Welcome to the admin guide for setting employee email dates for enrollment. This document will help you understand how to configure the dates for sending out employee emails regarding their enrollment period. When onboarding, admins can choose a date to send invitation emails to their employees who were previously added to the employee roster or people table. Please follow the instructions below to ensure a smooth and timely setup.
Setting the Email Notification Date
As an admin, you can set the email notification date to ensure employees are informed about their enrollment period. Here’s how it works:
Determine the Plan Start Date: The plan start date is crucial as it sets the timeline for the enrollment period. For example, if the plan start date is July 1, 2024, the enrollment period begins on May 1, 2024, which is 60 days prior.
Select an Email Notification Date:
You can choose a date to send out emails any time in the month prior to the enrollment period start or during the enrollment period.
For example, if the plan start date is July 1, 2024, you can set the email notification date between June 1, 2024, and June 30, 2024.
Minimum Notification Period:
To ensure employees have enough time to review and select their benefits, you must choose an email notification date that is at least 15 days before the eligibility date.
If you are setting up the roster within 15 days of the eligibility date, the system will automatically send out emails on a predefined schedule (e.g., immediately, the next day).
Best Practices:
Ideally, set the email notification date 45 days before the eligibility date. This gives employees ample time to consider their options.
At a minimum, employees should receive the email 30 days before the eligibility date.
Consider making the notification period a configurable setting, allowing flexibility to adjust the timing as needed.
Example Scenario
Let's walk through an example to clarify:
Plan Start Date: July 1, 2024
Eligibility Date: July 1, 2024
Enrollment Period Start: May 1, 2024 (60 days before the eligibility date)
Email Notification Date Options: Any date between May 1, 2024, and June 30, 2024.
Minimum Notification Date: June 15, 2024 (15 days before July 1, 2024)
If you choose to send out emails on June 7, 2024, this provides 23 days before the eligibility date, giving employees ample time to review and enroll in their benefits.
By following these guidelines, you will help ensure that employees are well-informed and have sufficient time to enroll in their benefits, leading to a smoother and more efficient enrollment process. Click continue once a date is selected to navigate back to the home dashboard.
See also --> Send an Invite link