No-code workflow builder

Your whole process, built the way you run it.

Workations, business travel and assignments each get their own workflow, built end to end in a drag-and-drop canvas: conditions, documents, notifications and approvals, not just who signs off. Start from a template, and every request finds its own way from there.

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The workflow builder home screen: choose a workation, business travel or assignment flow to configure.

Hundreds of companies trust WorkFlex to handle their global mobility compliance.

Templates, not a blank page

Start from a proven pattern, then change anything.

Each flow opens with presets, so the common shapes are already built: risk assessment with manager and HR approval, risk-first with low-risk auto-approval, or a compliance-triggered flow for travel. Pick one and adjust it, or start from a blank canvas and build your own.

The template picker: create custom flow, standard, risk-first and auto-approval presets.

Three flows, one builder

Every request type gets its own path.

Conditions, documents, notifications and approvals are all yours to arrange, per flow. Pick one to see how it runs.

Workation flow

The risk assessment is one possible trigger, not the only one: duration, destination and trip purpose can branch a flow just as well.
Standard sends every level to HR approval after the manager.
Risk-first lets low risk auto-approve and keeps a person on the rest.
Whichever you pick, the flow ends with the travel documents generated.

Business travel flow

Trip: more than a set number of days, a destination in a chosen set, a matching trip purpose.
Compliance: the overall compliance status, a visa requirement, a Posted Worker Notification.
Organisation: a specific employment entity, or trips submitted manually in the platform.
Presets for the usual cases: compliance risk, visa required, long trips.

Assignment flow

Approvals: internal, to your team, external by email to someone without a WorkFlex account, or dedicated Host and/or Home manager approval blocks for extra customisation.
Documents: hold the assignment until they are uploaded, and send each one to its own approver.
Notifications: a heads-up with an optional message, which never blocks the flow.
Vendor services are selected automatically, and auto-approve or auto-reject can decide on their own.

app.workflex.com/workflow-builder

Trip request submitted

Manager approval

Risk assessment

Low riskAuto-approve

Medium riskHR approval

High riskAuto-reject

Documents created

Travel request submitted

Trigger condition: trip is more than 7 days

MatchedManager, then HR

Not matchedStraight through

Compliance summary

Trip completeCompliance documents generated

Assignment request submitted

Document availability

Branches, first match wins

Over 6 monthsLegal sign-off

Under 6 monthsHR approval

Everything elseNotify HR

Assignment processed

Automated decisions

The simple ones never reach a person.

Auto-approve and auto-reject are steps like any other. Put them where a rule can decide on its own, and your team is left with the requests that genuinely need judgement instead of the queue of obvious ones.

42resolved by your rulesno one had to look

6need a decisionthis is the whole queue

Lena K.Berlin to Lisbon · 12 daysAuto-approved
Priya S.London to Singapore · 4 monthsNeeds a decision
Tomás R.Madrid to Dublin · 3 daysAuto-approved
Anja W.Hamburg to Vienna · 6 daysAuto-approved
Jonas B.Munich to Minsk · 9 daysAuto-rejected
Sofia M.Milan to Zurich · 5 daysAuto-approved
Daniel O.Dublin to Boston · 8 weeksNeeds a decision
Nora H.Copenhagen to Oslo · 4 daysAuto-approved
Ravi P.Berlin to Bangalore · 3 weeksNeeds a decision
Elif K.Vienna to Istanbul · 7 daysAuto-approved

Out of 48 requests this week, six reached a person.

Automations

Some work needs no approval at all.

Rules sit beside the canvas and run on their own. When a trip matches one, a custom email goes out or trip actions appear on the traveller’s own trip. A trip can match several rules, and every match fires.

Custom emails: your wording, your trigger, sent the moment a trip matches.
Trip actions: the tasks a traveller sees on their own trip, added by rule instead of by hand.
The conditions are the ones the flows already use: destination, duration, purpose, visa, compliance status.
Rules run whether or not a trip needs an approval, so routine admin never waits on a person.

Approval flowAutomations

RulesCustom emails · 3Trip actions · 2

When Visa requiredSend an email
When Trip longer than 30 daysShow trip actions
When Destination outside the EUSend an email
When Posted Worker Notification neededShow trip actions
When Compliance status: at riskSend an email

A trip can match more than one rule. Every match fires.

Approvals are one piece of the assignment puzzle.

WorkFlex also handles the compliance assessment, A1 certificates, posted worker notifications, cost projections and visas behind every assignment.

Run compliant business trips without the paperwork on your agenda.

Let WorkFlex handle A1 certificates, visas, PWNs, tax requirements, and more for your business trips worldwide. All-in-one platform.

Learn more →

Business-travel compliance overview for a trip from the Netherlands to Greece: compliance risks checked, A1 certificate and insurance handled, and liability cover of up to €5M active.

Verified on OMR

Not our word for it. The word of HR and global mobility teams.

Verified reviews from HR and global mobility teams, straight from our OMR profile.

Stadler Rail AGTransportation/Railroad · 1,001+ employeesVerified

5

Ensuring compliant business travel worldwide, including visa management and duty of care, significantly reduces the workload for our HR team.

EGYM SESports · 1,001+ employeesVerified

5

We are thrilled to offer this tool to our employees as a genuine benefit for flexible work. … The tool saves us a massive amount of administrative effort and provides peace of mind for everyone involved.

gridX GmbHComputer Software · 51–1,000 employeesVerified

5

Offering employee benefits is one thing, but with WorkFlex, it’s truly possible to make them transparent, self-explanatory, and easy to manage. I wouldn’t want to be without it in my day-to-day HR work!

Read all reviews on OMR

FAQs

Wondering how the workflow builder fits the way you already work?

Here are the questions we get asked most.

Who can build and change a workflow?

Admins build and edit flows directly on the canvas, with no release and no developer. Edits are held as a draft until they are submitted, so a live flow never changes underneath you mid-edit, and a draft can be discarded to start again.

How does a request pick its path?

The same way in every solution. A solution can carry several flows at once, and a request is checked against them in order, from the top. Within a flow the branches are read top to bottom, and the request follows the first one that matches, so the order you arrange them in is the order they are evaluated. Anything that matches nothing falls through to a catch-all.

Can approvers sit outside WorkFlex?

Yes. External approval and document approval both route by email, so approvers do not need a WorkFlex account.

Can we require documents before a request progresses?

Yes. Document availability holds the request until the required documents are uploaded, and document approval sends each one to its own approver.

Do we have to build a flow from scratch?

No. Each flow opens with presets you can adjust, and a blank canvas is there if you would rather start empty.

Can rules run without an approval flow?

Yes. The Automations tab holds rules that run on their own: when a trip matches, a custom email goes out or trip actions appear for the traveller. A trip can match several rules and every match fires, whether or not that trip needs an approval.