Disclaimer: This only applies if your organization has Benefits Sync through Collage. To learn more about this service click here.
Today, most insurance companies still use PDF or paper forms as the primary tool for managing benefits plan enrolment for their members Collage’s Benefits Sync module provides a powerful alternative to managing a benefits plan manually.
With Collage HR, you can manage your benefits plan directly from within your HRIS.
No more PDF forms: Benefits enrolment is done online as part of the new hire onboarding flow in Collage
No more paper enrolment forms: Collage syncs directly with your insurance provider, meaning you don't have to worry about adding new hires to your benefits plan or updating your insurance provider when there’s a change to an employee’s record
Benefits Module: Employees can access plan information, update their enrolment data, and add dependents
Use Collage’s Benefits Sync for most plan administration activities:
Adding a new employee to the benefits plan
Terminating an employee from the benefits plan
Looking up an employee’s enrolment details, such as certificate ID, benefits class, effective date, etc.
Update an employee's job information that affects benefits, such as job title, benefits class, hours worked, salary and location
Assist an employee to make administrative updates:
Update personal information
Change to extended health care and dental status
Change to spousal/common-law/civil union status
Update dependent information like birth of a child, student status, or any other dependent information updates
Use your insurance provider login for claims, bills and speciality forms:
Submitting claims as a plan member
Accessing coverage balances
Completing beneficiary designations
Downloading your billing information
Click on People on the left-hand side navigation and then click Hire
Alternatively, you can type in “hire” into the search box at the top of the app and select Hire an Employee
Complete the required fields in the new hire form
Under Benefits, select the carrier, benefits class/division and probation period from the drop-down menus
Click Send Invite at the bottom of the form
The new employee will receive an email invitation to onboard and digitally enroll in the benefits plan
Head to Benefits on the left-hand side navigation and find the employee’s name.
Click the three dots beside their name
Click Enrol in Benefits
Under Benefits, select the carrier, benefits class/division and probation period from the drop-down menus
Once you’re finished, click Save
The employee will receive an email to complete their digital enrolment to their benefits plan
Head to Benefits on the left-hand side navigation
Select the employee to be terminated
Click on the three dots beside their name
Click Terminate Benefits
Fill in the termination details, including the last day of benefits
Once you’re finished, click Save
The employee won’t be able to see their termination until after the termination date has passed.
When you terminate an employees benefits coverage, regardless of if they are leaving the company or simply opting out of benefits, you will be asked to provide them employee's personal email address. This is so that we can send them out a message advising they may be eligible to convert certain coverage to a person plan.
If the employee's personal email address is not provided then the Plan Administrator will be notified to advise the employee that they may be eligible to convert certain coverage to a person plan.
As an employer, it is your responsibility to inform the employee of their option to convert certain benefits into an individual plan.
Click here to read more on how to terminate an employee in Collage.
Head to Benefits on the left-hand navigation
Select the employee to change classes
Click on the three dots beside their name
Click Change Enrolment
Select the new division & class
Click Save
Head to People on the left-hand side navigation
Select the employee
Click Job
Select Update then click Place on Leave
Complete the required fields then click Save
*Placing the employee on leave will keep benefits active. If benefits should be terminated during the leave, please terminate benefits
Open Company Settings on the left-hand side navigation.
Click Roles & Permissions
Select Add Custom Role
Name the role and select which features the role should have access to, then click Save
Navigate back to Company Settings
Click Users
Select the user, then click the three dots beside their name
Select Edit Role then check the box for the new role
Click Save
This user will now have full permission to make changes to Benefits.
Learn more about creating Custom Roles here.
Open Company Settings on the left-hand side navigation.
Click Roles & Permissions
Select Add Custom Role
Name the role and select which features the role should have access to, then click Save
Navigate back to Company Settings
Click Users
Select Invite External User
Enter the name and email address of the person you'd like to invite
Select the role(s) you'd like to add them to
Click Save
This user will now have full permission to make changes to Benefits.
Learn more adding External Users here.
Beneficiary designations are very important for employees to fill out during the onboarding process. An onboarding task can be created to remind the new hire to have it complete and returned.
Click on the employee's profile, select Documents
Click Add Documents
Assign the task to Employee, set the due date and description
Click Create
The completed form can be stored on the employee’s profile:
Click on the employee’s profile, select documents
Click Add Document
Learn more about creating Onboarding Tasks here.
Other features
Reminders
Set up reminders to keep track of important events. A reminder can be set up to notify an employee, a manager or a specific person.
Click Company Settings, Reminders, then Add Reminder
Select First day of Benefits from the list of prompts and set the reminder to Employee
Check the box for the reminder to send On due date
Click Save reminder
Learn more about creating Reminders here.
Custom Fields
Configure custom fields to store additional information about your employees.
Click Company Settings, Custom Fields, then Add Custom Field
Complete the required fields and indicate if the employer or employee needs to fill out the field
Click Save
Examples of benefits related custom fields:
Health care spending account allotment
Cost Centre
Beneficiary name (as a reminder)
Interest in optional insurance coverage
NOTE: The Collage team is not notified when a custom field is created and/or updated
Learn more about creating Custom Fields here.
Glossary
Invited
The employee has been invited to onboard Collage, but they haven’t opened the email invitation yet
Onboarding
The employee has opened the email invitation to complete onboarding, and are currently entering their information
NOTE: The onboarding status will be removed when the employee clicks “finished” to submit their information
Status = Probation
The employee has been enrolled in the benefits plan and is satisfying the probationary period before their benefits are active. The status will automatically update to Active on the benefits effective date
NOTE: Probation period means the same as waiting period
Not Enrolled
The employee is not enrolled in the benefits plan
Enrolment Date
The first day of work or the date the employee meets the eligibility criteria to be enrolled on the benefits plan
Pending Termination
The employee’s termination has been entered on Collage, but the date is in the future. The status will automatically update to Terminated upon the actual termination date
Have questions reach out to our team at support@collage.co or click on the messenger icon in the lower right-hand corner of the Collage platform.