Workation software that makes the approval decision easy
Saying yes to a workation is rarely a question of whether the employee deserves it. The hard part is knowing whether this particular person can work from that particular place on those dates, which depends on the passport they travel on, the days they have already spent in the region and what the destination allows visitors to do. Nomad Register is built around that moment, capturing the request from the employee and putting the facts in front of the person who has to approve it.
What workation software has to get right
A workation looks like a holiday with a laptop, but visitor rules treat it as a trip like any other, and in some countries as work that a visitor may not do. In the Schengen Area most visitors are limited to 90 days in any 180 day period, and every holiday spent there counts against the same allowance as the workation itself. Whether someone needs a visa at all changes with nationality, so two colleagues asking for the same fortnight in Lisbon can get different answers.
Approvals handled by email and a shared spreadsheet tend to miss exactly these details, because the manager signing off sees the dates and the destination but not the traveller's passport or their trips from earlier in the year. Good workation software therefore has to track each person individually and make that history visible at the point of approval, rather than leaving it in someone's inbox.
How Nomad Register handles a workation request
The request starts with the employee. Our free request to work remotely from another country form takes about five minutes, needs no account and produces a ready-to-send PDF covering the dates, every destination, the entry status and passport used in each country, the working days on this trip and over the previous 12 months, working hours against home office hours and insurance cover, with a signed declaration at the end.
Inside an employer workspace, each trip is checked automatically. Managers see Schengen 90/180 usage, visa allowances and tax residency thresholds for every employee and country, all derived from the trips they log, along with a green, amber or red health score that brings the people needing attention to the top. Approval can be required for the whole workspace or only for chosen employees, and each trip is approved or rejected with a note from a single queue.
Around the decision sit the tools that keep it on record. A team calendar shows overlapping travel by month, an audit log keeps a searchable trail of trip changes and compliance warnings, and an optional Monday email digest summarises active trips, upcoming travel and new warnings for managers who do not log in every day.
Workation approval by email compared with Nomad Register
Most companies start with an email thread and a policy document. The table shows where that approach usually falls short.
| What the approver needs | Email and spreadsheet | Nomad Register |
|---|---|---|
| Days already used in the Schengen Area | Counted by hand, if at all | Calculated from every logged trip on a rolling 180 day window |
| Rules for the traveller's own passport | Depends on what the employee mentions | Entry rules checked for each passport across 200+ destinations |
| A record of who approved what | Scattered across inboxes | Approval queue with notes and a searchable audit log |
| Tax residency exposure | Usually noticed after the event | Day counts against each country's threshold, flagged as they build up |
| Sharing with legal, finance or an adviser | Forwarded threads and attachments | Expiring read-only links, CSV exports and PDF travel reports |
Where Nomad Register fits alongside other mobility tools
Nomad Register is the employee-side layer of workation management, and it works best feeding the systems and advisers a company already relies on rather than replacing them. It owns the part that larger global mobility platforms and payroll providers often leave to the employee, which is knowing where each person has been, what their passport allows and how close they are to a limit, so that the trip arrives at the approval stage with the facts attached.
When a trip needs a specialist opinion, read-only share links let legal, finance or an external accountant see the relevant compliance picture without a login, and CSV exports and PDF travel reports carry the same data into whatever process comes next. Our guide to approving a request to work abroad sets out the checks in the order most teams follow.
Pricing and getting started
Employer plans are priced by the number of active employees, starting at $65 a month for up to 10 people, $295 a month for 11 to 50 and $695 a month for 51 to 150, with annual billing saving around 8% and a custom quote above 150. Every plan includes unlimited trips, PDF reports, file storage and email reminders, and the first 14 days are free with no credit card required.
Setting up takes a few minutes. You create the workspace, invite employees by email or bulk upload a CSV, and each person links their own travel profile, so admins see compliance and trip details while personal documents stay private unless the employee shares them. To test the day counting before inviting anyone, try our free Schengen calculator.
Approve workations with the facts in front of you
Nomad Register tracks where your people travel, checks entry rules for each passport and counts Schengen and visa days automatically, so every workation request is decided in one place with a clear record of who said yes.
Frequently asked questions
What is workation software?
Workation software helps a company receive, check and approve requests from employees who want to work remotely from another location for a limited period. The useful part is the checking, which means tracking each traveller's days and entry rules so the approver can see whether the trip fits before saying yes.
Do employees need an account to request a workation?
No. The free request form needs no account and creates a PDF the employee sends to their manager. Employees invited to an employer workspace link their own travel profile so their trips are tracked from then on.
Can we require approval for some employees but not others?
Yes. Trip approval can be switched on for the whole workspace or for individual employees, and each request is approved or rejected with a note from one queue.
Does Nomad Register give tax or immigration advice?
No. It counts days against visa limits and tax residency thresholds and flags trips that come close, which tells you when to involve an adviser. It does not replace legal or tax advice.
This article is general information and not legal, immigration or tax advice. Rules change often and differ by nationality, so check the official sources linked above before travelling.