About the Enrollment Progress Dashboard

In this article, we’ll review how you can use the enrollment progress dashboard to:

View enrollment progress and send reminder emails to employees

To get started, access the dashboard from the navigation in your Administrator portal:

 
Most of the year, the enrollment progress dashboard will display employees who are shopping for products because they’re a new hire or in a change event. After you’ve set up your annual Open Enrollment, you’ll also see employees who are shopping for products due to their annual Open Enrollment. You can toggle between the two distinct dashboards:

 

Whether employees are shopping for products because they’re in a change event or annual Open Enrollment, you’ll see three circles that show enrollment progress:

  • Employees Not Started: These employees haven’t logged in since shopping began
  • Employees in Progress: These employees have logged in, but they haven’t finished selecting their benefits
  • Employees Completed: These employees selected their benefits and checked out. Yay!

View a list of employees in each progress status

You can click into each circle to view a list of the employees in each progress status, as well as relevant information like their last login date (for Employees in Progress) and last checkout date (for Employees Completed).

 
Send employees a targeted reminder email
 
From this list, you can also select employees to receive a targeted reminder email. A prepared sample template will be loaded and ready to go for “Employees Not Started” and “Employees in Progress,” but you can always select a different template if needed.
 
not_started_emails_newversion.gif
 
If you need to edit the template, click Edit Templates which will take you to Tools > Send Communications where you can edit an existing template or create a new one to select from the drop-down.

 
Note: The Maxwell system automatically sends a confirmation email to employees once they check out of shopping. See a preview of this email here.
 
Automatic reminder emails
 
For the Open Enrollment dashboard, you have the option to turn off “Automatic Reminder Emails” at any time during OE.Automatic Reminder Emails” means that emails will automatically send to any employees who are in Open Enrollment and haven’t checked out of shopping 2 business days before the Open Enrollment End Date. The reminder email is a standard Maxwell template and cannot be edited or customized. Here’s a preview, so you know what to expect:

From: noreply@maxwellhealth.com
Subject: Reminder! Please make your benefit elections by {{enrollmentDate}

 
 
Things to consider when reading the enrollment progress dashboard
  • For both enrollment progress dashboards, employees will be removed from the "Completed" circle of the dashboard once you end the event. For new hires and change events, you'll want to make sure to process any products in a "confirmed" or "selected" status (other than EOI and EDI products) before ending the event. That way, you won't forget to do it later after the employee is removed from the dashboard!
  • Both enrollment progress dashboards do not include:
    • Inactive employees. For example, if an employee is terminated during Open Enrollment, they’ll be removed from the dashboard.
    • Employees who the HR administrator has shopped for on their behalf in the administrator view of the employee’s profile. Note that the employee does display in the “Employees Completed” circle if the HR administrator logged in as the employee and checked out on their behalf in the shopping experience. This is why you may see that the employee has a "Checkout Date" but they don't have a "Login Date."
  • The “New Hire/Change Events” dashboard does not include:
    • Employees who are a new hire or change event but are not currently eligible to shop for products. That means you may not see employees listed here who are in a change event that doesn’t allow them to change their benefits. To see a full list of all employees in a change event, whether or not they’re currently eligible to shop for products because of it, download the Employee Change Event Report under Tools > Reports > Library.
    • Include employees who are in “Administrative Change” or “Termination” events. To see a full list of employees in these change events as well, download the Employee Change Event Report under Tools > Reports > Library.
  • If you're a Standard Administrator, the enrollment progress dashboard will only show employees from eligibility groups that you have permission to view

View forms progress and send reminder emails to employees 

On the enrollment progress dashboard for both Open Enrollment and New Hires/Change Events, you’ll also be able to see what forms need to be completed (by the HR administrator or the employee).

 
Whether forms were sent to employees due to annual OE or a new hire/change event, you’ll see three circles that show forms progress:
  • Forms with Employees: These forms have been sent to employees and are waiting for their signature
  • Forms that Need Approval: The HR administrator needs to take action to either approve or sign these forms
  • Completed Forms: These forms have been signed or approved by all parties

For Open Enrollment, the number of forms includes only enrollment forms that have been set up to send to employees automatically for the products included in this OE. Any forms that were sent to the employee manually during OE will not be included here. To see all the forms that are pending, including those manually sent, head to Tools > Forms > Manage Forms.

For New Hire/Change Events, the number of forms includes all enrollment and onboarding forms that were sent to employees (either automatically or manually) outside of Open Enrollment. Once a form has been completed, it will show in the “Completed Forms” circle for 60 days.

View a list of forms

By clicking into the circle, you can also access a list of forms in each stage and see relevant details such as the date sent (for “Forms with Employees”), date signed by employee (for “Forms that Need Approval”), and date approved by administrator (for “Completed Forms”).

From here, you can also quickly view the individual form on the employee profile, preview the employer form or head to the sent forms list on the Manage Forms dashboard where you can approve/sign/or download the form (for "Forms that Need Approval" and "Completed Forms").



Send employees a targeted reminder email

From this list, you can also select employees to receive a targeted reminder email to complete the form.  A prepared sample template will be loaded and ready to go for “Forms with Employees” but you can always select a different template if needed. If you select multiple forms for one employee, that employee will only receive one email reminder.

forms.gif

Note:  For onboarding forms with “Auto-Sending” turned on, the Maxwell system automatically sends reminder emails to new hires and rehires after they finish entering their personal information. See a preview of this email here.

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