If your company works with an external insurance broker, you can manage health insurance enrollment requests directly in Factorial. This allows HR teams to send enrollment changes to the broker, track their status, and keep employees informed throughout the process.
Overview
Broker-managed health insurance helps companies manage the full enrollment process without relying on spreadsheets or email tracking.
Once a health insurance plan is configured as broker-managed, approved enrollment changes are sent to the broker on a scheduled synchronisation date. The broker reviews each request, and coverage is only activated after the request has been confirmed.
Employees can follow the progress of their requests directly in Factorial and receive updates if additional action is needed.
How to use
Configure a broker-managed health insurance plan
- In your sidebar, go to Benefits
- Open the health insurance plan you want to configure
- Enable Broker-managed for the plan management
- Enter the broker's contact email address
- Enter the broker relationship
- Select the monthly synchronisation day
- Coverage start date must be the first day of the month
- Save your changes
You can add dependents to your plan.
Manage enrollment requests
After the plan has been configured:
- Employees submit enrollment, dependent, or unenrollment requests as usual
- Once approved, the requests are queued for the next synchronisation date
- On the scheduled day, Factorial sends the pending changes to the broker
- Review the broker's response from the plan's management page
- Confirm or reject each request based on the broker's decision
- If a request is rejected, select the appropriate rejection reason before saving
Employees are automatically notified when their request has been processed.
If an enrollment request is still pending, the request may be waiting for the next scheduled synchronisation date or for the broker's response.
If a request was rejected, review the rejection reason in the request details and update the employee's information if necessary before submitting a new request.
Enrollment request statuses
Employees can track the progress of their requests through the following statuses:
- Pending – The request has been submitted and is waiting to be sent to the broker
- Sent to broker – The request has been sent and is awaiting the broker's response
- Confirmed – The broker has approved the request and coverage has been activated
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Rejected – The broker has declined the request
- Employees can view the rejection reason provided
Health insurance coverage is only activated after the broker confirms the request.
Tips and best practices
- Verify the broker's contact email before enabling broker-managed synchronisation
- Schedule a synchronisation day that aligns with your broker's enrollment process
- Review rejected requests promptly so employees understand the next steps
- Keep employee and dependent information up to date before approving enrollment requests to reduce the likelihood of rejections
FAQ
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Which changes are sent to the broker?
Approved enrollments, dependent changes, and unenrollment requests are included in the scheduled synchronisation.
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Can employees see the status of their requests?
Yes. Employees can track whether their request is pending, sent to the broker, confirmed, or rejected.
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When does health insurance become active?
Coverage is activated only after the broker confirms the enrollment request.