One of the first things you’ll want to do after logging into Maxwell for the first time is set up your Employer Preferences. You can find this page under “Settings.” In this article, we’ll review each Employer Preference.
Before we begin, please note that only Master Administrators have access to the Employer Preferences.
Default reply-to address
Here, you can enter in an email address that you’d like to be the default reply-to address on all communications that are sent to employees from the Maxwell system. This will save you time when you go to manually send emails, as the email will already be populated as the “Reply To:” address, which you can always update if needed.
Note that all emails sent from the Maxwell system are sent from the email address “email@example.com.” However, if the employee does reply to the email, it will be sent to the reply-to address, if specified.
Default welcome email template
Here, you can choose your default welcome email template, whether it’s the Maxwell system template “Welcome & Plan Select - New Hire” or a customized email template you’ve created on your own. When you go to add a new employee (whether individually or in bulk via Bulk Upload), the welcome email template you selected here will default as the choice, which you can always change to another email template if you’d like.
Fields required when adding dependents
Here you can determine which fields (if any) should be required for the employee to complete when they add a dependent to their profile. If you have an EDI connection, we recommend requiring SSN, as many carriers need that information to enroll dependents.
- This preference does not require the Administrator to enter this information when editing dependents information. However, if SSN is required and has been entered on the dependent, the Administrator will not be able to delete the SSN (only update it).
- If you already have dependents in the system when you update this setting, the required fields will only apply to new dependents and to any existing dependents if the employee or HR administrator goes to edit their information.
Most of the time, you'll want to have sandbox mode disabled. This means your Maxwell portal is up and running.
You may want to have your portal in sandbox mode when you first receive it from your Advisor. This allows you to do testing as while in sandbox mode, employees cannot log into Maxwell, and any data connections (including integrations and EDI) will fail. You can test employee communications and system notifications at this time, as emails will not send to employees. Enter the email address where the emails should be sent so you can make sure everything looks good. Please note that any changes you make while in sandbox mode will remain after sandbox mode is disabled, so you'll want to be careful about removing any test employees after you add them.
With this setting, you can determine if the Maxwell system should automatically update an employee’s enrollments in salary-based benefits to reflect the new coverage and costs after an update is made to the employee’s salary (whether via the employee profile or Bulk Upload). If you choose, you can set the enrollments to update:
- Immediately as of the date the new salary is entered
Example: If the new salary is entered on 11/1, enrollments will update effective 11/1. If the new salary is entered on 11/2, enrollments will update effective 11/2.
- First of the month following the date the new salary is entered
Example: If the new salary is entered on 11/1, enrollments will update effective 12/1. If the new salary is entered on 11/2, enrollments will update effective 12/1.
- First of the month coinciding with or following the date the new salary is entered
Example: If the new salary is entered on 11/1, enrollments will update effective 11/1. If the new salary is entered on 11/2, enrollments will update effective 12/1.
There is also an option to update coverage manually. By choosing that option, you’re confirming the default behavior of the system.