If a Client already exists in FormFire, there's no need to start from scratch to get them ready for open enrollment. You'll just need to make sure the information in FormFire is accurate and up-to-date by doing a little bit of housekeeping.
First, from your Client Dashboard, choose Client Details from the orange context menu next to the Client's name.
In Employer Information, make sure the following items are correct / updated (if they've changed):
- Group Contact Name and Email Address
- Pay Period
- Number of Employees
- Employer Options
Then, scroll down to the Workflow dates and make sure the following items are correct / updated (if they've changed:
- Prescreen Open Date
- Prescreen Close Date
- Plan Selection Open Date
- Plan Selection Close Date
- Effective Date
Make sure the offered coverage lines and plans are up-to-date if making any changes from the prior year.
Save your changes on the Client Details page and go back to the Client Dashboard. Then, choose Employee List from the orange context menu.
Then, select + Add Employee to create the placeholder accounts for the new Employees.
Select the number of Employees you need to add and enter the following pieces of information:
- SSN Last 4
- Last Name
- First Name
- DOB (MM/DD/YYYY)
NOTE: You MUST have the correct information for each Employee you add. If not, then FormFire cannot merge the placeholder account to the account that the Employee creates.
You should also review the list of Employees and remove those that are no longer working for the Group.
Select Save Employees to add the placeholder accounts in FormFire. At this point, head back to the Client Dashboard and choose Manage Forms from the orange context menu.
Your next step is to verify the correct and current Carrier forms are loaded. You can even select Employer forms, if required, to be filled out by the Carrier. Select Save before exiting.
Lastly, head back to the Client Dashboard and select Employer Communication from the orange context menu.
Under the Type of Letter you can select what letter you need to send:
The person designated as the HR Contact will be pre-populated as the recipient. If you'd like to send the letter to someone else, choose Not in the list above and type another name and email. If you have a Group that has both new and returning Employees, you will need to send both the Welcome and Welcome Back letters. For more information on Employer Communication, click here.