How to use Assisted Enrollment in Quote+

Assisted Enrollment allows you to select, price, and waive benefit coverage on behalf of an Employer's Employees, including Employees who haven't registered a FormFire account. It replaces Group Plan Assign, and expands broker-assisted enrollment to every coverage line you offer: Medical, Dental, Vision, Life, LTD/STD, Critical Illness, and other ancillary products.

Once Carrier plans and pricing are obtained through a Proposal, you'll set up the plan(s) and pricing under Manage Products before assigning coverage in Assisted Enrollment. More information on that process is available here.

Note: Add pricing to every plan on Manage Products before you start selecting in Assisted Enrollment. Assisted Enrollment calculates each Employee's price from that setup and doesn't let you type a price directly.

In this article

• Before you start
• Finding Assisted Enrollment
• How to assign coverage
• No Account vs. Registered
• Medical, Dental & Vision
• Ancillary coverage
• Waiving coverage
  • Children waive as a group
  • Required coverage lines can't be waived
• Qualifying Life Events
• Editing after a signature
• Removing a mistaken product
• The save disclaimer
• Best practices
• Frequently asked questions

Before you start

Assisted Enrollment reads its setup from elsewhere in the Employer's account, so a few things need to be in place first:

• Assign coverage lines. On the Configure Plan Selection page, assign at least one coverage line to the Enrollment. Until you do, the Assisted Enrollment tile stays disabled.
• Add pricing to every plan. Set up Employer contributions and Employee monthly premium rates on Manage Products before you start selecting.
• Set up Employee Classes (optional but recommended). If different groups of Employees should see different products, configure classes first. Without them, every eligible Employee sees every product on that coverage line.

Finding Assisted Enrollment

Go to the Employers page.

Find the Employer. Select the kebab menu, then choose Edit to access the Employer Hub.

In the Employer Hub, select Enrollment to access the Enrollments page.

Note: To access, the Employer must have enrollment unlocked. Enrollment can be unlocked on Step 3 of a Proposal when MHQ (Medical Health Questionnaire) is enabled, or from the Employer Hub.

On the Enrollments page, add a new Enrollment or edit an existing one that's still open, to access the Enrollment Hub.

In the Enrollment Hub, select Assisted Enrollment to access the Employer's Assisted Enrollment page.

Note: This link was previously labeled Group Plan Assign.

You'll land on a page titled Assisted Enrollment, with one tab across the top for each coverage line you assigned: Medical, Dental, Vision, Life, and so on. Each tab lists everyone eligible for that line, along with their Relationship, Class, Status, Products dropdown, Employee Price, and Waive checkbox.

How to assign coverage

Once you're on the Assisted Enrollment page:

Select the coverage-line tab you want to work in (e.g. Medical, Dental, Life).

Use the search box to jump to an Employee by name, the toggle to show or hide dependents, and the status filter to narrow the list, until you find who you want to assign.

For that Employee or dependent, either pick a plan from their Products dropdown, or check Waive if they're declining coverage on that line.

• Picking a plan: see Medical, Dental & Vision or Ancillary coverage depending on the line.
• Waiving: see Waiving coverage.

Repeat for each Employee and dependent on the tab, then repeat for each coverage-line tab you need to fill in.

Handle any special cases as they come up.

• No Account Employees can have historical or back-dated selections entered the same way; see Staging historical elections.
• A Registered Employee's Qualifying Life Event is handled by logging in as them from their own record; see Qualifying Life Events.
• A wrong pick can be pulled via the guided removal flow; see Removing a mistaken product.

When you're done, select Save Plan Assignments.

Note: Leaving the page with unsaved changes prompts a warning first.

Review the disclaimer that appears and select Complete to finish; see The save disclaimer for what it covers.

Once every Employee you need is assigned, send the completed Employer to the Carrier for enrollment.

Only Registered Employees who've reached Completed status are included; a No Account Employee's entry stays in your records until they register and sign, so confirm anyone who needs coverage submitted to the Carrier has done that first.

No Account vs. Registered

Every Employee's Status column shows one of four values: No Account, Not Started, Updating, or Completed. It's worth knowing which is which, because it changes what happens when you save.

No Account: The Employee has never created a FormFire account. Your selections save directly to the Employer's records. There's no Employee-facing FormFire account to sync to, and no signature is collected.

Note: Assisted Enrollment doesn't notify a No Account Employee or invite them to create an account on its own. To do that, send a Welcome or Account Creation Reminder communication separately, from the Employer Hub or Enrollment Hub.

Not Started, Updating, and Completed all mean the Employee is Registered: They have a FormFire account login, and the status reflects how far they've gotten through their own enrollment:

• Not Started: Registered, but hasn't begun the MHQ or plan selection.
• Updating: Actively entering information.
• Completed: Finished plan selection and signed.

Selections you make for any Registered Employee push straight to their Benefits tab. Whether it affects a signature depends on which of the three statuses they're in; see Editing after a signature.

Staging historical elections for No Account Employees

If you're bringing an Employer's existing book of business into FormFire (coverage Employees already have from a prior system or plan year), you don't need everyone to register first. Enter their selections directly from Assisted Enrollment the same way you would a current election, including back-dated ones.

• Historical selections save to the Employer's records immediately, the same as any other No Account entry: there's no Employee-facing account to sync to and no signature required.
• These selections still appear on the Plan Selection Report, so historical data lines up with what's reported going forward.

Note: Historical or back-dated changes save internally to the Employer's record but aren't pushed to an Employee's live FormFire account, even if they register later. See Frequently asked questions.

Medical, Dental & Vision

Pick a plan from an Employee's Products dropdown and their Employee Price fills in automatically: the plan's price minus the Employer's contribution, pulled from Manage Products. If you've already made selections in an earlier visit, they repopulate automatically when you reopen the page.

For Registered Employees, saved selections show up on their own Benefits tab right away. If they're Not Started, your picks become their starting point when they begin; if they're Updating or already Completed and the window is still open, you can still change their selection here, exactly as if they'd done it themselves.

Ancillary coverage

Ancillary products display differently depending on how they're priced:

• Priced by increment or salary multiple (e.g., a set rate per $1,000 of coverage): You'll see a slider instead of a typed field. Drag it to the desired coverage amount, and the Monthly Cost field updates live and stays read-only.
• Age-banded or flat-rate products: No slider appears; the price calculates automatically once a plan is selected.

Either way, the math happens on the server from the rates set up in Manage Products, so there's nothing to calculate by hand.

Waiving coverage

Check the Waive box next to anyone declining coverage; this disables their Products dropdown and asks for a waive reason.

Children waive as a group

Carriers require child dependents under one Employee to share a single coverage tier, so they can't be waived one at a time. Checking or unchecking Waive on any child prompts a confirmation that applies the same change to every child under that Employee. A spouse's waive status is independent and isn't included in that grouping.

Required coverage lines can't be waived

If the Employer has Require Employee Life, Require Employee STD, or Require Employee LTD turned on, the Waive checkbox is disabled on that specific tab; each setting only locks its own coverage line.

Good to know: The Employee's FormFire account stores only one waive reason per coverage line, shared across a spouse and dependents. If you waive more than one family member on the same line, only the most recently entered reason is kept.

Qualifying Life Events

A Qualifying Life Event (QLE), like a new dependent or a change in marital status, lets an Employee update coverage outside the regular enrollment window. How it's handled depends on the Employee's account status:

• No Account: Add or update the dependent directly from Assisted Enrollment, any time, even for a past enrollment.
• Registered: The Employee can log in and handle it themselves, same as always. If you're handling it on their behalf, go to the Employee's own record from the Employer Hub and select Log In As Selected User to step into their account, then update their information, enter the QLE reason, and complete the sign-off for them.

Editing after a signature

If an Employee's status is Completed (meaning they've already selected a plan, signed, and submitted) and you change that selection later through Assisted Enrollment, their signature timestamp updates to the moment of your change. You don't need to collect a brand-new signature; both you and the Employee get notified of the update.

For Employees still in Not Started or Updating status, there's no signature yet; your changes just update their in-progress selections.

Note: If the Employee makes their own change after you've touched their selection, their choice takes precedence and overwrites what you set.

Removing a mistaken product

Added the wrong product to an enrollment, including a back-dated one? You can remove it directly:

• If no one has selected it yet, it's removed immediately.
• If one or more Employees already have it selected, you'll see a confirmation listing exactly who's affected before anything changes.

Confirming clears the selection for every Employee listed (including, for Registered Employees, inside their own account), and their row on the Plan Selection Report shows No Plan Selected afterward.

The save disclaimer

Selecting Save Plan Assignments opens a disclaimer you'll need to review and select Complete to continue. It's not a one-time notice; it shows on every save. It covers:

• Pricing needs to already be added to the benefit plans in the enrollment.
• For automated documents and forms to send, each Employee needs to be in Complete status.
• Changing a selection after an Employee has signed and submitted updates their signature timestamp to the most recent change.

If you don't want to complete an assignment this way, select Cancel to return to the previous screen. You can also leave a plan unassigned and have the Employee log in to select and sign for it themselves.

Best practices

• Assign coverage lines and load plan pricing before opening Assisted Enrollment; the page can't calculate a price it doesn't have.
• Set up Employee Classes ahead of time if different groups of Employees should be offered different products.
• If you're migrating an Employer's existing book of business, enter historical selections for No Account Employees before opening the group for its next enrollment window, so past and current elections don't mix.
• Agree on a single waive reason with the family before entering it; only the most recent entry is kept per coverage line.
• For a Registered Employee's QLE, step into their account from their own record in the Employer Hub (Log In As Selected User) rather than looking for that option on the Assisted Enrollment grid; there isn't one there.
• Read the affected-Employee list carefully before confirming a product removal; it's your last chance to catch the wrong one.

Frequently asked questions

Do changes to a past enrollment reach the Employee's FormFire account?
No. Changing a waive selection or plan on a closed or back-dated enrollment saves internally to the Employer's record but isn't pushed to the Employee's FormFire account.

What happens if I delete an Employee entirely?
They're removed from the Plan Selection Report completely: both past and current enrollments. This can't be limited to just the current period.

Can a spouse and a dependent have different waive reasons on the same line?
Not currently. The Employee’s FormFire account keeps a single waive reason per coverage line, and the most recently entered one overwrites any earlier entry for that line.

Why is the Waive checkbox disabled for someone?
The Employer most likely requires coverage on that line; check the Require Employee Life, STD, or LTD settings on Configure Plan Selection.

I don't see the Assisted Enrollment link. Where is it?
Look in the Enrollment Hub; this link was previously labeled Group Plan Assign. If it's disabled, no coverage lines have been assigned yet on Configure Plan Selection.