Enrollment

access level enrollment specialist (full access), payroll advisor (edit), sales representative (view only) module leads lead card in this area, you can manage client onboarding and document collection after a quote has been signed and submitted the enrollment tab allows users to send important forms for the client to complete review employee applications (active or terminated) manage onboarding documents for both the company and its employees handle email notification reminders access the certificates modal, where users can create, request, and process certificates for clients 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 enhancement 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 this enhanced tracking helps teams monitor document completion rates follow up on pending forms more effectively maintain accountability for customer communications generate compliance reports when needed employees this section manages the formal onboarding process for each employee you can filter employees by active or archived status by default, the view only shows active employees ℹ️ note recent improvements have streamlined employee record updates by removing unnecessary client signature fields this makes the onboarding process more efficient and reduces potential errors key actions include send employee creation form send an onboarding form for a new employee directly to the customer to complete add employee manually complete the employee onboarding form and send it to the employee (with customer approval) an actions menu is available next to each employee's name, allowing you to update pdf manage direct deposit send w 4 form process re hire send separation notice re hire ℹ️ note the separation notice form is only available through the actions button in the employees tab select the dropdown menu next to the employee's name to access this option process re hire ℹ️ note process re hire function automatically pre fills previous employee information including date of birth (dob) address gender social security number (ssn) documents in this section, users can view, manage, and download 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 ✅ success a green confirmation box will appear upon successful actions 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 enrollment dashboard connection the information managed in this tab connects directly with the broader enrollment process tracked in the enrollment dashboard as documents and forms are completed, the customer will progress through the currently enrolling stage toward being sent to bind and ultimately bound troubleshooting & escalation common issues workflow not sending symptoms selected workflow doesn't send to customer possible causes no valid contact selected email address invalid workflow template missing system queue backed up resolution steps verify contact has email address try different contact check email validity wait 5 minutes and retry cannot add employee symptoms add employee form won't submit possible causes required fields missing ssn already exists invalid data format spanish app toggle issue resolution steps check all required fields verify ssn not duplicate ensure phone is 10 digits toggle spanish app before saving documents not uploading symptoms drag and drop or upload fails possible causes file size too large (>10mb) unsupported file type browser blocking upload network timeout resolution steps reduce file size convert to pdf format try different browser check internet stability certificate request failing symptoms submit cert request not working possible causes customer not active status payment method issue (wos) required fields missing system validation error resolution steps verify customer is active check payment method valid complete all cert fields review wos fee if applicable state documents not retrieving symptoms retrieve all state documents fails possible causes sunbiz connection issue business not found in state api timeout permission restriction resolution steps verify business registered in fl try individual document download check business name spelling confirm user has permission when to retry vs escalate retry these actions 🔄 workflow sending (wait 5 min) 🔄 document uploads 🔄 employee form submission 🔄 state document retrieval escalate immediately for 🚨 all workflows failing 🚨 cannot add any employees 🚨 document corruption 🚨 certificate system down escalation process level 1 team lead/manager workflow template issues employee application problems certificate approval document access rights level 2 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 questions about permissions? review the user roles & permissions matrix to understand access levels