Reviewing and Update Open Enrollment Event Settings

Events are structured processes for employees to change their information through the employee portal. Events must be enabled and configured before employees can initiate them from the employee portal. Once the event is active and configured, it will be available for employees to start. For our example below, we will be configuring the "Open Enrollment" event.

We offer a video training for this topic on Arcoro Learning.

1. Expand Setup and click Setup Properties from the menu.

   

2. Hover over 'Employee Portal Setup' and click Employee Portal.

   

3. Click the Events tab.

   

4. You will see a list of commonly used events for employees. Each event offers a set of properties that can change how the event will be viewed by the employee and what they can do.

   

5. Click the name of an event to configure. For our example, we will modify the open enrollment event.
6. The "Properties" tab allows you to configure the general properties of the event, whether the employees can initiate the event from the employee portal, and whether the event requires admin approval. For our example, we will enable/disable the following option(s). Click Save when finished and proceed to the next tab.

   

   • Active - This event can be initiated from the Employee Portal - Enable this option so employees can start the event from the employee portal.
   • Employee Changes are automatically confirmed in the system without Administrative Review - Enable this option so any employee changes do not require administrator approval.
   • Employee can add dependents (if 'Dependent Information' step is checked) - Enable this option so employees can add dependents during the event. 
   • When collecting Emergency Contact information, require at least X Emergency Contacts - We require at least one emergency contact from employees.
   • Require an Event Date be entered when Event is initiated - Event dates are typically only necessary during mid-year changes, so this option and related sub-options can be disabled for an annual/open enrollment event. 
   • Require each Event Step to be completed in order - Select this option so employees must complete event steps as given. For example, the "Dependents" step should be completed prior to benefit elections. 
7. The "Steps" tab allows you to adjust the steps relating to an event. Click Save when finished and proceed to the next tab. 

   

   • Include - The following steps should be included in the event with the "Include" checkbox from the left-hand side:
     • Instructions
     • Acceptance
     • Personal Information
     • Dependents
     • Benefit Elections
     • Beneficiary Assignments (Requires Benefit Elections Step)
     • Emergency Contacts
     • Review (Required)
   • Read Only - The steps should not have "Read Only" enabled so employees can interact with the included steps.
   • Eligibility Rule - The "Eligibility Rule" drop-down menu should be set to "-- All Employees Eligible --" so all employees can interact with the event.
   • Instructions - Some "Instructions" fields will be grayed out as the event will have default language, while other steps can have individual instructions entered. Other fields allow you to provide instructions for your employees. 
8. The "Benefits" tab allows you to enable and configure the following benefits. Enable each option that applies to each benefit for the event. Any benefit that should be shown in your open enrollment event should be enabled in the "Included in Event" column. Depending on the event, enable the appropriate benefit options. For example, if a benefit would expect that a spouse would gain coverage elsewhere, then the option to increase coverage would not apply. When configuring the event options, it may help to click Select All to enable all options except "Read Only", set the "Restrict Increase in Coverage" to default to 0, and make further adjustments. Click Save when finished and proceed to the next tab.

   

9. The "Documents" tab allows you to upload relevant event documents for your employees to download and review. For each document record, you can provide a downloadable file. It is best practice to provide any benefit guides/resources for your employees to better understand their benefits before making their selection. Proceed to the next tab after adding relevant documents.

   

   • Eligibility Rule - The eligibility rule allows you to specify employees eligible to view and download the document.
   • Form Download - The dropdown menu will list documents uploaded for the employee portal.
   • Documentation Instructions - Instructions related to the document for employees.
10. The "EOI" tab allows you to enter custom messages on the "Summary" step for employees if a benefit selection requires evidence of insurability, if the selected elections require it. The event can be set to go into a "Pending" state if "EOI" is required,  only for elections that require EOI, or for elections that are dependent on other events that require EOI. For example, if voluntary employee life requires EOI and spouse life is dependent on employee life, it will pend both elections for EOI. Click Save when finished and proceed to the next tab.

    

11. The "Apply To" tab allows you to apply your configuration from the current event to other events by selecting the events you want to receive the configuration, clicking the Actions dropdown menu, and clicking Save. Any existing configuration of the selected events will be overwritten.