There are three primary methods to enroll members in your client portal: Manual Enrollment, Program Sponsor File (PSF) Upload, and Express Enrollment. Below is a step-by-step guide for each method.
Manual Enrollment
Manual enrollment can be done by Super and Basic+ users. Follow these steps to manually enroll a new member.
Select the 'Participant' tab from the Dashboard, then click the blue 'Add/Participant' link in the upper right-hand corner.
A notification will appear regarding the "Auto Save" feature, which ensures your data is saved if you are logged out during the session. Click 'OK' to proceed.
Enter the member’s information on the Profile page:
Participant Information or Employee ID: Optional. Enter a verifying ID if applicable.
Unique ID or SSN: Required. Enter the member's Social Security Number or other identification number.
Last Name: Required. Enter the member's legal last name.
First Name: Required. Enter the member's legal first name.
Middle Initial: Optional.
Date of Birth: Required. Enter in MM/DD/YYYY format.
Gender: Select from Unknown, Male, or Female.
Mailing Address: Required for sending cards or materials.
Work Address: Optional, used as an alternative address if needed.
Email Address: Required for multifactor login and communication purposes.
Phone Number: Required for multifactor login and contact purposes.
Hire Date: Required. Enter the date the member was hired.
Employee Termination Date: Optional, but enter this information when the member leaves the company.
Benefit Group Code: Defaults to Active.
Payroll Group Code: Defaults to NONE, but can be customized.
Payroll Group Effective Date: Enter the date the payroll group code takes effect.
Location Code & Company Code: For internal use, if applicable.
Click 'NEXT' to review the information entered. You can then choose to 'Save Enrollment' or 'Save Enrollment and Enroll in HC & DC Plan.'
Add enrollment details:
Enter the 'Coverage Effective Date' and the 'Date Enrollment Form was Signed.'
Click Search to pull up all applicable plans. Enter the Annual Amount for the HRA or other benefits if required.
Program Sponsor File (PSF) Upload
This method is used for bulk enrollments. Here’s how to do it:
Navigate to the Files tab, and select 'Program Sponsor File.'
Download and complete the 'Profile/Enrollment Template (PRO/ENR)' following the instructions in the File Creation Instructions tab. Ensure the file is named correctly.
Upload the saved file by clicking on 'Upload File' and selecting the file from your computer.
The file will initially be marked as "Pending," which may take up to 15 minutes for initial processing. Full posting to members’ accounts can take up to 24-48 hours.
Review the results to check for any errors or advisories.
When completing the template, please utilize the File Creation Instructions tab to create and save the file with the correct format and naming convention.
The Plan Codes for the upcoming Health Care and Dependent Care FSA are HCFSA2025 & DCFSA2025, respectively.
Important: If a member is not enrolling, do not click in the Election Amount at all. Additionally, do not enter a $0 enrollment and do not select "Un-Enroll". This may cause an error for you if you do.
Express Enrollment
Express Enrollment allows you to enroll members quickly and efficiently.
Please note this can only be used during the Open Enrollment period.
Navigate to the 'Participants' tab and click 'Search.'
Select 'Enter Elections (Express)' from the upper right-hand corner.
Confirm that you are entering elections for members already in the system.
Select the plans, set the Coverage Effective Date, and sort your members as needed.
Enter the election amount for each plan.
Note: If a member is not enrolling in a plan, do not enter anything in the Election Amount field or select "Un-Enroll."
Review and save your entries. A report can be generated for validation.
Important Notes:
For all methods, ensure you follow the proper steps to avoid errors, particularly when entering election amounts.
Members must be re-enrolled every plan year; there is no automatic enrollment feature.
This guide provides a comprehensive overview to help you efficiently manage member enrollments through the client portal.