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.
Sends Automatically? | Sample Email Template | |
Open Enrollment automatic reminder email
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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
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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. | ![]() |
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. | ![]() |
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. | ![]() |
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. |
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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. | ![]() |
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. | ![]() |
Administrator credentials
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No, you will send this manually under Settings > Administrators > Credentials. | ![]() |
Employee confirmation of benefits
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Yes, an employee will automatically be sent this message after they click Submit Enrollment in the shopping experience. | ![]() |
Employee Email Update Alert |
Yes, an employee will automatically be sent this message after the email address on their account has been updated. | ![]() |
Employee Password Update Alert |
Yes, an employee will automatically be sent this message after the password on their account has been updated. | ![]() |
Employee Account Temporarily Locked |
Yes, an employee will automatically be sent this message after a number of unsuccessful login attempts. | ![]() |
Administrator reminder to end Open Enrollment
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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. | ![]() |
Note: All emails are sent from noreply@maxwellhealth.com.