Benefits Enrollment

Benefits enrollment managed through paper forms or email attachments creates an administrative burden for HR that grows with every new hire and every open enrollment cycle. Forms arrive incomplete. Dependent details are missing or inconsistent. Plan selections are ambiguous. And without a centralized record, tracking who has enrolled, what plans they have selected, and whether their submission is complete requires manual follow-up that should not be necessary.

The Benefits Enrollment template for SharePoint, built with Infowise Ultimate Forms, gives employees a structured form to submit their benefits enrollment request — covering personal details, enrollment type, dependent information, health and dental plan selection, and voluntary benefit interest — with the employee's signed acknowledgement recorded within the same form and every submission stored as a complete, auditable record in SharePoint.

How it works

Employee personal details

The form captures the employee's full name, employee ID number, date of birth, gender, marital status, email address, and phone number. Social Security number is included as an optional field for organizations that require it for benefits processing. These details establish the employee's identity and eligibility context, ensuring that every enrollment submission is correctly attributed and actionable without additional follow-up.

Enrollment request type

The form captures the nature of the enrollment request — whether the employee is enrolling for the first time or adding coverage — using a structured request type selection. This ensures that HR can immediately distinguish between new enrollments and changes to existing coverage without having to interpret free-form descriptions.

Dependent information

The form includes dedicated sections for capturing dependent details — spouse, children, and other dependents — with each category entered in a structured format. Capturing dependent information within the enrollment form rather than in a separate document ensures that the full family coverage picture is visible alongside the plan selections in the same record, eliminating the reconciliation step that occurs when dependent details arrive separately.

Health and dental plan selection

Employees select their preferred health and dental plans from the options available — capturing plan preferences in a structured format that HR can act on directly without reformatting or manually transferring information. The structured selections make it straightforward to report on plan take-up across the workforce and identify any employees who have not completed their selections.

Voluntary benefits interest

The form includes a field for capturing interest in additional voluntary benefits offered by the company — such as legal assistance, pet insurance, or wellness programs. Capturing this interest at enrollment gives HR and benefits providers early visibility into demand for voluntary offerings without requiring a separate communication.

E-signature and date

The enrollment form closes with a date field and an employee e-signature, confirming that the selections made are accurate and that the employee authorizes the enrollment as submitted. The signed record is stored as part of the enrollment submission in SharePoint, creating a documented authorization for the benefits selected.

What you get

• A structured benefits enrollment form capturing employee personal details, enrollment request type, and dependent information for spouse, children, and other dependents
• Health and dental plan selection in a structured format ready for direct HR action
• Voluntary benefits interest capture for legal assistance, pet insurance, wellness programs, and other optional offerings
• Employee e-signature and date confirming enrollment authorization — stored within the same SharePoint record
• Every enrollment stored as a complete, auditable record in a standard SharePoint list
• Configurable plan options, dependent categories, and voluntary benefits to match your organization's benefits offering
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Benefits Enrollment system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All enrollment records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.