Flexible Work Request Workflow

How do I set up this workflow for our team?

Publish the template in your workspace and it's ready to run immediately — no installation or development project needed. You'll want to assign HR and manager roles to the right team members so tasks route to the correct people. The request form fields and email content can be adjusted afterwards by describing the change in plain English or editing steps in the workflow editor.

Who is involved in reviewing a flexible work request?

HR reviews significant changes through an assigned task, recording their comments on the record. The manager then completes a review task covering impact assessment, decision, agreed arrangement, reasons, and review date. Both tasks are assigned to team members in your workspace, and the workflow waits for each before moving on.

What happens when a change is marked as minor rather than significant?

The workflow routes on the 'Is this a Significant Change?' field. Significant changes go to HR review first, then to the manager. Minor changes skip the HR review step and go straight to manager review.

What does the employee see during the process?

Employees submit their request through a public request form and receive an acknowledgement email with their reference number right away. They don't need an account to take part. Once the manager reaches a decision, they receive either a declined email with the reasons or an approved email with the agreed arrangement and review date.

What are the possible outcomes of the manager's decision?

The workflow routes on the Manager Decision field: Decline, Approve, or Approve with changes. A decline sets the status to Declined and sends the employee an email with the reasons. An approval sets the status to Approved and sends the employee the agreed arrangement and review date.

Can we customise the fields captured on the request form or review tasks?

Yes. You can describe the change you want in plain English, or open the workflow editor and adjust the fields directly. Earlier versions of the workflow are kept, so you can see what changed over time.

Where is the HR review comment stored if a change is minor?

HR Review Comments are only captured when the request routes through the HR Review task, which happens for significant changes. Since the workflow waits for that task, the comments are saved directly on the record. For minor changes, that step is skipped entirely, so there's no HR comment on the record.

How does the workflow track progress on a request?

Each submitted request becomes a record with a reference number, a status (such as Submitted, HR Review, Manager Review, Approved, or Declined), and a timeline of what happened. Table views and dashboards let you see requests grouped by status. Workspace activity is also logged, so you can review what happened and when.

Do we need to change anything for compliance with employment law on flexible work requests?

The workflow records the statuses, review comments, decisions, and reasons entered by HR and managers, along with a full timeline on each record. Each business should confirm its own legal obligations around flexible work requests with appropriate advice, as this workflow only tracks the process steps and data you configure it to capture.