Group benefits enrollment

How do we run a group benefits enrollment so each employee's elections, dependents and evidence of insurability are captured correctly and written to the group admin system before the effective date?

Give every employee their own enrollment record inside the employer's window. Callvu prefills the census the employer supplied, opens each employee's enrollment on their own screen with the plans their class is eligible for, takes the elections, the dependents with their proof, the beneficiaries and the salary-based amounts, classifies which elections need evidence of insurability under the guaranteed issue limits and late entrant rules, chases the evidence forms and the dependent documents with the window's deadline, routes evidence decisions to the medical underwriter in the Decision Desk, and writes the completed enrollment to the group admin system with the effective dates.

In scopeComplex: multi-party handoffsCallvu moves: prefill, chase and verify, write back

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Last updated November 7, 2026.

The problem today

Two hundred spreadsheet rows, forty missing beneficiaries, and a supplemental life election over the guaranteed issue limit that nobody noticed until the claim.

Today, without Callvu

An employer sends a census and the enrollment forms go out. Elections come back on paper, by email and in a spreadsheet; the benefits administrator keys them in; the dependents' eligibility is taken on faith; the evidence of insurability forms for amounts over the guaranteed issue limit are sent weeks later and never returned. The coverage is issued at the elected amount, and a death claim exposes the gap.

Group life, disability and voluntary benefits carry rules the enrollment has to apply: eligibility by class and waiting period, guaranteed issue limits above which evidence of insurability is required, late entrant rules, dependent eligibility and documentation, beneficiary designations with the spousal rules some states impose, salary-based benefit calculations, and ERISA's disclosure duties for the plan. Each employee is their own case with their own deadline inside the employer's window.

The enrollment is only done when every employee's record is complete and the group admin system agrees.

How it runs

From the requestto the system of record.

The employer opens enrollment (initial, annual or a new hire's window) and supplies the census. Callvu opens an enrollment record for each eligible employee.

Employee: Elects coverage, adds dependents with their documents, names beneficiaries and completes evidence of insurability where required, on their own screen.
Employer benefits administrator: Supplies the census, confirms eligibility classes and salaries, and sees the enrollment's completeness.
Medical underwriter: Decides evidence of insurability in the Decision Desk.
Callvu: Prefills, classifies, chases, routes and writes.

Prefill from the census
Each employee's record is prefilled with the census data (name, date of birth, class, hire date, salary, location) and the plans and amounts their class is eligible for under the group's contract, with the waiting period and the window's dates applied.
Elect and classify
The employee elects on their own screen, adds dependents with the relationship and the documents the plan requires, names beneficiaries with the allocation checks, and sees the salary-based amounts computed; each election is classified against the guaranteed issue limit, the late entrant rules and the age reductions, and the elections needing evidence of insurability are flagged with the form.
Chase and verify
The evidence of insurability questionnaire, the dependent documents and any missing election are chased from the employee with the window's deadline and reminders; the employer is asked to confirm a class or salary that does not match the election; each document is read and checked.
Decide and write back
Evidence of insurability goes to the medical underwriter in the Decision Desk with the questionnaire and only approve, approve at the guaranteed issue amount pending further evidence, request records, or decline; the completed enrollment with the approved amounts, the dependents, the beneficiaries and the effective dates is written to the group admin system as the system of record, and the employer and the employee receive the confirmation.

Where it ends: Every eligible employee has a complete record with the amounts they are actually insured for, the dependents proven, the beneficiaries named, and the group admin system holding it before the effective date. The Decision Trace shows each election's classification and the underwriter's decisions; the Audit Trace shows the elections, documents and confirmations with their times.

Runtime enforcement

What is enforcedwhile the work runs.

The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.

Regulations

ERISA plan administration and disclosure rules (29 USC 1021 to 1025 and 29 CFR 2520): An employer-sponsored group plan must furnish the summary plan description and the required notices to participants, maintain records of elections and beneficiary designations, and administer eligibility and claims under the plan's terms; the enrollment record is the evidence of what each participant elected and when.
Group contract terms on eligibility, guaranteed issue and evidence of insurability: The group policy sets the eligible classes, the waiting period, the guaranteed issue amounts above which the insurer may require evidence of insurability, the late entrant rules requiring evidence for elections outside the initial window, the age reduction schedule and the dependent eligibility definitions; coverage above the guaranteed issue amount is effective only when the insurer approves the evidence.
State beneficiary and spousal consent rules, and the HIPAA authorization for evidence of insurability: Beneficiary designations must meet the state's and the plan's rules (including community property or spousal consent where applicable), and an evidence of insurability questionnaire that requests medical records carries a HIPAA-compliant authorization signed by the employee.

Company policies

Each employee enrolls on their own screen; the administrator never keys elections for them.
An election above the guaranteed issue limit or by a late entrant is flagged and the evidence form is chased before the effective date; coverage is written at the approved amount only.
Dependents are added with the documents the plan requires, read and checked.
The group admin system is the system of record for the enrollment and the effective dates.

Controls

Census prefill with class eligibility.
Election classification against guaranteed issue and late entrant rules.
Dependent and beneficiary checks.
Evidence of insurability chase with the window's deadline.
Decision Desk medical underwriting with allowed outcomes.
Write to the group admin system with effective dates.

Clocks and deadlines

Enrollment window: The employer's open enrollment period or the new hire's window under the contract, with reminders until each employee's record is complete.
Evidence of insurability: The questionnaire returned and decided before the effective date; until approved, coverage is at the guaranteed issue amount.
Effective date: The contract's effective date after the waiting period, written to the group admin system per employee.

Documents and checks

The employer's census and the eligibility classes
Each employee's elections, dependents and beneficiaries
The evidence of insurability questionnaires and the HIPAA authorizations
The underwriter's decisions
The enrollment record in the group admin system

In the Decision Trace

Each election's classification and the rule applied.
Each dependent and beneficiary check.
The medical underwriter's decision and the amount approved.

In the Audit Trace

Each election and signature with the time.
Each chase and document with the time.
The write to the group admin system and the confirmations.

The handoff

Between the front doorand the back office.

The front door

The employee's own screen from a link the employer or the carrier sends; the administrator in the employer portal.

The back office

The medical underwriter sees only the evidence decisions; the group admin system is written once per employee, not from a spreadsheet.

The Decision Desk

Evidence of insurability goes to the medical underwriter in the Decision Desk with the questionnaire and only approve, approve at the guaranteed issue amount pending further evidence, request records, or decline.

Proof

In scope.Proof at scale, not one process at a time.

The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.

Phoenix put more than 100 processes live in under 3 months.

Across Callvu customers

More than 1,000 processes are live across Callvu customers.

Across Callvu customers

Questions

What buyers ask next,answered plainly.

When is evidence of insurability required?

When an election exceeds the guaranteed issue amount or is made by a late entrant under the group contract; the process flags it and chases the questionnaire before the effective date.

How are dependents verified?

The employee adds each dependent with the relationship and the documents the plan requires, which are read and checked before the write.

What does the employer see?

Each employee's completeness and the outstanding items, and requests to confirm a class or salary that does not match an election.

Related processes

Life insurance application Life underwriting evidence collection Beneficiary changes Disability income claim Try it in the sandbox All insurance processes

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