Getting Started With PensionPro TRACK

Welcome to PensionPro Track! PensionPro Track is the point-of-entry for TPA firms looking to simplify and automate their processes. The Track solution includes Customer Relationship Management and Reporting features that are accessible from a personal device. This article provides basic information for users working within the Track tier. The following instructions are intended to be completed in order. For additional information, please refer to the Associated Articles link.

Tier Availability: Track

Article Contents

• Accessing PensionPro
• Adding Employees
• Adding List Values
• Importing Data into PensionPro
• Using the Search Feature
• Plan Cycles
• Reports
• PlanSponsorLink
• Associated Articles

Accessing PensionPro

PensionPro 2.0 offers added convenience: it can be accessed anytime, anywhere! Users now only require a supported web browser and an internet connection to utilize the software.

How to Access PensionPro

1. Enter the following URL in a supported web browser: app.pensionpro.com.
2. Enter the Username that was provided in the email titled Getting Started with PensionPro Track!
3. Select the Reset Password link to receive a temporary password via email.
4. Enter the temporary password received in the email.
5. Create a new password. Passwords must be a minimum of 8 characters and contain at least 3 of the following 4 items: an uppercase letter, lowercase letter, number, symbol (~!@#$%^&*).

Using the Help Center

PensionPro's Help Center can be accessed at any time by visiting support.pensionpro.com. The Help Center contains a variety of articles (such as this one!) that detail all of PensionPro's features.

If the Help Center articles are not sufficient to answer a specific question, the Submit a Request button on the Help Center's home page can be used to submit a support request to the PensionPro customer satisfaction team. Any user requesting support must first be signed in to the Help Center; for assistance, refer to the article Accessing the PensionPro Help Center.

Adding Employees

Once PensionPro has been launched, a user with the correct Security Rights can begin to add Employee accounts to PensionPro. The following steps detail how to create new Employees and adjust their Security Rights once they are added.

How to Add an Employee

Security Rights Required: Add/Edit Employee

1. From the Navigation Panel, select Add Data > Employee.
2. The Add Employee menu displays. Enter the relevant information into the fields and select Save. First Name, Last Name, Location, Email, and User Name are required fields. All required fields display with an asterisk.

How to Assign Security Rights

Security Rights Required: Add/Edit Employee

Security Rights dictate what PensionPro features an Employee account has access to. Use the following instructions to manage Security Rights:

1. Use the search bar to search for the employee's name.
2. Expand the Employees dropdown.
3. Select the employee's name once to open the General Employee Information grid.
4. Select the Security Rights View.
5. Select Add in the upper-right corner of the grid.
6. The Add Security Rights menu displays.
7. From the Available Rights dropdown, select the individual Security Rights to be added, or select Add all rights.
8. Select Save when the appropriate Rights have been added.

The following is a list of Security Rights and their function:

Adding List Values

Now that the Employees are set up in the system, list values need to be added. List values are extremely important because these values allow certain fields to be customized to fit the company’s needs.

List Values are used in dropdown menus to provide data values for many fields in PensionPro. For example, when adding a Plan, the Plan Type dropdown is populated by the appropriate List Value. Outside of a small number of required default values, List Values are completely customizable; a firm could maintain 3 different options for Plan Type, or 30, depending on the number of Plan types the firm offers its clients.

For information on adding List Values, refer to the article List Values.

Importing Data into PensionPro

Converting data into PensionPro is simple. Many types of PensionPro data can be imported via Excel workbook template. Refer the the articles below for instructions on completing each import; these articles are listed in recommended import order:

• Clients & Plans
• Employees
• Contacts
• Employee Plan Roles
• Plan Contact Roles
• Employer Data / Company Information
• Investment Providers
• Services Provided
• Notes

Using the Search Feature

Once data is imported into PensionPro, any information within that data can be quickly and easily retrieved by using the Search feature. The Search bar is located in the upper-left corner of any screen in PensionPro.

How to Search

1. In the Search bar, enter at least two characters (alpha and numeric characters can be searched). If more than two characters are entered, the number of records returned will narrow.
2. The results will be displayed in the Search Results grid under several Categories, such as Clients, Companies, Contacts, and Employees. Select any Category with at least one result to expand it and view the relevant records.
3. Open a record returned in any Search Category by selecting it.

Search Preferences can be changed by selecting Search Preferences in the upper-right corner of the grid. Here, Categories can be edited to be expanded or collapsed by default, or hidden entirely. The ability to display Deactivated or Closed records can also be enabled. For more detailed information on these preferences, or the Search feature as a whole, refer to the article Searching & Search Preferences.

Plan Cycles

Plan Cycles in PensionPro are used to store annual recurring Plan information and track important dates. To open an view a Plan Cycle:

1. Use the Search function to locate the desired Plan.
2. From the View menu, select Plan Cycles.
3. Double-click on any Plan Cycle to open it in a new Plan Cycle tab.
   
   • If the desired Plan Cycle record doesn't exist, it can be created by selecting Add at the top-right of the grid.

The Plan Cycle tab contains the following views:

General contains basic information about the Plan Cycle.

Filings contains dates for 5500-related filings and submissions.

Milestones provides information on the high-level events that take place during the Annual Data Collection process.

Milestone events that occur during the annual process can be tracked on the Milestones Dashboard. This Dashboard is accessible from the Navigation Panel; it is also the default Dashboard that is displayed when a user opens PensionPro.

Adding new Plan Cycles can be done in three ways:

• By launching a new Plan Cycle manually, one Plan at a time. Refer to Plan Cycles.
• By launching new Plan Cycles across multiple Plans using Power Tools; refer to the Plan Cycles section of Power Tools.
• By importing Plan Cycle data for one or more Plans using Power Tools; refer to Adding Plan Cycle Data.

Reports

Once data is entered in PensionPro, users can generate reports from that information. PensionPro has made this easy by providing Reports, which can be accessed via the Navigation Panel.

There are many useful reports that are pre-built in PensionPro to assist with reporting needs. Brief descriptions of reports available in PensionPro can be found below. Please note that not all fields displayed on reports are included with PensionPro Track. 

Reports can be accessed by selecting Reporting from the Navigation Panel of PensionPro. Reports are organized into various sections including Contacts, Clients and Companies, Mailing and Labels, Plans, and Management Reports. For more information on specific reports, refer to the article PensionPro Reports.

Report Categories

Contacts provides reports on contact lists, contacts missing data, and contact investment listings.

Clients and Companies contains reports such as client lists, clients missing data, and company addresses and numbers. This section also provides reports that detail client to plan links.

Mailing and Labels provides reports for printing contact, plan contact, and client mailing information.

Plans contains reports related to Plan information, such as plan lists, plans by employee role, plans by contact role, plans missing data, plan services, investments, and plan cycle information.

Management Reports

Security Rights Required: Management Reports

The Management Reports section allows managers to effectively report on system and data information, and can be accessed by selecting Reporting > Management Reports. Here, managers can generate reports related to metrics or maintenance, create charts and graphs, or export data.

PlanSponsorLink

PensionPro provides PlanSponsorLink (PSL) as a tool to connect directly with Plan Sponsors and Contacts. PlanSponsorLink contains the following features:

• Secure File Exchange, a security-focused means of sending files to, or receiving files from, a Plan Sponsor.
• Bulletins, general announcements and documents which are shared with all Plan Sponsors.

Setting Up PSL

Security Rights Required: Maintenance

The following steps will assist in getting PlanSponsorLink up and running quickly. These steps do not cover the full range of preferences available for PSL; for more details, refer to the article PlanSponsorLink Preferences.

1. Select Maintenance > Preferences > PlanSponsorLink Subdomains. During first-time setup, the corresponding grid will be empty.
2. Select Add at the top-right of the grid. The Add Subdomain window displays.
3. Enter a Subdomain Name.
   • The name entered into this field will become part of the firm's individual PlanSponsorLink URL, which Contacts will use to access PSL. As such, it can only contain alphanumeric characters and hyphens. This name must be unique, and cannot match the name used by another firm.
   • PensionPro recommends using a Subdomain Name consistent with the firm's name or other branding.
4. Use the File Selection box to upload a logo, which will be shown to users on PlanSponsorLink.
   
   • The logo must be an image file; the image's dimensions cannot exceed 400 pixels in width or 200 pixels in height.
5. Select Save. PensionPro will create two subdomain entries at this time: the one with the custom URL (which is the firm's primary subdomain), as well as a second inactive subdomain for testing purposes.
6. Double-click on the primary subdomain. PensionPro will display the preferences for that subdomain.
7. Edit the Website Name preference and set the value to the name of the firm.

Associated Articles

• PensionPro Preferences
• Adding a Client, Plan, or Contact
• Adding & Terminating Employees
• Employee Plan Roles
• Plan Contact Roles
• Security Rights & Security Roles