In the People Overview section, you can find different statuses associated with employee profiles:
Active
Pending
Inactive
Managed
This article will explain the managed profile status and how it appears in the People Overview.
What is the managed Employee Profile?
The managed status is designed for clients who prefer that their employees do not log into the WorkFlex platform or receive emails from us. To accommodate this, we offer a feature that allows HR admins or assistants to manage employee accounts on behalf of the employees. In such cases, the employee does not have access to log in or request trips themselves.
How to create a managed employee profile
To create a managed employee profile you have two options:
Option 1: During the Request Process
You can create a managed profile as the first step in the trip request process.
1. Navigate to Company requests and select Request a trip.
2. Choose For an employee if you want to request a workation or business travel on behalf of an employee.
3. In the next window, select New employee on the right side.
4. After entering the email address, uncheck the box below the email field if you want to create a managed employee profile without platform access.
Note: The employee will not receive any emails from WorkFlex if you create a managed account.
Option 2: Via Invitation
Alternatively, you can invite new employees to the platform using the normal invite function.
1. Go to Employee management and select Invite employees.
2. Choose Invite a new employee.
3. When filling out the necessary forms, instead of sending the invitation, click on Create profile only.
How to change an employee status from "managed" to "active"
If you want an employee to start requesting trips on their own, you can easily change their status from managed to active. To do this:
Locate the employee in the People overview.
Click on the three dots next to their profile.
Select Invite employee.
The employee will then receive an invitation email to join WorkFlex and can start using the platform independently.
Note: Currently, it is not possible to change an employee's status from active back to managed.
Do managed employees receive emails from WorkFlex?
Yes, managed employees receive only 2 types of emails from WorkFlex.
1. Email once an A1/CoC has been issued for their trip:
Subject: Your A1/CoC certificate for the WorkFlex/business trip is issued!
Hi employee name,
We are pleased to inform you that your A1/CoC certificate has been issued and is attached to this email. You can also access this and other documents anytime by logging into your account and clicking on the trip.
You don't have to print this document, neither do you have to do anything else proactively. Only if a local official in the destination country asks you for evidence that you have social security coverage in your home country, simply show the certificate to the official and everything should be clarified.
Please note: If you have received the certificate after your trip, it's due to a delay from the authorities. However, it's still important to have it for your records to avoid any compliance exposures due to inspections.
Trip details:
Name:
Destination country:
Start date:
End date:
In case of any further questions, please do not hesitate to contact us.
Best regards,
Your WorkFlex team
2. Email once a PWD has been registered for their trip:
Subject: Your PWD document notification for your trip is issued
Hi [employee name],
We are pleased to inform you that your PWD (Posted Workers Directive) notification document for your upcoming business trip has been issued and attached to your mail.
You don't have to print this document or take any other proactive measures. However, if a local official in the destination country asks you for evidence that you are posted to work in the country, please show them the PWD notification document.
Trip details:
Name:
Destination country:
Start date:
End date:
Request ID:
In case of any further questions, please do not hesitate to contact us.
Best regards,
Your WorkFlex team"