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AI agent for human resources directors

Open Enrollment Readiness Agent

An open enrollment with correct deductions, clear communication and every election collected.

Quality controlExecutives and strategyHuman resourcesManagement
See how it worksGet access
Open Enrollment Readiness Agent: what goes in, what the agent does and what you get

What it does

A deduction is set up wrong during open enrollment and 40 employees see the wrong pay in January. This agent reads plan changes and rates and builds the employee communication timeline. It tests the deduction setup on a sample, tracks completion and chases missing elections. It rechecks the sample after fixes. It compares the first payroll run in the sample against what each employee should pay, and it keeps a list of who has not yet made a choice so reminders go only to the people who still need them. Results of each test are saved so HR can show they were checked. Edge case: a plan's rate changed mid-year for part-time staff, so the agent tests that group separately. HR approves communications and final files.

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, continueApprovedNoNo 1 STARTS WHEN Open enrollment planning begins 2 USES A TOOL Read plan changes, rates and employee list 3 DOES Build the communication timeline 4 YOU APPROVE HR approves the communications 5 USES A TOOL Test deduction setup on a sample of employees 6 CHECKS THE RESULT Do sample deductions match the expected amounts? If not: find the cause in the setup and fix it. Back tostep 5. 7 USES A TOOL Track elections and chase missing ones 8 CHECKS THE RESULT Has every eligible employee made an election orwaiver? If not: send reminders to the remaining employees. Backto step 7. 9 DOES Prepare the final file for payroll and carriers 10 YOU APPROVE HR approves the final file 11 RESULT Final elections file
Read the steps as a list
  1. Open enrollment planning begins
  2. Read plan changes, rates and employee list
  3. Build the communication timeline
  4. HR approves the communicationsThe agent waits here for your OK.
  5. Test deduction setup on a sample of employees
  6. Do sample deductions match the expected amounts?If not: find the cause in the setup and fix it. Back to step 5.
  7. Track elections and chase missing ones
  8. Has every eligible employee made an election or waiver?If not: send reminders to the remaining employees. Back to step 7.
  9. Prepare the final file for payroll and carriers
  10. HR approves the final fileThe agent waits here for your OK.
  11. Final elections file

How it decides

It treats any sample deduction that differs from the expected amount as a failure and holds the final file until it passes.

  • Test at least 5% of employees across all plan types.
  • Any deduction mismatch holds the file.
  • Send reminders 7, 3 and 1 day before close.
  • Treat part-time and full-time groups separately.

Make it yours

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

  • Sample size
  • Reminder days
  • Plan types
  • Communication channels
  • Final file format

What keeps you in control

It always asks you first

  • Every communication
  • The final elections file

Hard limits

  • Do not change payroll settings.
  • Do not send communications without approval.

It stops when

  • Done: all elections are in and deductions verified
  • Stop: payroll cannot be tested, so the agent asks HR

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 happensThe agent tests 25 sample employees. Three part-time staff show a deduction of $84 instead of $79. The check fails. The agent traces it to a rate table error. After the fix, the retest passes. Day 10, 18 employees have not elected. Reminders go out and 14 respond. HR approves the final file with 4 waivers.

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