• For both employee progress dashboards, employees will be removed from the "Completed" circle of the dashboard once you end the event.
• Both employee progress dashboards do not include inactive employees. For example, if an employee is terminated during Open Enrollment, they’ll be removed from the dashboard.
  
• The dashboard will show employees progressing through the experience, even if you as the Administrator have taken action on their behalf. If you’d like to know whether the employee has uniquely logged in, you can reference their “Last Login Date” on their profile or clicking through the “Employees in Progress” circle. If there is no date listed there, then you know the employee themselves did not log in.
• The “New Hire/Change Events” dashboard does not include:
• Employees who are in a Correction/Administrative Change or Termination event. 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
• Employees without an email address listed in Maxwell cannot receive email communications or electronic forms from Maxwell until they have an email address entered.
  • Tip: In addition to the list on your dashboard, you can run and download a Demographic Census Report from the Reports Library that includes employees and email addresses and then filter in excel to drill down.

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 forms that have been set up to send to employees automatically as part of 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 view and sort 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 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.

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.

Automatic Reminder Emails for Forms

For the forms progress dashboard, you have the option to turn on or off “Automatic Reminder Emails”. “Automatic Reminder Emails” means a notification will be automatically sent to any employees with forms that remain unsigned after 1 business day, and weekly after that.

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: You still have forms to sign in Maxwell Health

View a list of employees in Maxwell without email addresses

Maxwell can’t send emails with important account or benefit information if an employee does not have an email address. A banner at the top of your dashboard, along with indicators on individual employees, alert you when there is an email missing for any employees.

• You can view a full list of any employees that have been added into Maxwell and do not have an email address listed in the system directly on your dashboard. Click “View list of Employees” to see the detailed view and go directly to an employee’s profile.
  
• You can also download the Getting Started Guide to provide to employees to assist them with logging in using their First Name, Last Name and SSN.
  

If you know the employee’s email, you can enter it on their profile otherwise the employee will be required to add an email address after they log in the first time using their social security number.

• Tip: In addition to the list on your dashboard, you can run and download a Demographic Census Report from the Reports Library that includes employees and email addresses and then filter in excel to drill down.
  

 

View alerts related to an Open Enrollment event

If your employees are missing salary or demographic information that is required for employee enrollments, when you complete your open enrollment setup, you'll see alerts on your dashboard. You or the employee will need to complete any required information before you can end the Open Enrollment event. 

Required information for the Employee includes:

• First Name
• Last Name
• Date of Birth
• Social Security Number
• Address
• Gender
• EDI Fields
• Salary (when offered a salary-based benefit)
  • Please note: Employees cannot shop for any benefits if salary is required for one or more of their benefits to show accurately.

Information that will be required for dependents (Spouse, Domestic Partner, Child) includes:

• First Name
• Last Name
• Date of Birth
• Gender

Click into the dropdown to see more detail on the specific employees:

You have a few options on how you can update this information:

• If your enrollment time period is still active, you can remind individual employees to login and complete information.
• You can go directly to an individual employee's profile to complete any missing information.
• You can use the bulk upload tool to update information across multiple employees.

Download list of Employees or Forms on the Dashboard

You can select the Download option from your Dashboard to download the full list of all statuses directly to a CSV file. This includes each Dashboard view available for HR Admins:

• New Hire/Change Events Employee Progress View
• Open Enrollment Employee Progress View (when applicable)
• Forms Progress View (when applicable)

More details on the Dashboard Download options:

• The same Master and Standard Admin permissions that apply when viewing the Dashboard will apply to a download as well.
• Dashboard details will download in CSV format straight to your computer.
  • Once opened, it can be sorted and filtered like any other excel report
  • File naming convention includes: Employer name, the dashboard type that was downloaded, and the date.
• All statuses of the selected Dashboard are included in the download.
  • i.e. Not Started, In Progress, and Completed
• The fields that are included depend on the dashboard you select to download.

• • New Hire/Change Events and Open Enrollment Dashboard
    
    • Status
    • First and Last Name
    • Email
    • Eligibility Group
    • Shopping Start Date
    • Shopping End Date
    • Last Login
    • Checkout Date
  • Forms Dashboard
    
    • Form Status
    • First and Last Name
    • Email
    • Eligibility Group
    • Form Name
    • Date Sent
    • Signed Date
    • Admin Approved Date