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Self-Enrolment Guide

Overview

Self-Enrolment is a convenient and efficient way for Plan Members to enroll in their group benefits online. It provides Plan Members the flexibility to complete enrolment on their own time.  For new groups, these events are configured by the RBC Administration team. For new hires, configuration is managed at the Plan Administrator level. Events can have a set start and end date or remain open-ended for ongoing new hires.

To determine your eligibility for this feature, please contact your Client Relationship Specialist or the Group Benefits Solutions Team at 1-855-264-2174.

Is Self-Enrolment right for your group?

The Plan Administrator is to play a fundamental role in managing and monitoring enrolment events to ensure members complete their enrolment successfully. All Plan Members must have an email and mobile number to complete the enrolment process. This feature works best for groups with members who are comfortable using digital tools and online processes.

Plan Administrator Responsibilities

As a Plan Administrator, Self-Enrolment allows you to:

• Set up enrolment events for new hires.
• Monitor and track the enrolment progress of each Plan Member.
• Configure reminder emails and include contact details for support.
• Upload, add or edit personal information details for each Plan Member, including name, date of birth, employee number and email address.
• Re-send invitation emails when necessary.

What your Plan Members can expect

Once a Self-Enrolment event is Active, Plan Members will:

1. Receive an email invitation to enroll, including a temporary password.
2. Authenticate their identity to ensure their information is accurate.
3. Complete their digital self-enrolment, by entering personal information, dependent details, and beneficiary designation, if applicable.
4. Receive a benefit confirmation email that includes the Group Policy Number, Plan Member ID Number and next steps.
5. Receive an invitation to register for RBC Online Insurance, allowing them to access their digital Group Benefit ID Card, set up direct deposit and take advantage of their benefits!

Please Note: The Self-enrolment process should take approximately 15 minutes to complete.

View a live demonstration here!

Access a Self-Enrolment Event

For new business, your self-enrolment event will be configured by the RBC Administration Team. The Plan Administrator will receive an account activation email from the RBC Administration team. This email will provide 1 business days’ notice that the New Group Event will be created and confirmation that Plan Member invitation emails will be sent out at that time.

You can then track the progress and monitor the enrolment completion when you sign into the RBC Plan Administrator Portal

View a live demonstration here!

1. Access the RBC Plan Administrator Portal.
2. Navigate to Enrolment Events by selecting Enrolment Events from the navigation menu on the left side of the page.
3. View the Active New Group event listed. Please note, you may see multiple events distinguished by Billing Division or Province, if applicable. Within this view, you will also be able to locate the Status, Start and End Date, Enrollment/Invited progress, and controls to View or Configure the event.
4. This view will give you a glimpse of how many employees have been invited to the self-enrolment event, as well as how many have successfully enrolled.

Access the Configuration details

1. Navigate to Enrolment Events from the navigation menu on the left side of the page.
2. Locate the appropriate Event depending on Billing Division and or Province, if applicable.
3. Click on Configure.
4. This view will provide you access into the details of the event. If required, changes can be made to each section. For example, Updating Plan Administrator contact details, or ability to view the email templates.
5. If you make any edits to the configuration, be sure to click Save to apply your changes.

Please note: For New Group set up, the configuration will be done by the RBC Administration team. If this is for New Hire Add-Ons, the Plan Administrator will be setting up the configuration details. Refer to the Configure a Self-Enrolment Event – New Hires section for more details on how to configure a new event.

Monitor a Self-Enrolment Event

1. Navigate to Enrolment Events from the navigation menu on the left side of the page.
2. Locate the appropriate Event depending on Billing Division and or Province, if applicable.
3. Click on View.
4. Review the status of each employee’s enrolment.
   • New: Employee has not started the enrolment.
   • In Progress: Employee has authenticated but has not yet completed.
   • Completed: Employee has completed the enrolment and has a Plan Member ID.
5. If password resets are required, click on Resend Email. A new temporary password is generated.
6. If Plan Member information requires an update, click on Edit. Complete any necessary changes to the Plan Member. Click on Save. If the Plan Member has the original invitation email with the original temporary password, you do not need to resend email. If there is a change in email, or the plan member cannot locate the original email, you will need to click on Resend Email. 

Invite a New Plan Member

1. From the Enrolment Events dashboard, select the event you wish to use and click on View.
2. Click on Invite New Member.
3. Enter in the Plan Member’s personal information details.
4. Add HSA (Health Spending Account) contributions, if applicable.
5. Add WSA (Wellness Spending Account) contributions, if applicable.
6. Click on Save.
7. Member information is shown under the Event Name along with the following:
   • 1. Email sent: Confirmation that the invitation has been automatically generated out to the Plan Member
   • Status: You can view which status the plan member is in:

New: Employee has not started the event enrolment.

In Progress: Employee has authenticated but has not yet completed.

Completed: Employee has completed the enrolment and has a Plan Member ID assigned.

c. Last login time

8. Click on Edit to change any plan member’s personal information.
9. Click on Resend email if Plan Member gets locked out or cannot find the original email sent to them. The Resend email option generates a new password to be sent via email and gives the Plan Member another opportunity to authenticate their data and continue with the enrolment process.
10.  Repeat steps 2-7 for additional Plan Members. 

Upload a new Plan Member

Use the Upload Members feature to invite multiple members all at once through a csv file. Use the standard csv file template here . When using the file template, enter each Plan Member’s information into the file using the standard format and save to your own directory as csv.

Access the job aid here.

1. Click on Upload Members from the View dashboard page.
2. Drag and drop the file or click on Add File. The system will automatically send out the email invitations and provide a status of how many records were uploaded successfully.
3. When errors occur, click on the download symbol to view the error records with explanations. You can correct the data on those records in the file and upload the file again to complete the invitation process.
4. All Plan Member information that was successfully uploaded will show in the dashboard.

Please note: Once the census template has been filled out, you will need to save as a csv file before uploading to the system.

Configure a Self-Enrolment Event  – New Hires

Configuring a new event should only be done by the Plan Administrator for new hires. The RBC Administration team will configure the event for a new group. To set up a self-enrolment event for new hires, please refer to the below instructions.

1. Navigate to Enrolment Events by selecting Enrolment Events from the navigation menu on the left side of the page.
2. Click on Add New Event.
3. Enter an Event Name. It is suggested to use ‘New Hire’ and include the Billing Division and or class, if applicable. Ex: New Hire – BD 1, Class 1
4. Select Event Type:
   • New Hire – open ended self-enrolment as new hires are being onboarded over time.
5. Enter Start Date – this is the event start date. It is recommended to use a start date before the effective date of coverage. This allows plan members to begin their enrolment process and have Plan Member IDs prior to their effective date.
6. Enter End Date – Leave this section as blank for new hire events.
7. Lead time to send email – Select a value ONLY if the Event Start Date is in the future. Otherwise leave at 0.
8. Complete the Contact Description field to indicate the primary Plan Administrator contact name, followed by phone number and email address. The Plan Members can reach out for assistance using this contact information.
9. Review the Invitation Email Details section.  Click on View Template.  This is the email template that will be sent out to the Plan Members once the enrolment email goes out. When reviewing the invitation email details, use the Select Email Template drop down to change which language appears first in the email invitation.
10. Review the Reminder Email Details section. Click on View Template. This is the reminder email template that will be sent out to Plan Members based on the reminder frequency. When reviewing the reminder email details, use the Select Email Template drop down to change which language appears first in the email invitation.
11. Setting the Reminder frequency will trigger how often the reminder emails will go out to Plan Members. The standard default frequency is set up for 2 days. The reminder email does not include the default password. The Plan Member must use the original email received to obtain the password and link to access the self-enrolment tool.
12. Complete the Contribution Amounts section to deposit contributions to HSA (Health Spending Account) and or WSA (Wellness Spending Accounts) if available under your plan. 
    • Toggle on HSA to enter the maximum amount allowed. This maximum will set the limit to ensure the deposits reported are not exceeded. It is recommended to input the maximum amount based on your plan design.
    • Toggle on WSA to enter the maximum amount allowed. This maximum will set the limit to ensure the deposits reported are not exceeded. It is recommended to input the maximum amount based on your plan design.
13. Other Options section.
    • If your plan includes Life, Accidental Death & Dismemberment, or Critical Illness, please toggle the Enable Beneficiary Input to Yes. By enabling the Beneficiary input section to Yes it will trigger your Plan Members to enter in a beneficiary designation at time of self-enrolment.
14. Click on Save.  The configuration status remains Inactive until you are ready to continue with the event. 
15. When you are certain that all information has been configured to your specifications, click the toggle from Inactive to Active at the top right of the page.
16. Reference the Invite a Plan Member  or Upload a Plan Member section to add in the new hires. Self-enrolment emails will be sent out to those Plan Member who have been invited.
17. You will now be able to monitor and view the status of Plan Member enrolment.

Frequently Asked Questions