Forma Email Matrix

Below is a comprehensive list of emails that may be sent from Forma to employees or customer administrators. The tables contain the following information:

• Email: The email subject line
• Product: Pre-tax, Employer-sponsored, or All
• Type:
  • Call to action - an email that is requesting the recipient to complete some action
  • Transactional - an email that is sent to a recipient in response to an action they have taken on Forma's application
  • Informational - an email whose purpose is to help the employee or admin learn more about something
• Translatable:
  • If localization is enabled and an employee updates their preferred language in Forma, emails marked as 'Yes' will be automatically translated into their selected language. Learn more: Language localization
• Optional:
  • Yes - company level - these emails can be enabled/disabled for all employees. Work with your Forma Team to update these settings as needed
  • Yes - account level (date-based accounts) - these emails can be enabled/disabled for all eligible employees at the account level. Work with your Forma Team to update these settings as needed.
  • No - these emails cannot be disabled/enabled at the company level
• Description: Provides context about when an email is sent, to who, and for what reason

Forma Log In

Email	Product	Type	Translatable?	Optional?	Description
Welcome Email	All	Call to action	No	Yes - Company level	Automatically activated at 17:30 UTC on launch day. Welcome Emails will be sent to new members added to files after launch once their data is processed, starting at 17:30 UTC. This email has a dynamic text section. Account names are also dynamic. File uploads must be completed by 6:59 UTC the day before the Welcome Emails are scheduled to be sent. Any uploads after this time will delay the Welcome Email until the following day.
Use this link to log into Forma (Magic Link)	All	Transactional	Yes	No	Automatically activated within one hour from the time a member clicks “Get Magic Link” from the Forma login page
Action needed: One Time Token Verification	All	Transactional	Yes	Yes - only available when SSO is disabled	Automatically sent when a member selects “Set up password here” from the login page. This email includes the one-time token required to create their Forma password for the first time.
Reset your password	All	Transactional	Yes	Yes - only available when SSO is disabled	Automatically activated within one hour from the time a member clicks “Reset it here” on login screen to change their password.

Forma Card

Email	Product	Type	Translatable?	Optional?	Description
Card issuing	Pre-tax	Call to action	No	No	Automatically activated within one hour of processing the OE elections file prior to the start of the plan year. This email is sent to employees with at least one non-HSA pre-tax enrollment for the current plan year. It will be sent weekly to employees who have not yet taken action, continuing until the start of the plan year. Employees added to the elections file after the plan year begins will receive this email once, with a link that expires in seven days. After expiration, employees must log into their Forma account to request their pre-tax card.
Your Forma Card is on the way	Pre-tax	Informational	No	No	Automatically activated to confirm that the pre-tax card is on the way. This happens within one hour following: Confirmation of information from the “card issuing” email or Logging into Forma to order a pre-tax card The email will be sent to the person who is receiving the card, either the member or their dependent. Please note that FSA cards can be issued in the member or dependent’s name, but HSA cards can only be issued in the member’s name.
Your new Forma Card is on the Way!	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time a Forma Card has been issued. Forma Cards are requested by the member from their Forma account.
Your Forma Card is coming soon!	Pre-tax	Informational	No	No	Automatically activated on day 15 after card issuance to remind the member to watch for their Forma Pre-tax Card, which should be arriving soon.
Reminder: Activate Your Forma Card	Pre-tax	Informational	No	No	Automatically activated on day 30 after card issuance to remind the member to activate their Forma Pre-tax Card.
Don't Forget to Activate Your Forma Card	Pre-tax	Informational	No	No	Automatically activated on day 45 after card issuance to remind the member to activate their Forma Pre-tax Card.
Help us verify your card purchase	Employer-sponsored	Call to action	No	No	Automatically activated within one hour from the time a Forma Card purchase is made that requires further substantiation. Forma requests the member uploads a receipt.
Your Forma Card transaction was approved!	All	Informational	Yes	No	Automatically activated within one hour from the time Forma has reviewed a requested receipt and approved the purchase.
Reminder to upload your receipt for your card transaction	Employer-sponsored	Call to action	No	No	Automatically activated 60 days after the initial request to submit a receipt.
Your Forma Card is temporarily locked	Employer-sponsored	Call to action	No	No	Automatically activated when the post-tax Forma card has been locked because an employee did not upload a receipt to substantiate a purchase as requested by Forma.
Update personal payment information	Employer-sponsored	Call to action	No	No	Automatically activated within one hour from the time a Forma card purchase is made that exceeds the member’s Forma account balance, but there is no card or an inactive card linked to their profile. Wallet overdraft must be enabled. NOTE: Linking a backup card is only available in select countries.
Your card purchase was ineligible	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time an employee makes an ineligible purchase using their Forma Card. The amount was added back to their Forma account and their personal credit card on file was charged successfully.
Upload a receipt to verify your Pre-tax Card purchase	Pre-tax	Call to action	No	No	Automatically activated within one hour from the time an employee uses their Forma pre-tax card to purchase an item and additional substantiation is required.
Upload a receipt to verify your Pre-tax Card purchase (2nd request)	Pre-tax	Call to action	No	No	Automatically activated 30 days after the initial request to submit an pre-tax purchase receipt.
Upload a receipt to verify your Pre-tax Card purchase (3rd request)	Pre-tax	Call to action	No	No	Automatically activated 60 days after the initial request to submit a pre-tax purchase receipt.
We’ve found an ineligible transaction	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time an employee makes an ineligible purchase using their Forma Card. The amount is still owed because: 1. a personal card is not linked to their profile 2. a card is linked but the employee has not authorized Forma to charge their personal card for ineligible purchases. Wallet Overdraft must be enabled at the company level to receive this email.
Your Pre-tax Card purchase was ineligible	Pre-tax	Informational	No	No	Automatically activated within one hour from the time an employee uses their Forma pre-tax card and the item or service is ineligible.
Your Pre-tax Card is temporarily locked	Pre-tax	Call to action	No	No	Automatically activated within one hour from the time an employee attempts to make a purchase with their Pre-tax Forma card that has been previously locked because there is a balance due.
The balance you owed was repaid!	Pre-tax	Informational	No	No	Automatically activated within one hour from the time a balance due (from ineligible purchases) has been paid back fully. For more information see What is a balance due and how to offset it?
Your Forma card is temporarily locked (when wallet overdraft feature is enabled)	Employer-sponsored	Call to action	No	No	Automatically activated when post-tax Forma card has been locked because an employee did not upload a receipt to substantiate a purchase as requested by Forma. The amount is still owed because 1. a personal card is not linked to their profile 2. a card is linked but the employee has not authorized Forma to charge their personal card for any ineligible purchases. Wallet Overdraft must be enabled at the company level to receive this email.

 

Forma Claims

Email	Product	Type	Translatable?	Optional?	Description
Your claim was approved!	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time a claim has been reviewed and approved by Forma’s claim review team.
Your claim was denied	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time a claim has been reviewed and denied by Forma’s claim review team. The email will include the denial reason.
Your claim was denied	Pre-tax	Informational	No	No	Automatically activated within one hour from the time a pre-tax claim was denied. The email will include the denial reason.
Reimbursement overpaid	Pre-tax	Informational	No	No	Automatically activated within one hour from the time a claim reviewer changes the status of a claim from ‘Reimbursed’ to ‘Overpaid’. The email will include a note describing what happened.

 

 

Forma Store

Email	Product	Type	Translatable?	Optional?	Description
Thanks for your order! (Item)	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time an employee purchases an item from the Forma Store.
Thanks for your order! (Subscription)	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time an employee purchases a subscription from the Forma Store.
Your subscription was renewed	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time a subscription is renewed.
There was a problem renewing your subscription	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time a subscription cannot be renewed because the cost exceeds the member’s account balance.
Your subscription was canceled	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time the system tries to renew a subscription for the third time and it is unsuccessful, so the subscription is canceled.
Use this link to redeem your [vendor name] purchase	Employer-sponsored	Informational	No	No	Automatically activated within one hour from the time an employee purchases an eligible item from the Forma Store that requires redemption instructions.
We updated your subscription	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time an existing subscription has been changed.

 

Forma Customer Admin

Email	Product	Type	Translatable?	Optional?	Description
Activate your Forma Admin account to manage personalized benefits	All	Call to action	No	No	Automatically activated within one hour from the time a new admin is added to the system.
Reset your Forma Admin  password	All	Call to action	No	No	Automatically activated within one hour from the time you click "forgot password" when attempting to log in to Forma Admin.
Your Forma Admin access has been removed	All	Informational	No	No	Automatically activated when a Forma Admin user with an 'owner' role revokes admin access from another user.
Your Forma Admin role has been updated	All	Informational	No	No	Automatically activated when a Forma Admin user with an 'owner' role changes admin access for another user.
The pre-tax file you uploaded to Forma was processed successfully	Pre-tax	Informational	No	Yes	Automatically sent to designated file contacts within 1-2 hours from the time a pre-tax file is processed. NOTE: File notification contacts can be managed in Forma Admin >Settings > Contacts
Action required: Correct errors and re-upload pre-tax file	Pre-tax	Call to action	No	Yes	Automatically sent to designated file contacts within 1-2 hours from the time a pre-tax file is processed. NOTE: File notification contacts can be managed in Forma Admin >Settings > Contacts
Action needed: Review a [account name] request	Employer-sponsored	Call to action	Yes	No	Automatically sent to the manager listed on the demographics file within one hour from the time an employee submits a pre-approval request through their Forma account. The manager will receive an email notification upon submission and a reminder email on day 5 if no action has been taken yet. If there is no response to the pre-approval request within 14 days, an email will be sent to the back-up manager.

 

Forma Account Reminders

Email	Product	Type	Translatable?	Optional?	Description
Use your benefits money before it expires!	Employer-sponsored	Informational	Yes	Yes - company level	Automatically activated five days before the next funding date at 17:30 UTC if account funds are going to expire. Members will not receive this email if the expiring amount is $20 or less.  The expiration date must be defined at least 7 days in advance of the email deploy date to trigger correctly. These emails are not sent for one-time funded accounts.
You’re about to hit your max balance!	Employer-sponsored	Informational	Yes	Yes - company level	Automatically activated 8 days before the next funding date at 17:30 UTC. Members will not receive this email if the affected funds are $20 or less.
Commuter enrollment on Forma Invite	Pre-tax	Informational	No	Yes - company level	Automatically activated within an hour of sending the employee demographic record to Forma with ‘Commuter Eligible’ set to ‘TRUE’ or blank. This email will be sent to eligible members on or after the company go-live date who haven’t yet elected Transit or Parking benefits on Forma.
Commuter enrollment election received	Pre-tax	Informational	No	No	Automatically activated within an hour of electing commuter benefits on Forma.
You could lose the FSA money you don’t spend!	Pre-tax	Call to action	No	Yes - company level	Automatically activated 25 days before the standard coverage end date at 17:30 UTC. This email will be sent to members with an FSA who have a remaining balance. If a member has more than one plan, they will receive more than one email.
You could lose the LPFSA money you don’t spend!	Pre-tax	Call to action	No	Yes - company level	Automatically activated 25 days before the standard coverage end date at 17:30 UTC. This email will be sent to members with an LPFSA who have a remaining balance. If a member has more than one plan, they will receive more than one email.
You could lose the DCFSA money you don’t spend!	Pre-tax	Call to action	No	Yes - company level	Automatically activated 25 days before the standard coverage end date at 17:30 UTC. This email will be sent to members with a DCFSA who have a remaining balance. If a member has more than one plan, they will receive more than one email.
You can still file claims for YYYY FSA expenses!	Pre-tax	Call to action	No	Yes - company level	Automatically activated 30 days before the run-out period end date at 17:30 UTC. This email will be sent to members with an FSA plan type who have a remaining balance. If a member has more than one plan, they will receive more than one email.
You can still file claims for YYYY LPFSA expenses!	Pre-tax	Call to action	No	Yes - company level	Automatically activated 30 days before the run-out period end date at 17:30 UTC. This email will be sent to members with an LPFSA plan type who have a remaining balance. If a member has more than one plan, they will receive more than one email.
You can still file claims for YYYY DCFSA expenses!	Pre-tax	Call to action	No	Yes - company level	Automatically activated 30 days before the run-out period end date at 17:30 UTC. This email will be sent to members with a DCFSA plan type who have a remaining balance. If a member has more than one plan, they will receive more than one email.
A pre-tax receipt has been uploaded	Pre-tax	Informational	No	No	Automatically activated within one hour from the time an HSA receipt has been uploaded to Forma.
Your [account name] request is being reviewed	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time a manager approval request has been successfully sent to the employee's manager.
Your [account name] request was approved!	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time a manager approval request has been approved.
Your [account name] request was rejected	Employer-sponsored	Informational	Yes	No	Automatically activated within one hour from the time a manager approval request has been rejected. The email will display the rejection reason that was entered by the manager.
Upload documents to finish opening your HSA	Pre-tax	Call to action	No	No	Automatically activated during CIP when additional documentation or information is requested from the member.
You can now request your HSA card	Pre-tax	Call to action	No	No	Automatically activated within one hour from the time an employee has passed CIP and their HSA account is opened.
Your HSA application was denied	Pre-tax	Informational	No	No	Automatically activated within one hour from the time an employee has failed CIP due to insufficient documentation.
HSA Transfer is being processed	Pre-tax	Transactional	No	No	Sent once the deposited check is under review by Forma’s banking partner, Unit, typically 2-3 weeks after the member completes the request to transfer HSA funds from their previous provider to Forma.
We're Processing Your Forma HSA Transfer-Out Request	Pre-tax	Informational	No	No	Sent when a member completes the request to transfer HSA funds out of Forma and that request is being processed.
Your HSA investment completed	Pre-tax	Informational	No	No	Automatically activated when a buy order is successfully settled for all equity purchases. Please note that if any part of a grouped order did not successfully process, Forma will not send the email.
Important: Issue with your HSA investment order	Pre-tax	Informational	No	No	Automatically activated when one or more equity trades fail to process. Please note that an investment order can daily for several reasons.
Your 5498-SA tax form will be emailed to you	Pre-tax	Informational	No	No	Manually activated by Forma/vendor when document becomes available.
Important: Your HSA 1099-SA tax form is ready	Pre-tax	Informational	No	No	Manually activated by Forma when document becomes available.
Here's something special just for you	Employer-sponsored	Informational	No	Yes - account level	Automatically activated when a demographics file is processed and the member’s hire date or date of birth triggers account funding.
Your HSA investment sale is confirmed!	Pre-tax	Informational	No	No	Automatically activated when all items in a sell order are executed. The member can choose multiple ETFs in a single sell order. This email is sent when all ETFs are processed. Once all items in the sell order are executed, it takes approximately 3-5 business days to receive those funds
Your [Transit/Parking] commuter benefits	Pre-tax	Informational	No	Yes	Automatically activated to remind members with a Parking or Transit balance above a customer-defined threshold to spend their remaining funds.