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AI agent for benefits administrators

New Hire Enrollment Window Agent

Make sure every new hire makes an election, or waives, inside the window.

CommunicationHuman resources
See how it worksGet access
New Hire Enrollment Window Agent: what goes in, what the agent does and what you get

What it does

New hires have a short window to choose benefits, and those who miss it can wait a full year. This agent finds new hires from the HR feed and sets the deadline from the hire date. It sends a welcome message with the steps, then reminders at set points. It checks elections as they are made. If a new hire has no election by the deadline, it sends reminders, tells the manager and lists the person for the administrator. The administrator approves the messages and any exception. Edge case: the hire date changes, so the agent resets the deadline and tells the employee.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN A new hire is added 2 USES A TOOL Read the hire date and plan window 3 DOES Set the deadline 4 YOU APPROVE Administrator approves the message set 5 USES A TOOL Send the welcome message and reminders 6 USES A TOOL Check the enrollment system for elections 7 CHECKS THE RESULT Has the new hire made an election or waiver? If not: send the next reminder and tell the manager nearthe deadline. Back to step 5. 8 DOES Record the election 9 CHECKS THE RESULT Did the carrier accept the election? If not: correct the data and resubmit. Back to step 7. 10 RESULT Enrollment complete
Read the steps as a list
  1. A new hire is added
  2. Read the hire date and plan window
  3. Set the deadline
  4. Administrator approves the message setThe agent waits here for your OK.
  5. Send the welcome message and reminders
  6. Check the enrollment system for elections
  7. Has the new hire made an election or waiver?If not: send the next reminder and tell the manager near the deadline. Back to step 5.
  8. Record the election
  9. Did the carrier accept the election?If not: correct the data and resubmit. Back to step 7.
  10. Enrollment complete

How it decides

The window is the plan's number of days from hire. Reminders go at fixed points and the manager is told at the last stage.

  • Send reminders at 7, 3 and 1 days before
  • Tell the manager at 3 days
  • List missing elections after the deadline
  • Reset the deadline if the hire date changes

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Window length
  • Reminder days
  • Manager notice time (default 3 days)
  • Message tone

What keeps you in control

It always asks you first

  • Administrator approves messages and exceptions

Hard limits

  • Never enroll for the employee
  • Never miss the window without telling the administrator

It stops when

  • Done: election made or waived
  • Stop: window closed, administrator decides

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA new hire started June 3 with a 30-day window ending July 3. Reminders went out June 26, June 30 and July 2. By June 30 there was still no election, so the manager was told. The new hire enrolled on July 2. The carrier showed a rejection for a missing date of birth, and the agent corrected and resubmitted.

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