This article serves as a comprehensive guide for HR Admins on managing HR administrative functions within the system. It details the processes for inviting new admins and adjusting existing profiles to grant or remove HR admin rights, ensuring that only eligible individuals have access to sensitive company data and functionalities. Additionally, it covers the management of existing HR admin profiles, including options to deactivate or delete them, and explains how to control notification settings — now configurable per WorkFlex solution — to stay informed about trip activities without needing to log in frequently.
1. Invite HR admin
Every HR admin will have comprehensive access to manage all trip requests and view all employees. Grant access judiciously.
How it works:
Go to "Company settings"
Select "Admin users"
Click on "Add HR"
Fill in the form
The invited person will receive a registration email and must follow the instructions to activate their HR admin role.
Important:
Check the spam folder if the email isn't received.
You can resend the invitation by selecting "Re-invite".
2. Grant/remove HR admin rights to an existing profile
Modify rights for existing users who already have profiles.
How it works:
Go to "Employee management"
Find the user and click on the three vertical dots
Choose "Switch to HR admin" to grant HR admin access
Confirm the change
Note:
Switching back from an HR admin to an employee role follows the same steps: select "Switch to employee" and confirm.
3. Manage HR admins
Adjust the status of HR admins when needed by deactivating their profiles.
Deactivating will simply block the account from logging in but will keep the profile, including all associated employee profile data. It is possible to reactivate the user again.
Note: If a user should lose their HR admin rights but remain as an employee on the account, please refer to "2. Grant/remove HR admin rights to an existing profile" for detailed instructions.
How it works:
Go to "Company settings"
Select "Admin users"
Find the HR admin and choose "Deactivate"
Important:
A deactivated HR admin will be marked as "Inactive". Reactivating an HR admin follows the same steps, selecting "Activate"
4. Manage notifications per solution for HR admins
HR Admins can adjust their notification settings per WorkFlex solution. Instead of a single ON/OFF toggle, each HR Admin can choose exactly which solutions they want to receive email notifications for — so they only see updates that are relevant to their role.
How it works:
Go to "Company settings"
Select "Admin users"
Find the HR Admin and click the Notifications dropdown next to their name
Under Enable per solution, tick the boxes for the solutions the HR Admin should receive notifications for:
Workation
Business Travel
Assignments
Travel Calendar
SOS
Untick any solutions the HR Admin should not be notified about
Note: Each solution can be toggled independently. For example, an HR Admin can receive Travel Calendar and SOS alerts while opting out of Business Travel notifications.
Note: ove, or decline trip requests directly from those emails. This keeps workflows efficient and reduces inbox clutter — especially helpful in organisations where different admins are responsible for different WorkFlex solutions.