HR benefits workflow for Tallyfy

Get benefits right the first time for every employee

Benefits enrollment involves HR, carriers, payroll, and the employee - and when any handoff fails, someone ends up without coverage or with wrong deductions. This template coordinates all parties through a verified enrollment process with reconciliation checks.

7 steps

4 fields

1 automations

Import into Tallyfy Preview steps

Human Resources benefits

Run this workflow in Tallyfy

Import this template into Tallyfy and capture employee name, email, department, and manager in the kickoff form to start each enrollment

Configure Tallyfy automations to route tasks to the right people with form fields capturing employment type, medical plan selection, coverage effective date, and carrier confirmations

Track each enrollment through Tallyfy's 7-step process with real-time visibility and a final audit step to verify all systems match before closing

Import this template into Tallyfy

Process steps

Create benefits program

5 days from previous step

task

Set up the core benefits package for this employee. Review their employment type (full-time, part-time, contract) because it determines which benefits theyre eligible for. Dont forget to check whether theyve got any pre-existing coverage that might overlap with what we offer. Document everything in the HR system before moving forward.

Form fields in this step

Employment type *

Enroll new employee in the program

5 days from previous step

task

Add the employee to all applicable benefit plans they selected during onboarding. This includes health insurance, dental, vision, and any voluntary benefits like life insurance. Make sure their dependents are listed correctly if they chose family coverage. The enrollment window is usually tight, so get this done within the first 30 days.

Form fields in this step

Primary medical plan selected *

Number of dependents covered

Coverage effective date *

Verify with carriers and process invoices

5 days from previous step

task

Contact your benefits providers to confirm the employee has been added to their systems. Double-check that premiums are calculated correctly based on the coverage level selected. Process any invoices from the carriers and reconcile them against your payroll deductions. If something looks off, flag it now rather than finding out three months later.

Form fields in this step

Carrier confirmation number *

Send benefits welcome package

1 day from previous step

task

Put together a welcome kit that explains how to use their benefits. Include the insurance cards (or explain when they will arrive), provider contact numbers, and the claims process. Nobody wants to figure this stuff out when they are actually sick. Give them a quick reference guide they can keep at their desk.

Set up payroll deductions

1 day from previous step

task

Configure the payroll system to deduct the employee share of premiums from their paycheck. Pre-tax deductions for health insurance need special coding, so make sure your payroll provider knows which benefits qualify. Verify the amounts match what the employee agreed to during enrollment. A mistake here causes headaches for everyone.

Form fields in this step

Monthly premium deduction amount *

Schedule benefits orientation

1 day from previous step

task

Book a 30-minute session to walk the employee through their benefits. Most people skim the paperwork and miss important details like FSA deadlines or wellness program perks. Cover the basics: how to find a doctor, what needs pre-authorization, and who to call when there is an issue. Answer their questions now while the information is fresh.

Complete enrollment audit

1 day from previous step

task

Run a final check to make sure everything matches up. Compare the employee selections to what is in the carrier system, payroll, and HR records. All three should show the same plans, coverage levels, and effective dates. Fix any discrepancies before they turn into bigger problems down the road.

Form fields in this step

Audit verification status *