The Contacts tab offers a list of responsibilities and Client Site access levels that you can assign to various team members at your company to help with program administration.
The Contacts page contains the following sections:
Program Responsibilities: person responsible for designated program administrative duties.
Active Contacts: list to view/edit active contacts and a link to add new contacts.
Expired Contacts: contacts who no longer have access to the site or designated program administrative duties.
Responsibility Description: description of what each ‘Program Responsibility’ means.
About Responsibilities: further information about responsibilities and who to designate.
Program responsibilities
Review the Contacts page to update the responsibility listings, ensuring that HealthEquity contacts the correct individuals for specific action items, such as member escalations and benefit funding processing.
Note: If you only enter one Responsibility Contact, that one contact will pre-populate as the contact for all other responsibilities.
Please reach out directly if you need to update your Invoicing Distribution list, as changes must be made internally. This will ensure invoices are sent directly via email. Multiple contacts can be included.
Click the “?” icon next to Program Responsibilities to learn more about what each responsibility means.
Steps to add/modify a responsibility:
Click Company > Contacts.
In the 'Program Responsibilities' section, click ‘Edit.’
Select the appropriate contact for each responsibility.
Click ‘Save.’
Creating a new contact
Access to the client site requires creating a contact. Contacts can be granted either full or limited access. Only a ‘super user’ or a user with permission to modify contacts can grant a new contact access to the portal.
Steps to create a new contact:
Click Company > Contacts.
In the 'Active Contacts' section, select ‘Add New Contact.’
Fill in the contact information for each required field (marked with an asterisk).
Check the distribution lists you want your contact included in (optional).
Choose the level of privileges (access) for the contact:
Super: access to the entire site, including ALL special privileges
Basic: access to the entire site, EXCEPT special privileges (unless selected)
Basic (Commuter Only): access to the entire site, EXCEPT special privileges (unless selected)
Reports: access to all reports on this site ONLY
Funding Report ONLY
Employer Parking: access to the Employer Parking pages ONLY
Employer Transit/Vanpool: access to the Employer Transit/Vanpool pages ONLY
COBRA Only: access to the COBRA Employer Site ONLY
None: no access to the Employer Site
Create a username and password. The contact will be prompted to change the password upon their first login.
Save the new contact information.
The new user must verify their email address before they can access the client portal.
Note: The client portal is time sensitive. If the steps above aren’t completed in one sitting, you may be logged out and will need to start over.
Modifying a contact
The 'Contacts' tab provides a list of responsibilities and Client Site access levels that can be assigned to different team members to assist with program administration.
To modify a contact, you will either need to be a super user or have permission to modify contacts.
Steps to modify a contact:
Click Company > Contacts.
In the 'Active Contacts' section, find the team member to modify and click ‘View/Edit.’
From here you can update their contact information, distribution list selection, and modify their access levels.
Click ‘Save’ to update the contact.
Note: If the contact needs help logging in or a new username/password, please visit the New Account Login support center article.
Removing a contact
Remember to cancel a contact’s access and responsibilities if they leave your company’s employment or change roles.
If contact is listed under the Program Responsibilities section, you will need to update responsibilities to a new contact first before being able to proceed with cancelling contact’s site access.
Steps to remove a contact:
Click Company > Contacts.
In the 'Active Contacts' section, find the team member to remove and click ‘View/Edit.’
Enter an end date in the ‘Cancel All -- Lists, Responsibilities and Access section.’
Click ‘Save.’
You may reinstate a previous cancelled contact by removing the end date under ‘Cancel All’ field at any time.