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. 

In this article, you'll find:

Customizable Email Templates

These emails are available and you can read the full body text of customizable templates 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
Welcome & Plan Select - New Hire A new hire 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
Notify Employee that Life Event was Created An employee who is eligible to review their information or benefits due to a life event that was initiated by the Administrator No
Notify Employee that Event was Reviewed An employee whose life event was just reviewed by the Administrator No
Notify Employee that EOI Request was Processed An employee whose coverage was pending EOI and that EOI request was just processed by their Administrator 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.

 

Maxwell System Email Templates (not customizable) 

These emails may be sent to employees depending on the circumstance in Maxwell. Some send automatically, and some can be sent manually by an Admin or an Advisor.

These emails are not customizable before sending and will not appear under Tools > Communications > Templates. We have provided a sample email template for each below for you to view.

Email Sends Automatically? Sample Email Template

Open Enrollment automatic reminder email

 

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.  

New Hire/Change Event automatic reminder email

 

Yes, if the "Reminder Emails" setting is turned "ON" on the New Hire / Change Event dashboard, an employee who has not yet checked out of shopping will automatically be sent this email 2 business days before their shopping period ends.  Screen_Shot_2019-12-18_at_2.26.43_PM.png 
Employee password reset 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.  Email1.png
Administrator password reset 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.  D26F6025-5719-4F56-A836-DADA446B1545.png 
Employee has forms to sign 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. 
Email3.png 
Employee needs to authorize changes to a form
 Yes, an employee will be sent an email notification if an Administrator makes changes to a form the employee has already signed.  Email4.png 
 Employee form reminder Email
Yes, an employee will be sent an email notification if they have any forms that remain unsigned after 1 business day, and weekly after that.   AutomaticFormReminderEmail.png 

Administrator credentials

 

No, you will send this manually under Settings > Administrators > Credentials.   9B2E7770-542C-4D4C-BBFA-C4522732B1F0.png 

Employee confirmation of benefits

 

Yes, an employee will automatically be sent this message after they click Submit Enrollment in the shopping experience.  Email6.png  

Employee Email Update Alert

Yes, an employee will automatically be sent this message after the email address on their account has been updated. EmailUpdateAlert.png  

Employee Password Update Alert

Yes, an employee will automatically be sent this message after the password on their account has been updated.   PasswordUpdateAlert.png 

Employee Account Temporarily Locked

Yes, an employee will automatically be sent this message after a number of unsuccessful login attempts. AccountLocked.png  

Administrator reminder to end 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.  Screen_Shot_2018-12-10_at_1.53.50_PM.png 

 

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

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