Either the employee or the Administrator can request a change to employee’s information or benefits in Maxwell. You can make a change due to a life event (for example, marriage or birth/adoption of a child), or to make a correction.
- The employee requests a change
- The Administrator requests a change and has the employee review and update their profile and benefits
- The Administrator requests a change and makes the updates on the employee’s behalf
- The Administrator makes a quick correction
- The Administrator needs to manually sync an employee with an integration
Check out the full list of life events and change reasons available in Maxwell here.
For a quick two-minute walk-through of how changes and life events work in Maxwell, check out this video:
The employee requests a change:
The Administrator requests a change and has the employee review and update their profile and benefits:
The Administrator requests a change and makes the updates on the employee’s behalf:
The Administrator makes a quick correction:
Sometimes, you just need to make a quick correction and be on your way. There are a few different ways you can do this:
A) You can find what you need to correct and edit employee and dependent information straight from the employee’s profile.
Making a quick edit to the employee's DOB
B) Or, if you need to make an update to benefits or multiple profile updates, you can do it all at once by clicking Make Changes and continuing on with a correction. You’ll also want to use this method if you plan to notify the employee by email that these changes have been made, as that is built into this workflow.
Note: These updates will feed over on the next weekly EDI feed after they’re approved.
The Administrator needs to manually sync an employee with an integration
If you have an active API integration between Maxwell and another third party system - like ADP, Paylocity, or BambooHR - there may be times when you want to sync information for just one individual employee in real time. This could include syncing a recent change from another system into Maxwell, or syncing a change you've just made in Maxwell to the third party system.
How it works
Maxwell's individual Sync option on the employee's profile provides an immediate sync action, rather than waiting for the API connection to pick it up to send that information to the other system. This will sync any employee profile fields that are included in the specific API integration.
- Navigate to the Integration Info section of the employee's profile in Maxwell.
- Select the Sync button.
- Choose the sync direction to send information between systems.
- This sync will happen in the background and you can navigate away from this window.
Please note: If any error occurs in the sync, a notification will be sent with the details of any fields that were not able to sync. Look out for the notification on your administrator dashboard if you're set up to receive integration notifications.
Note: You'll only see the Sync option on an employee's profile if there is an active API integration turned on in Maxwell that includes this employee in the ongoing sync settings.
- I need to make an adjustment to a benefit that an employee was previously enrolled in, I don't see the ability to do that from the "Make Changes" view, what is the best way to get that updated?
If you need to edit details for a past benefit, including editing the effective date, termination date, or past benefits coverage details, you can do that directly from the "Benefits" tab on the employee's profile.
For terminated benefits, you can adjust either the effective date or end date of the benefit:
For past enrollments, you can select to "Edit Benefit" to adjust coverage details:
Please note: If you adjust voluntary benefit plan details on a past benefit, all amounts will appear as automatically approved. No evidence of insurability approval will be triggered on the past benefit.
- I'm reviewing a life event and see that another benefit is showing up as added/changed/termed/waived that wasn't touched as part of the event. What's going on?
This is probably because you have two benefits that are set up to be linked together. During implementation, this may have been set up to create an intuitive experience and to ensure that plan rules are followed correctly. For example, during implementation, we may have set up the HSA benefit to be linked to the HDHP benefit, because the plan rules state that an employee should be automatically enrolled in the HSA if they're enrolled in the HDHP. That's why on the "Review Updates" screen, you'll see both the HDHP and HSA listed as "changed," even if the change was made only to the HDHP (for example, to add a dependent to the plan).
If you don't think this is because benefits are linked together, it may be because you made multiple changes within a 15 minute window. For example, if you made changes due to a correction and then, within 15 minutes, made more changes due to a life event, you'll see the changes that happened due to the correction on the "Review Updates" screen for the life event. You can ignore these, as the changes have already been made in the system.
- I want to cancel a life event. How do I do that?
If you or the employee have started a life event that you don't want to follow through with, you can cancel the life event from the drop-down on the Event Bar or from within the event on the Review Updates screen.
Please note: Canceling the event will undo changes made to the employee's benefits during the event, however, any changes to the employee's profile information that have been saved in the event will remain (including salary changes that affect salary-based benefits).