The assumptions behind missed elections.
- "If I do nothing, nothing changes."
- "The smallest paycheck deduction is the better deal."
- "My doctor and prescriptions are still covered."
- "My supervisor will tell me what to pick."
- "I clicked submit, so I'm done."
Doing nothing. That's only safe if your plan rolls elections over, and account elections need their own check. Don't tell people everything carries forward on its own.
The paycheck number. The deduction is only the premium. Deductibles, copays and coinsurance decide what care costs, which our cost-sharing talking points explain.
Doctors and prescriptions. Leave room for people to look up their doctors, their prescriptions and what dependents will cost before they choose. Our network guide shows them how.
Supervisors. They can nudge people about the deadline. They shouldn't recommend a plan or collect medical details.
Submitting. The job isn't finished until employees can see their confirmation and know when coverage starts.
Sort the workforce before you write.
Everyone
The core facts, once, in plain words.
The window's dates and closing time, what changed, whether they must act, where to enroll and who to ask. Every other message builds on this one.
People who must act
Changes that need a choice.
Anyone whose plan, carrier or network is changing, or whose elections won't roll over. Tell them directly and early, and make the required action the first line.
Account holders
FSA and HSA elections.
Confirm the rollover rules for account elections separately before anyone is told their amount continues. Our account talking points help here.
Shift and field crews
Meet them where they work.
Schedule sessions on every shift, at every location, and pair email with meetings, printed instructions in an accessible format and any other channel your company has approved.
Supervisors
Reminders, not advice.
Brief them on the deadline and the help contact. Only people whose role requires it should see who has or hasn't enrolled.
One note, adapted for each group.
Sample note to employees: "Open enrollment runs [start date] to [end date and time]. This year, [what changed]. [You need to make a new election. / Your current elections continue under the plan rules, except: list any that don't.] Compare your costs and options at [secure enrollment link]. Before you choose, check that your doctors and prescriptions are covered. Questions? Book a time with [contact] or join a session on [dates and locations]."
Check every bracket against the plan rules before it goes out, especially the line about what continues.
Work backward from the close date.
Before the window opens
Pin down what changed, whether elections roll over, the closing date and time, and when coverage starts, then fit your schedule to the carrier's and plan's deadlines. Book sessions for every shift and location, and brief supervisors.
While it's open
Send the core note with the plan comparison. Make time for one-on-one conversations and for people to look up doctors, prescriptions and dependent costs. Near the end, remind only the people who haven't finished, through approved channels, with the deadline, the link and the help contact.
After it closes
Give secure access to confirmations, and explain when coverage starts, what happens with ID cards and how corrections work. Then note which questions came up most, so next year's first message answers them.
What to have ready, and when to call us.
Have this ready
The SBC and a plan comparison for each option. Employee cost per paycheck for every coverage level. The rollover rules, including for account elections. Session dates for each shift and location. The enrollment link, and a help contact who will answer. Our open enrollment checklist covers the admin side.
Call us when
A carrier, plan or network is changing and employees need a session, not an email. Rollover rules are unclear. Completion is lagging at one location. Someone finds an error after the window closes. We provide group meetings at your site, individual conversations, live virtual sessions, repeat visits for different shifts and help once enrollment closes, at no extra fee for client teams, and Employee Navigator is available and customized at no extra cost for group clients who want it.
What HR asks us about enrollment messages.
Can we tell employees their elections will roll over?
Only once you've confirmed the plan rules, with account elections checked on their own. Even then, list what continues instead of promising everything does.
How do we reach people who don't read email?
Pair email with meetings, printed instructions in an accessible format and other channels your company has approved, and hold sessions on every shift. Our guide to benefits emails employees act on covers the writing side.
Can managers see who hasn't enrolled?
Only people whose role requires it should see enrollment status. A supervisor reminding the team about the deadline doesn't need to know who chose what.
Want help running enrollment?
Send us your enrollment window and shift schedule, and we'll plan education sessions around them.