The moment a new hire appears in a client's HR system, the automation collects their benefit elections, runs eligibility checks, and delivers enrollment files to every carrier — closing the gap where new employees used to start work uninsured.
Typical results
100%
Covered from day one
0/month
Retroactive enrollment fixes
+30%
Client headcount handled
2 days
Elections turnaround
Figures reflect typical results for this kind of automation.
The challenge
The firm administered benefits for dozens of employers, and every new hire depended on an HR manager remembering to send a form. Paperwork arrived late or incomplete, eligibility windows were missed, and employees discovered at the pharmacy that their coverage hadn't started. Fixing retroactive enrollments consumed hours and burned client trust.
Before and after
New hires covered on day one
+41%Retroactive fixes per month
−100%Elections turnaround
−78%The automation
We connected each client's HR system to a Make workflow that watches for new-hire events. The moment one fires, the employee receives a mobile benefits-election form on WhatsApp, pre-filled with their plan options. Submissions are checked automatically against eligibility rules — hire date, hours, waiting periods — and validated elections are transformed into each carrier's enrollment file format and delivered. Missing elections trigger escalating reminders, and the firm sees every hire's status on one board.
How it works
- 01
New-hire event fires
A new entry in any client's HR system triggers the workflow instantly.
- 02
Elections collected
The employee receives a pre-filled mobile benefits form via WhatsApp and email.
- 03
Eligibility verified
Hire date, hours and waiting periods are checked automatically against each plan's rules.
- 04
Carrier files delivered
Validated elections convert into each carrier's enrollment file format and ship on schedule.
- 05
Nothing slips
Escalating reminders chase missing elections, and a live board shows every hire's status.
Starts from
- New-hire events
- Client HR systems
Delivers
- Carrier enrollment files
- Day-one coverage
- Status board
The impact
Every new hire across all client companies is now covered from their first day — the coverage gap that generated the firm's worst support calls is gone. Retroactive enrollment fixes fell from about a dozen a month to zero, and the team handles 30% more client headcount without new staff.
Questions about this automation
What starts the workflow for a new employee?
A new entry in the employer's HR system fires a new-hire event, which the workflow picks up through the system's API or a scheduled export. The employee then receives a benefits election form on WhatsApp and email, pre-filled with the plans they are able to choose from.
How are eligibility rules checked?
Each submission is compared with the plan's rules, such as hire date, weekly hours and waiting periods. Eligible elections move on to carrier files, while anything outside the rules is flagged for the administration team with the reason shown, so no one is enrolled or left out by mistake.
Can it handle many employers and carriers at once?
Yes. Each employer's HR system is connected separately, and each carrier has its own enrollment file format and delivery schedule. A single status board shows every new hire across all employers, with reminders chasing missing elections. This is a multi-step build, usually rolled out in stages, one employer and carrier at a time.