Open Enrollment: HR Preparation Before the Window Opens
A practical pre-enrollment checklist for HR teams who need to prepare employees, verify carrier data, and prevent the last-minute rush.
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AI Benefits Guide
Open enrollment questions? VivaBenefits answers.
An AI agent guides employees through their plans, answers FSA and HSA questions, and files claims, leaving HR to handle matters needing human judgment.
VivaBenefits
Can I add my spouse to dental before enrollment ends?
Yes, your plan year closes October 31st. You have 8 days. I can begin the dependent add form now. Would you like me to?
Do not let open enrollment take your whole HR team.
Mid-size HR teams answer hundreds of plan questions employees could handle themselves, when the right information is easy to find and use.
~40%
of open enrollment HR tickets are basic plan questions, with no human intervention needed
2-3 hrs
average HR time each day on benefits questions in an open enrollment week at a 200-person company
72%
of employees were unsure they selected the right health plan during their last enrollment
How It Works
Set it up once. Every employee benefits.
VivaBenefits links to carrier documents and your HRIS, then answers benefits questions and manages claims for everyone at the company.
Capabilities
Benefits help VivaBenefits provides employees
Guided Open Enrollment Selection
VivaBenefits guides each employee through plans suited to their situation, including family size, providers, and expected usage, then files the election for them.
FSA and HSA Balances and Use
Employees ask in plain language about FSA balances, eligible expenses, and rollover rules. VivaBenefits responds from their plan terms instead of sending them to HR.
File Claims and Track Status
Employees describe a medical visit, and VivaBenefits submits the claim to the correct carrier using the proper procedure. Status updates return in the same conversation.
COBRA and Qualifying Life Events
Departures, marriages, new dependents, and job changes create benefits actions with deadlines. VivaBenefits guides employees through each qualifying life event and COBRA election window.
Early Results
Findings from our HR pilot teams
78%
of open enrollment questions resolved without an HR agent
From our initial pilot cohort
<30 sec
average time to answer employee benefits questions
Recorded during beta testing
Two people managed benefits for 280 employees. Open enrollment once meant two weeks answering the same dental and FSA questions. Last year, VivaBenefits handled most before they reached us.
Early-access partner, 280 employees
Employees now get clear answers to EOB questions without my opening the carrier portal for them. That alone gave me back hours every week during claims season.
Pilot program participant, 190 employees
Fits the HRIS and payroll tools you already use
BambooHR-compatible
ADP-compatible
Paychex-compatible
Gusto-compatible
Rippling-compatible
TriNet-compatible
Pricing
One company price. No per-seat fees as you hire.
One flat monthly rate covers your company, whether you have 50 employees or 400.
Core
$299
/month
Up to 150 employees
- Guided open enrollment
- FSA and HSA help
- In-network claim filing
- 3 carrier integrations
Most Popular
Professional
$699
/month
Up to 400 employees
- All Core features
- COBRA support
- Qualifying life events
- HRIS connections
- Benefits usage analytics
Custom
Contact Sales
400+ employees
- Complex multi-carrier setups
- Custom HRIS connections
- Dedicated implementation help
- SLA-backed response promises
HR Resources
Practical benefits guides for HR teams
HSA vs FSA for Mid-Size Companies: Which to Offer and When
Understanding the trade-offs between HSA and FSA offerings matters most during benefits design, not during open enrollment when it is too late to change.
Read article
COBRA Administration Checklist for HR Teams Without a Dedicated Benefits Staff
The notices, deadlines, and carrier coordination steps HR teams most commonly miss when handling COBRA without a dedicated benefits resource.
Read article