Enrollment

access level enrollment specialist (full access), payroll advisor (full access), sales representative (full access) module leads lead card in this area, you can manage client onboarding and document collection after a quote has been signed and submitted workflows users can send customers electronic forms in this section by selecting the desired document you can also manually search for a specific workflow by typing directly into the search field some forms allow you to select a specific contact from the client's lead card to send the document to when sending documents ✅ success a green text box will appear in the upper right corner if the document is successfully sent ❌ error a red text box will appear if there is an issue with sending the document you can track sent documents in the previously sent workflows section workflow tracking previously sent workflows now display comprehensive tracking information who sent the form the user who initiated the workflow when it was sent exact timestamp of when the document was dispatched recipient details which contact received the form current status whether the form is pending, completed, or expired ✅ success all workflow activities are now automatically logged in the system when documents, letters, or notifications are sent through the enrollment tab, a detailed log entry is created for complete audit trail visibility employees this section manages the formal onboarding process for each employee by default, the view displays only active employees , but you can filter between active and archived employees active employees have submitted a signed application archived employees are marked as cancelled and are no longer active with the company ⚠️ important notes the employee list shown here may not always be fully accurate—especially for older clients whose rosters haven’t been cleaned up by a payroll advisor for the most accurate and up to date employee list, refer to the pro software employee list via the payroll card on the payroll dashboard , or view it directly in pro software duplicate employee entries may appear if onboarding applications were sent multiple times it’s common to see a cancelled application alongside an active, signed version for the same employee when a client is cancelled or terminated , all employees with a signed status will be automatically marked as cancelled (new feature) employee details for each employee listed, you'll see key information such as application status name contact info (email and phone number) wc code pay rate active date 48hrs after signdate if client is bound if client is sold status the active date = bind date signed date carrier actions dropdown menu employee management options next to the filter dropdown at the top of the section, you’ll see two key buttons send employee creation form sends a new onboarding form directly to the customer to complete add employee allows you to manually complete the onboarding form and send it to the employee (requires customer approval) each employee entry also includes an actions menu with the following options update pdf send direct deposit form send w 4 form send separation notice re hire pre fills the employee's previous details, including date of birth (dob) address gender social security number (ssn) documents in this section, users can view , manage , and download the necessary documents for the customer each document displays its file name and upload date uploading documents drag and drop files into the upload area select the box to browse and select files action buttons (top right corner) show lead's drive folder opens the customer's drive folder for viewing and editing retrieve all state documents opens a pop up to select and download individual documents or retrieve all available state documents reminders this section manages automated reminder communications during the onboarding process when a workflow form with reminder settings is sent to a client a row is added to the reminders tab for tracking if the client completes the form, the status changes to signed and reminders stop if the status remains not signed , reminders will continue unless manually disabled reminder control icons bell without a line = reminders are disabled bell with a line = reminders are active you can toggle reminders on or off as needed using the purple bell icon certificates this space allows users to request certificates on behalf of clients by selecting the submit cert request button if the user is in bad standing such as pending cancellation , or cancelled the submit cert request button will be greyed out with a warning pop up letting users know that the customer is in bad standing ℹ️ note this should only be used if the client cannot process the request through the client portal or mobile app additionally, you can view all certificates requested either by the client or on their behalf for each certificate, users can send view download delete ⚠️ warning when requesting a wos certificate for a client whose payment method is credit card or credit card amex , the system will attempt to charge the wos fee if the payment is approved, the request will be created automatically if the payment is not approved, the request will not be processed please review this article for more details waiver of subrogation (wos) certificates requested through this method will create tasks in the certificate tab of the data dashboard for processing escalation process level 1 it help desk system send failures upload functionality broken api connection issues database errors how to submit an it help desk ticket 📌 tip see how to submit a support ticket for detailed instructions quick reference navigate to help in the navigation bar select it help desk include workflow type, employee name, document type screenshot error messages note customer status and carrier next steps after completing enrollment activities payroll tab manage the customer's payroll information accounting tab set up payment methods enrollment dashboard track overall enrollment progress 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation