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 the system is accurate and up-to-date by doing a little bit of housekeeping.
First, from your Client Dashboard, choose Client Details from the orange 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 Workflow Options and make sure the following items are correct / updated (if they've changed):
- Open Date
- Close Date
- Effective Date
- Correct Workflow selected
NOTE: Make sure the offered coverage lines and plans are up-to-date if making any changes from prior year.
Save your changes on the Client Details page and go back to the Client Dashboard. Then, choose Employee List from the orange menu.
Then, click + Add Employee to create the placeholder accounts for the new employees.
Select the number of employees you need to add and enter in 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.
Click Save Employees to add the placeholder accounts in FormFire. At this point, head back to the Client Dashboard and chose choose Manage Forms from the orange 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. Click Save before exiting.
Lastly, head back to the Client Dashboard and chose Send Welcome Letter from the orange menu.
Under the Type of Letter:
- Choose Send Welcome Back Letter for renewing clients with returning users
- Choose Send Welcome Letter for new users
- Choose either Send Welcome Back Letter (Spanish) or Send Welcome Letter (Spanish) for employees that speak Spanish
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.
The HR Manager will provide the employees with the hard copy of the Welcome Back Letter or Welcome Letter (depending on which letter the employee needs). The letter includes steps for the employees to:
- Log back into their accounts
- Reset their passwords
- Create an account if new to the client