New Employer Checklist

Below are all of the actions that must be completed to create and onboard a new employer client.

During the implementation process, you will move the Employer through Lead, Prospect and Onboarding statuses in the platform. Each stage is accompanied by a checklist of tasks within the platform. 

This page provides an at-a-glance look at the steps involved to fully implement ICHRA with your client. Click each item for details and instructions.

Please Note: Enrollment dates may not extend past the 12th of the month for the following months effective date (example: 08/01 - 08/12 for a 09/01 effective date). Take this criteria into consideration when planning to onboard a new group.

Lead Status (Agent-only tasks)

• Add the Employer group to the benefitbay platform.

• Add a Go/No Go census
• Complete a Go/No Go quote
• Move the Employer to Prospect status

Prospect Status (Agent-only tasks)

• Create and edit the model
• Lock the model
• Upload a complete census
• Designate Employer contacts: Signer, Admin, Finance
• Enter the Employer location
• Create and sign the Employer Contract
• Move the Employer to Onboarding Status

Onboarding Status (Agent and Employer tasks)

• Ensure the Employer Signer signs the contract*
• Lock the model (if not already completed)*

• Upload final census (if necessary)
• Ensure that Employer tasks are completed: 

• • Admin must complete Employer Profile
  • Signer or Finance user must authorize bank account creation
  • Signer or Finance must enter funding details
  • Signer must sign Reimbursement/Contribution schedule
  • Signer must sign the ICHRA Plan Document

• Schedule the Implementation meeting (Sales handoff to the client's assigned benefitbay Customer Success Manager).
• Ensure that Employer provides initial funding**

• Schedule Welcome Emails for the first day of Open Enrollment
• Ensure that Employer sends the 90 day ICHRA notice to all eligible employees
• After all tasks are complete, the platform will move the employer to Client Status

Open Enrollment (Agent and Employer tasks)

• Conduct Open Enrollment Education with the employer (as necessary)
• Assist with Employer and Employee questions
• Monitor employee open enrollment 

Post-Open Enrollment (Agent and Employer tasks)

• Attend the Employee Management and Finance training sessions
• Contact your Customer Success Manager with questions and concerns
• Assist in employee and employer escalations
• Attend Quarterly Business Review meetings