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Set up an existing group in Quote+ for future enrollments (QLEs and new hires)

When you acquire a new client mid-year, their employees may have already completed enrollment outside of Quote+.

Even though the plan is already active, the group still needs to be set up in Quote+. This process shows you how to recreate the group so you can manage new hires and qualifying life events (QLEs) going forward, without re-running enrollment.

Use this process if

Ask yourself:

  • Did you acquire a new client after their plan year already started?
  • Have employees already completed enrollment outside of Quote+?
  • Is the group not yet set up in Quote+?
  • Do you need to manage the group in Quote+ going forward?

If you answered “yes” to all of the above, follow this process to prepare the group so you can manage it without re-running a full enrollment, including:

  • Supporting new hires
  • Processing qualifying life events (QLEs)
  • Preparing for future quoting and renewal

Before you begin

  • Use the AMS+ integration to send your groups to Quote+ whenever possible. AMS+ should be the source of truth.
  • This process uses a temporary future date during setup so you can enable the enrollment settings needed for future QLEs and new hires.

In Quote+, groups are labeled as Employers. When completing steps in Quote+, look for Employer. In AMS+, groups are labeled as Group Records.

Set up the group for future enrollments

Use these steps to recreate the group in Quote+ and prepare it for QLEs and new hires:

Step 1: Get the group into Quote+

In AMS+, open the group’s Group Record.
Use the Quote+ integration to send the record to Quote+. It will be added as an Employer.
Find the Employer in Quote+ and edit it to open the Employer Hub for Step 2: Unlock enrollment features for the group.

Alternate: Manually create the group

If the group was not sent from AMS+:

In Quote+, add the group manually as an Employer.
Enter the required Employer information.
Save.
Add the group’s Employees and Dependents.
Find the Employer and edit it to open the Employer Hub for Step 2: Unlock enrollment features for the group.

If you are creating the group manually, you can also upload a group census:

In Quote+, download the census template.
Add the group’s census information to the template.
Upload the template.

Why this matters:

  • AMS+ is the preferred starting point because it is the source of truth.
  • If the group comes from AMS+, Employee Records may already be available later in the process.
  • If you create the group manually, you will need to add Employee Records.

Step 2: Unlock enrollment features for the group

In the Information section of the Employer Hub:

Select the Enrollment+ tile with the red lock icon.
Complete all required fields.
In Effective Date and Renewal Date fields, enter the group's real effective date and renewal date.

Example: 02-01-2026 and 02-01-2027

Save to unlock enrollment for the Employer.

Important:

  • If the Effective Date is in the past, type it in manually. The calendar picker only works for today or future dates.
  • This step starts the process, but it does not fully set up the group for QLEs or new hires.

Step 3: Add an enrollment to the group

In the Information section of the Employer Hub:

Select the Enrollment+ tile.
Select the Add Enrollment button.
For the Effective Date, enter a temporary future date.
  • Recommended: about 30 days in the future
  • Example: 05-01-2026
For the Renewal Date, enter the correct renewal date.
Set the Plan Selection Open Date to today.
Set the Plan Selection Close Date to tomorrow.
Select Coverage Line Options.
Enable the necessary Plan Selection options.
Enable the necessary QLE options.
Make sure the Show Plans option is enabled for QLE access.
Save.

With the enrollment added, you can now access the Enrollment Hub.

Important:

  • This future date is temporary. It is used to unlock settings that are otherwise disabled.
  • Do not use a date that is too close unless there is a reason to do so. A date farther in the future is safer if you pause the setup and come back later.
  • This is the key workaround in the process. Without the future date, you may not be able to continue.
  • Plan Selection must be open for at least one full day.
  • The Plan Selection Open and Close dates must be today or in the future. They can’t be backdated.
  • You need to enable both workflows, even if your main goal is QLE setup.
  • If you do not enable the setting to show plans for QLE access, employees may not see plans later when they try to enroll as a new hire or through a QLE.
  • If the settings are grayed out, confirm that you entered a future effective date and valid Plan Selection dates.

Step 4: Add products in Manage Products

In Step 1: Configure Enrollment of the Enrollment Hub:

Select the Manage Products tile.
Select the Assign a Product button.
Search and add the products you want to offer.
Enter the pricing details for each product.
Enter the Employer contribution details for each product.
Save at the end of each product’s setup.

Important:

  • Enter the Employer's real pricing and contribution structure.
  • If the group uses Employee Classes, make sure products are assigned so the correct Employees can see the correct plans.

Step 5: Review Employee Records

In the Employees section of the Employer Hub:

Select the View tile.
Review and confirm that all expected Employees and Dependents are present.
Manually add any missing Employees if needed.
If the group uses Employee Classes, assign each Employee to the correct class.

Important:

  • If the group came from AMS+, Employees may already be loaded. Review the list and assign classes if necessary before moving on.
  • If Employee Classes are used and an Employee is not assigned correctly, they may not see the correct plans later.

Step 6: Confirm the group is ready

Go back and reset the enrollment Effective Dates to the group’s original actual Effective Date. If you used a temporary future effective date in Step 3, you can reset it back to the group’s original effective date.

Go back into Employer Hub > Information > Enrollment+ > Enrollment Hub > Configure Plan Selection.
In the Effective Date dropdown, select the original date (for example, 02-01-2026).
In the Plan Selection Open Date, manually type a date that is two days before the Effective Date.
In the Plan Selection Close Date, manually type a date that is one day before the Effective Date.
Select the Choose Existing Workflow Dates button.
Save.

At this point, the group should be ready for future activity.

What to expect:

  • During the short Plan Selection window, the system behaves like open enrollment.
  • Quote+ does not send any notifications to the group’s HR Manager that this temporary enrollment window is open.
  • After that window closes, the group is set up for future QLEs and new hire enrollments.
  • Plan Selection Dates need to be before the Effective Date, at minimum two days.

The group is now set up for future enrollments and QLEs.

  • When you get a new hire, continue to Step 7a.
  • When someone has a QLE, continue to Step 7b.
  • If there are no immediate enrollments to process, you're done.

Important:

  • Employees who are not enrolling right now do not need any action at this stage.
  • If you are preparing the group for future use only, you may be done after products and employee setup are complete.

Step 7: Send enrollment communication

Follow this step only when an employee needs to enroll now.

Step 7a: When you get a new hire

Return to the Employees section of the Employer Hub.

Select the View tile.
Manually add the employee’s information. All you need is their first name, last name, email address, and employee class (if applicable). The employee will add all other information themselves.
Return to the Information section of the Employer Hub.
Select the Enrollment+ tile.
Select the pencil icon to edit the enrollment.
In the Step 2: Group Plan Selection section of the Enrollment Hub, select the Enrollment Communications tile.
Select the new hire who needs to enroll.
Select Enrollment Letter for the Communication Type.
Select the Send Communication button.

Step 7b: When an employee has a QLE

At this point, any employee attached to the group can log into their FormFire account and submit a QLE on their own. No action from the broker is required. To send the employee an enrollment communication, follow the steps below.

Return to the Information section of the Employer Hub:

Select the Enrollment+ tile.
Select the pencil icon to edit the enrollment.
In the Step 2: Group Plan Selection section of the Enrollment Hub, select the Enrollment Communications tile.
Select the Employee who has a qualifying life event (QLE).
Select the appropriate Communication Type (e.g., Enrollment Welcome Letter or Enrollment Welcome Back Letter).
Select the Send Communication button.

Important:

  • Do not send the enrollment communication to all employees unless all employees need action. In this scenario, you usually send it only to the affected employee.
  • Employees may appear in the list even if they have not created accounts yet. The communication helps them access the enrollment flow.

Step 8: Review and send forms after the employee enrolls

After the employee completes enrollment:

Open the employee's enrollment record.
Preview the completed form.
Send the form to the carrier if that option is available.
If sending is not available, print or export the form and send it outside the system.

For more detail, see How to send forms for an employee to a carrier.

Important:

  • Setting up the group does not complete the employee's enrollment. The broker still needs to review and send forms afterward.
  • The transcript notes some uncertainty about whether individual form sending is available in every version of this flow, so manual sending may still be needed.

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