a copy readily available.
Email 6: Your Arrival Card Has Been Issued Sent as soon as an Arrival Card is uploaded in WorkFlex. The employee is informed that the document is available in their WorkFlex document library. The email explains that an Arrival Card is a formal document that may be required upon entry into the host country and is typically presented to border or immigration authorities on arrival. The employee is advised to have a digital or printed copy accessible on the day of travel, and to contact their WorkFlex coordinator before travelling if unsure whether they need to present it.
Email 7: Your Visa Has Been Issued Sent as soon as a Visa is uploaded in WorkFlex. The employee is informed that the document is available in their WorkFlex document library. The employee is asked to verify that the visa details — name, dates, and destination — are correct and that the visa is valid for the full duration of the assignment. They are advised to have a copy available for immigration, and to contact their WorkFlex coordinator immediately if they spot any errors.
Phase 3 — Pre-Departure
Email 8: Your Assignment Starts in 30 Days Sent 30 days before the assignment start date. The employee is directed to their WorkFlex task list to review what needs to be done ahead of departure.
Email 9: 2 Weeks Until Departure Sent 14 days before the assignment start date. The employee is reminded to review their assignment details in WorkFlex. This included hotline numbers, relevant documents and briefings.
Email 10: 3 Days to Go — Final Tasks Before Your Assignment Begins Sent 3 days before the assignment start date. The employee is asked to make sure all pre-departure tasks are completed or flagged to their coordinator. The email also includes a key contacts section so the employee has the right people saved before travelling.
Phase 4 — On Assignment
Email 11: Your Assignment Has Begun — Welcome to [Host Country] Sent on the assignment start date. The employee is directed to their WorkFlex dashboard and task list, which is their single source of truth for what needs to happen and when throughout the assignment.
Email 12: Halfway Through Your Assignment — Check In on WorkFlex Sent at the midpoint of the assignment duration. The employee is asked to review any pending tasks — these may include document renewals, annual compliance reviews, or updates from their coordinator — and to share how the assignment is going with their coordinator.
Phase 5 — Repatriation
Email 13: Your Repatriation Is Coming Up — Here's What to Expect Sent when the assignment status changes to "Start Repatriation" in WorkFlex. The employee is informed that their assignment is moving into its final phase and that their return to their home country will be starting soon.
Email 14: Your Repatriation Process Has Started - Log in to See What's Next Sent when HR formally kicks off the repatriation process in WorkFlex. This is distinct from Email 13 — it is an active trigger by the HR coordinator, not an automatic status change. The employee is directed to WorkFlex, where their repatriation tasks are now available.
Email 15: Your Assignment Has Ended — Welcome Back Sent on the assignment end date. The employee is informed that their assignment has officially ended and directed to any post-assignment support available on the platform.
For questions about a specific email or timing, please contact your WorkFlex Customer Success Manager.