System Email Templates

The Send Communications tool lets you communicate with your employees by sending email messages from Maxwell Health. Maxwell provides email templates for you to use. You, your Advisor(s), and fellow Administrators can customize many of these templates to speak to your employees more personally. If any of the customizable templates listed below aren’t listed, contact your Advisor to make them available. You can read the full body text of customizable templates by clicking Tools > Communications > Templates.

In this article, you'll find:

Emails customizable by Advisors and Administrators

These emails are available under Tools > Communications > Templates.

Name Example Recipient Sends automatically?
General Welcome An employee who is new to Maxwell, but who is not new to the employer, and are not about to shop for benefits through an open enrollment No
General Welcome with Concierge

 

An employee who is new to Maxwell, but who is not new to the employer, and is not about to shop for benefits through an open enrollment, but is eligible for the Health Advocate product

No
Welcome & Plan Select - New Hire A new hire No

Welcome & Plan Select - New Hire (w/Concierge)

A new hire who is eligible for the Health Advocate product No
Welcome & Annual Open Enrollment An employee who is new to Maxwell, but not new to their employer, and are about to go through an annual open enrollment No
Kick Off Annual Open Enrollment An employee who is not new to Maxwell, nor their employer, and is about to go through an annual open enrollment No
Open Enrollment Reminder An employee who is in an open enrollment and has not yet checked out, and confirmed their benefits No
Open Enrollment Reminder - Employees Not Started An employee who is in open enrollment and has not yet logged in (visible in the "Not Started" circle on the dashboard) No
Open Enrollment Reminder - Employees In Progress An employee who is in open enrollment and has logged in, but hasn't completed shopping (visible in the "In Progress" circle on the dashboard) No
New Hire/Change Events Reminder - Employees Not Started An employee who is a new hire or in a change event with benefits to shop for and has not yet logged in (visible in the "Not Started" circle on the dashboard)  No
New Hire/Change Events Reminder - Employees in Progress An employee who is a new hire or in a change event with benefits to shop for and has logged in, but hasn't completed shopping (visible in the "In Progress" circle on the dashboard) No
Form Signature Reminder An employee who has a pending form (visible in the "Forms With Employees" section of the dashboard) No
Approve Change Request and Open Products
An employee who has experienced a change and can now change their product elections No, but you will be prompted to send when you make a change or approve a change request. Make sure you have this set up under Settings Preferences
Approve Change Request An FYI to an employee who has just experienced a change No, but you will be prompted to send when you make a change or approve a change request. Make sure you have this set up under Settings > Preferences.

 

Standard Maxwell email templates that are not customizable by Advisors and Administrators
These emails will not appear under Tools > Communications > Templates.

Email Subject     Sends automatically?
Employee password reset Maxwell Health- Password Reset Request Yes, an employee will automatically be sent this message if they click Reset Password on their login screen. You can also send this manually from the employee's profile in the Admin view.
Administrator password reset Maxwell Health- Password Reset Request Yes, an Administrator will automatically be sent this message if they click Reset Password on their login screen. You can also send this manually by going to Settings > Administrators > Credentials.
Employee has forms to sign You have forms to sign in Maxwell Health! Yes, an employee who is a new hire or rehire will automatically be sent an email notification after they complete entering their personal information if "Auto-Sending" is turned on for onboarding forms. 

You also have the option of sending an employee an email notification when you send them any types of forms manually.
Employee needs to authorize changes to a form Your action is required on a form in Maxwell Health Yes, an employee will be sent an email notification if an Administrator makes changes to a form the employee has already signed. 
Administrator credentials Welcome to Maxwell Health, you have been added as an Administrator. No, you will send this manually under Settings > Administrators > Credentials.
Employee confirmation of benefits Thank you for confirming your benefits! Yes, an employee will automatically be sent this message after they click Submit Enrollment in the shopping experience.
Open Enrollment automatic reminder email

Reminder! Please make your benefit elections by {{enrollmentDate}}

Yes, if the "Reminder Emails" setting is turned "ON" when setting up an annual Open Enrollment in Maxwell, an employee who has not yet checked out of shopping will automatically be sent this email 2 business days before the Open Enrollment End Date.
Administrator reminder to end Open Enrollment

It's time to close out your Open Enrollment

Yes, this will send to the Administrator or Advisor who created and last updated the OE in Maxwell two days after the shopping end date if they haven't yet closed out the OE. This email is a friendly reminder on next steps.
  

Preview of email templates that are not customizable

Open Enrollment automatic reminder email

Employee password reset

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Administrator password reset

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Employee has forms to sign

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Employee needs to authorize changes to a form

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Administrator credentials

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Employee confirmation of benefits

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Administrator reminder to end Open Enrollment

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Note: All emails are sent from noreply@maxwellhealth.com.

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