Employee Navigator Guide

Employee Navigator Guide




It is very important to maintain the most current employee personal and
enrollment information on your benefits portal. Here is a guide for the most

common tasks to help maintain Employee Navigator.




Table of Contents



How to Add an Employee ............................................................................................................................. 2

How to Update an Employee profile ............................................................................................................ 3
How to Terminate an Employee ................................................................................................................... 5

How to Run an Ad Hoc Report ...................................................................................................................... 6
How to Import Employees and Enrollment data .......................................................................................... 8

How to Use the “Wall” ................................................................................................................................ 11
How to Add a Document ............................................................................................................................. 14

On the Web ................................................................................................................................................. 15

How to Add an Employee


Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx

Step 2: Click “Add Employee” found on the “Home” tab
















Step 3: Enter employee SSN and hit next, then continue entering: personal information,
employment info, and select any “Onboarding tasks” that you wish to assign to the employee.

















Step 4: At the “send an email” section, click on “send” to send a registration email to the
employee or “No, not now”, if you wish to send at a later time.













This completes the process of entering a new employee; you can now go to the employee

profile and add/update any other information, like dependents, emergency contacts etc.

How to Update an Employee profile

Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx

Step 2: Enter in the employee’s last name into the search bar found on the “Home” tab








Step 3: Click on the “Profile” Tab located on the employee page. Here you can select which
category to update. For example, if you need to update their home address, go to “Address &
Contact”

























Step 4: Under the “Address & Contact” section, click on “Edit”, to update any current address or click
on “Add addressess” to enter a new address.

Step 5: Select the address type, and finish entering all other fields (City, State, Zip etc) when completed
click on “Save”
























Step 6: There are many other items tha can be updated under the employee profile, just select the
correspondent category on the “MANAGE EMPLOYEE” Menu and you will find the option to edit/add
any new information. Be advised that some of these items have required fields. For example, if you are
trying to update the employee compesation, and the Pay basis is Hourly, you will need to provide the
Hourly rate AND Hours per week, so that the system can calculate the employee Annual base salary. For
many changes an Effective date is also a required field.

How to Terminate an Employee


Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx

Step 2: Enter in the employee’s last name into the search bar found on the “Home” tab








Step 3: Click “Terminate Employment” found on the right side of the screen under “ACTIONS”
























Step 4: Enter in Termination Date and Reason for Termination














Step 5: Click “Yes, terminate”

How to Run an Ad Hoc Report



Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx

Step 2: Click on the “Reports” tab











Step 2: At the Reports tab, select one of the “New Reports” option (ex.: Column-Based Report)
















Step 3: On the “Fields” section select any of the fields you need on the report, like SSN, Last
name, First name etc.

Step 4: If you need any Enrolment information, click on the “Enrolment section” and select any
of the available fields.


















Step 4: Once all the fields are selected, click on “View” on the left, to run the report. Click on
“Download” to save the report.











Step 4: If this is a report you will be using on a regular basis, just click on save, type a name and
description for the report and click on the Save button












This Report will now be available under “My Reports”, right below the “AD HOC” reports. Next
time, just click on the name and all fields will be already selected, just click on “view” to run
again.

How to Import Employees and Enrollment data



The import process is used to update large amounts of data at once instead of entering everything
manually. For example, if you have 8 new hires, instead of entering one by one manually, use the
Employee census template to import all information at once. Before starting the Import process, have
your census file ready with all required data. For import templates, go to the Employees Tab, click on
“Import Employees & Enrollment”, and select the appropriate template under “Download templates”
section.














Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx

Step 2: Click on the “Employees” tab






Step 3: Under the Employee Actions section, click on “Import Employees & Enrollment” tab















Step 4: Click on “Start a new import+”

Step 5: Click on the “Click to add a file” green button and browse to the file location, or just simply drag
and drop the file on the “Drop file here” blue box.













Step 6: Under the “Options” section, you can change the File name to something more friendly, like
“March New Hires”, or just leave the default file name, make sure to select the correct excel sheet if
your file has more than one. Select the most appropriate option under “What are you importing” Ex.:
Employee Census, Enrollments, dependents etc., then click on “Save”.














Step 7: Under the “Map” section, make sure all fields match the name, for exemple if the Last Name
field on your file said Employee Last name, instead of just Last Name, this field would be set to skip.
Just click on the arrow next to “skip” and select the correct field name. Go over all fields and make sure
they are mapped correctly, then click on “Save”.

Step 7: Next, the system is going to audit for any mistched information, in the example below, the Class
field had some employees listed under Assoc (Which should have been Associates instead) . The system
will then give you the options avaialbe to select. If all your data is correct nothing will come up on the
“Audit” and you can just hit “Save”.























Step 8: At the “Commit” section, if everything looks fine and the numbers of employees match as
listed, click on “commit” button. If the file is very long, it will stay in queue and you will receive an email
confirmation when completed.

How to Use the “Wall”


Use the Wall to keep track of your tasks for things such as New Hire or Termination procedures. Here is
an example: Employee is Terminated and HR must do the following: Perform exit interview, get laptop
from employee, get office key from Employee, and change voicemail for employee

Set up Wall feed in a few short steps:


Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx


Step 2: Click on the “WALL” tab





Step 3: Click on the “Feed Setup”







Step 4: Click on the “Add a new feed +”






Step 5: Name the feed within the “Details” section and click “Save”

Step 6: Click on the drop down list under “Available list” to select the appropriate trigger
category (Benefit categories, Carriers and Event Groups), then select the desired trigger under

“Available triggers” and it will appear under the “Selected triggers” pane on the right.


1. Click on this drop
down to select trigger
category 3. Selected trigger will
appear on this side











2. Select trigger
on this side






Step 7: Leave the “companies” section as default, and go to the “People” section to select who

will see the feeds on their wall and/or “receive Email” of the events. (The names listed are HR
users only already on the system)















Subscribe – This will show the “feed” under your login
Email – This will email you each time the selected event(s) occur

Step 8: Create a custom checklist by clicking on “Checklist” field and “+Add”











Step 9: Enter the item name and click on the “check mark”


















Step 10: Click on “Save”, then click on “Activate No” to change it to Yes
















All events checked will now show up on the “Wall” tab.

How to Add a Document


Step 1: Login to your Employee Navigator account by following the link below:

https://www.employeenavigator.com/benefits/Login.aspx

Step 2: Click on the “DOCUMENTS” tab







Step 3: Click “Add Document +”






Step 4: Click to add files or drop files. Insert a description and select who can view it.

Step a) Add a file





Step b) Insert a description





Step c) Select who you would like to be able to view the document

Step 5: Categorize by HR document or Plan-Related Document. Then click “Save”











OR



























On the Web



There are also some very helpful training modules available online to help managing Employee
Navigator portal.



 HR Training Module 1: Managing an Employee Record on Employee Navigator
https://www.youtube.com/watch?v=l-NAfp7_4HM
 HR Training Module 2: Reporting Employee Navigator
https://www.youtube.com/watch?v=KYLflVtZEhY