New hires at a mid-size accounting firm faced a stack of pension and insurance paperwork — and HR faced the re-keying. We replaced it with one guided form that syncs validated elections to four providers, cutting enrollment errors by 90%.
Typical results
2 days
To full enrollment
0
Missed provider deadlines
4
Providers synced
Figures reflect typical results for this kind of automation.
The challenge
Each new hire meant four separate provider forms asking overlapping questions, printed, signed, scanned and re-typed by HR. Full enrollment took three weeks, consumed about four HR hours per hire, and produced roughly thirty errors a year — wrong deduction amounts, missing beneficiaries, lapsed deadlines — each one an awkward correction with a provider.
Before and after
Enrollment errors per year
−90%Time to full enrollment
−90%HR hours per new hire
−88%The automation
We built one guided enrollment flow. New hires choose pension, health, dental and life cover in a plain-language form with live cost previews, and every answer is validated for eligibility and completeness before it can be submitted. A Make scenario then syncs elections to each provider — API where available, pre-filled forms where not — chases every deadline automatically, and logs each provider confirmation back to the HRIS with a full audit trail.
How it works
- 01
Guided elections
New hires pick pension, health and insurance options in one plain-language form with live cost previews.
- 02
Validation up front
Choices are checked for eligibility and completeness before submission — no more missing beneficiary or ID fields.
- 03
Providers synced
Elections flow to four providers via API where possible and pre-filled forms where not.
- 04
Deadlines chased
Automatic reminders track every provider deadline; nothing waits in an inbox.
- 05
Confirmed in the HRIS
Provider confirmations are logged against the employee record, closing the loop with an audit trail.
Starts from
- New-hire elections
- Guided benefits form
Delivers
- Pension & insurance providers
- HRIS confirmations
- Deadline reminders
The impact
Enrollment errors fall 90%, from about thirty a year to three, and provider deadlines stop being missed. New hires are fully enrolled in two days instead of three weeks, and HR's effort per hire drops from four hours to thirty minutes of exception handling.
Questions about this automation
How do new hires choose their benefits?
They fill in one guided form covering pension, health, dental and life cover, written in plain language with a live cost preview for each option. Eligibility and required fields such as beneficiaries and ID numbers are checked before submission, so incomplete elections never reach a provider.
How do elections reach providers that have no API?
Where a provider offers an API, elections are sent to it directly. Where it does not, the automation fills in that provider's own form as a PDF and sends it through the channel the provider accepts, usually email. Either way, each submission is tracked until a confirmation comes back.
How does the automation keep track of provider deadlines?
Each submission carries its provider's enrollment deadline. Automatic reminders go out as the date approaches, and HR is alerted if a confirmation has not arrived in time. Confirmations are logged against the employee record in the HRIS, giving a complete audit trail for every new hire.