# Account & Billing
Source: https://docs.benefitflow.com/knowledge-base/account-billing
# Advanced Concepts
Source: https://docs.benefitflow.com/knowledge-base/advanced-concepts
Deeper dives, after you've mastered the basics
# AI Data Handling Statement
Source: https://docs.benefitflow.com/knowledge-base/ai-data-handling
How BenefitFlow uses AI within the platform, and how it intersects with data handling, security, and compliance controls.
This statement describes how BenefitFlow uses artificial intelligence within our platform, and how that use intersects with data handling, security, and compliance controls.
**Version 1.0** — March 26, 2026
***
## AI Functionality
BenefitFlow uses AI and large language model (LLM) tooling solely to analyze, organize, and summarize information that is lawfully obtained from publicly available sources — such as company websites, directories, and regulatory filings.
AI features, including FlowPilot, are used for internal purposes to improve the functionality of our platform.
AI features are **not** used to generate prospecting or outreach messages, send communications on a user's behalf, or autonomously write to a customer system of record (e.g., CRM). All prospecting activity remains user-initiated and user-authored.
***
## Our Restrictions on Using AI
| Restriction | Details |
| :------------------------------------- | :--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **No model training on customer data** | Customer-provided information and tenant-specific records are not used to train or fine-tune third-party AI models. |
| **No CRM integration with AI** | AI outputs do not directly modify or populate CRM records or internal systems. |
| **Limited account/service data** | Consistent with our [Privacy Policy](https://www.benefitflow.com/privacy-policy), the platform may process limited account and service-usage information (e.g., name, email, employer, job title; on-screen activity; crash/telemetry data). We adhere to data minimization and use limitation principles. |
| **Consistency and transparency** | AI is used only in a manner consistent with this statement. AI will not be used to intentionally deceive, defraud, or mislead others, or to facilitate misinformation. |
| **Decision-making** | AI will not be used as a factor in making decisions with legal or similarly significant effects regarding an individual or group, including profiling, unless permitted by applicable law. |
| **Legal compliance** | We will not use AI to submit, upload, or generate any output that violates applicable law. |
***
## Security, Confidentiality, and Availability Controls
BenefitFlow maintains an independently audited **SOC 2 Type II** control environment covering the Security, Confidentiality, and Availability trust service criteria.
| Control Area | Details |
| :--------------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Most recent audit period** | September 1, 2025 through February 28, 2026 |
| **Auditor** | Prescient Assurance LLC |
| **Controls include** | Encryption at rest and in transit, logical access and RBAC, change management/SDLC, vulnerability management, incident response, business continuity/disaster recovery, logging/monitoring, and customer-data segregation |
| **Personnel** | A dedicated Head of Engineering is responsible for reviewing practices and ensuring compliance with all applicable privacy and data security laws |
We monitor the use of AI within BenefitFlow to evaluate compliance with this statement and applicable law. All inputs and outputs are subject to monitoring by appropriate BenefitFlow personnel for compliance and quality assurance purposes.
***
## Opting Out
You may opt out of AI processing at any time by adjusting FlowPilot's opt-in/opt-out toggle in your BenefitFlow account settings.
If you opt out, FlowPilot and other AI features will not be available for use unless and until you opt back in.
***
## Subprocessors and Infrastructure
BenefitFlow operates on established cloud infrastructure and exercises vendor oversight consistent with its SOC 2 design and monitoring practices. Complementary subservice organization controls (e.g., physical and environmental safeguards at the cloud provider) are reviewed as part of BenefitFlow's assurance program.
***
## Data Privacy
BenefitFlow's collection, use, and disclosure of personal information are governed by our publicly posted [Privacy Policy](https://www.benefitflow.com/privacy-policy). Consult the Privacy Policy for additional details regarding our general information collection, use, disclosure, and retention practices.
***
## Related Resources
***
Have questions about our AI data handling practices? Reach out to your BenefitFlow Customer Success Manager or email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
# August 2026 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/august-2026-product-updates
The BenefitFlow MCP and CRM Enrichment go GA, richer employer profiles, and sharper filters and search.
BenefitFlow Users,
Big upgrades this month! Your data now works inside the AI assistant you already use, CRM Enrichment is generally available, and employer profiles and search both got a lot better. Here's what's new 👇
### The BenefitFlow MCP is now GA
Pull BenefitFlow data straight into Claude, ChatGPT, or whatever AI assistant you use. Ask about a company and get firmographics, contacts, and signals without leaving your assistant.
* Available to every customer on every plan, not a paid add-on
* Unlocking contacts works just like the app, using your existing credits
* Each user connects it in a couple of minutes
Set up the MCP in your assistant and start pulling BenefitFlow data
### CRM Enrichment is now GA
Enrichment keeps the records you already have in your CRM up to date, on a schedule you set. It now covers both employer accounts and contacts, matched to Salesforce, HubSpot, or Dynamics from your Integration Settings.
Enrich is turned on per team. If you'd like it, talk to your CSM.
How Enrich works and how to set it up
### Employer profiles, upgraded
The employer profile now shows what you need to know about an account at a glance, and FlowPilot reads all of it.
* Company **Overview** includes description, revenue, founded date, company type, domains, subsidiaries, and key contacts
* **Workforce** shows headcount by geography and role, hiring trends, and job postings
* **Funding & News** covers funding events, acquisitions, and recent news
### Sharper filters and search
Building a target list got faster.
* **Signal Filters:** filter Employer and Broker search by 20+ signals (renewals, carrier or broker switches, compliance), with a recency window
* **Sharper location search:** cities, states, and multi-state regions resolve more accurately, in both search and FlowPilot
* **CRM Filter on employers:** find whitespace with *Not in CRM*, or skip accounts you already have with *In CRM*. [Learn more](/knowledge-base/crm-filter)
* **Service Provider filter:** find employers by the recordkeepers, TPAs, and consultants that serve them
* **Smarter matching:** better multi-word name search, bulk company matching, and a Best match default sort
### One more thing
Ask FlowPilot how something works and it now answers straight from our help docs.
### Thanks for reading!
Questions? Reach out anytime.
\- The BenefitFlow Team
# Prospecting with BenefitFlow
Source: https://docs.benefitflow.com/knowledge-base/benefitflow-101
See a bite-sized demo of how BenefitFlow works.
## A bite-sized demo of BenefitFlow
This short demo shows how BenefitFlow can be used during the prospecting process, highlighting key features and workflows that help teams demonstrate value quickly to potential customers.
# Billing
Source: https://docs.benefitflow.com/knowledge-base/billing
## For all billing-related questions — including invoices, credit card changesand payment issues:
[billing@benefit-flow.com](mailto:billing@benefit-flow.com)
Typical response time: 2 business days. Feel free to cc in your customer sucess manager
# Broker Office Insights
Source: https://docs.benefitflow.com/knowledge-base/broker-office-insights
Market share, client mix, growth trends, key partners, and contacts for any broker office
Broker Office Insights gives you a detailed analytical view of any broker office in BenefitFlow — market position, book composition, growth trajectory, carrier relationships, and key contacts. All data is derived from Form 5500 filings and BenefitFlow's proprietary broker-client mapping.
## Getting there
1. Search for a broker from the **Broker** tab
2. On the broker's profile, find the office you want under the **Offices** tab
3. Click **View Insights** on any office row
You'll land on the **Office Insights** tab with five sections in the left sidebar.
## Market Share
See how this office ranks against competitors in its geography.
* **MSA ranking** — position and market share by commissions in the office's metro area
* **State ranking** — same view at the state level
* Each leaderboard shows the top broker offices with commissions and % of market
* The current office is highlighted so you can quickly see where they stand
**Use case:** Identify whether a broker office dominates its local market or has room to grow — useful for competitive positioning and prospecting conversations.
## Client Mix
Understand the composition of the office's book of business.
* **Funding Type Breakdown** — donut chart showing the split between self-funded and fully insured clients
* **Employee Size Distribution** — bar chart showing client count by employer size band (0–100, 101–200, 201–500, 501–1,000, 1,000+), color-coded by funding type
* **Top Industries** — bar chart showing the office's top 5 industries by client count
**Use case:** Quickly assess whether a broker office is focused on small groups vs. large employers, self-funded vs. fully insured, and which industries they concentrate in.
## Growth
Track how the office's book has changed over time.
* **Client Count Trend** — 5-year bar chart showing total client count per year
* **Net New Clients** — line chart showing net client adds over the past 12 months
* **Client Retention Rate** — 3-year average retention percentage
* The Clients list can be filtered by **Primary Broker**, **Broker Tenure**, and **Broker Commissions**
* **Clients Won / Lost / Stopped Filing** — stacked bar chart breaking down annual client movement:
* **Clients Won** (green) — new employer relationships added that year
* **Lost Clients** (red) — employers that moved to a different confirmed broker
* **Stopped Filing** (orange) — employers that stopped filing Form 5500 entirely (no confirmed new broker)
**Stopped Filing ≠ Lost.** "Stopped Filing" means the employer no longer appears in Form 5500 data — they may have dropped coverage, gone below the filing threshold, or switched to a broker we can't yet identify. These are separated from confirmed losses to avoid unfairly skewing retention metrics.
**Use case:** Assess whether a broker office is growing or shrinking, how fast, and whether they're losing clients to competitors or to filing gaps.
## Key Partners
See the carriers and vendors this office works with most.
* **Top Medical Carriers** — table showing carrier name, top product, covered lives, client count, and premiums with % of total
* **Top Ancillary Carriers** — same format for dental, vision, life, disability, and other lines
* **Top Vendors** — vendor name, category, and client count
**Use case:** Understand a broker office's carrier relationships before a meeting — which carriers dominate their book, where there might be gaps, and which vendors they use.
## Key Contacts
Browse the producers and account managers at this office.
* Contact cards showing name, title, location, and tenure
* **Verified Producer** badges for contacts with confirmed licensing
* **Unlock Contact** to reveal email and phone using contact credits
For the full contact list with advanced filters (role, job title, license type, carrier appointments), switch to the **Office Contacts** tab, where a search bar also lets you jump straight to a person.
***
## Related
Detailed employer views — benefits, history, deep research
How Form 5500 data powers BenefitFlow
How BenefitFlow determines the primary broker relationship
Create targeted outreach lists from search results
# Build Marketing Lists
Source: https://docs.benefitflow.com/knowledge-base/build-marketing-lists
## How to bulk generate a list of marketing contacts
### Generating a List of Broker Contacts
**Steps to Build a List:**
* Search by broker and navigate to the contacts tab.
* Utilize the filters on the left-hand side to create a targeted list of broker contacts.
* Example: Find Lockton broker contacts in California.
* Filter by roles or job titles (e.g., producers).
* Additional filters include years at the company, license type, and carrier appointments.
* Grab the entire list of broker contacts and click "Get Selected" to use contact credits to obtain email addresses for any contacts you haven't already used a contact credit for.
* Export the list into a CSV file or sync to Salesforce.
* Alternatively, add the contacts to an existing saved list.
# Bulk Data Access Setup Guide
Source: https://docs.benefitflow.com/knowledge-base/bulk-data-access-setup
How to connect to BenefitFlow's SFTP server for bulk data access
**This capability is available to select customers.** Need help? Email your customer success manager to get access.
## What is SFTP?
SFTP (SSH File Transfer Protocol) is a way to access, transfer, and manage files securely over the internet. It runs on top of SSH, which means all communication is encrypted and requires authentication before any data moves.
## How It Works
Our SFTP server uses public key authentication for secure, passwordless access:
| Setting | Value |
| --------------- | ---------- |
| Connection Type | SFTP |
| Authentication | Public Key |
## Steps to Connect
Generate an SSH key pair and email the `.pub` file to your customer success manager. Don't worry — public keys are public and can be sent unencrypted.
BenefitFlow will create a username for your organization and associate it with the public key you provided.
Use any SFTP client (e.g., Cyberduck, FileZilla, WinSCP) to connect with the details below.
## Connection Details
| Setting | Value |
| --------------- | -------------------------------------------------------------- |
| Server | `s-8a5ee082c03e40c7b.server.transfer.us-east-1.amazonaws.com` |
| Username | Your company name (provided by BenefitFlow) |
| SSH Private Key | The private key that corresponds to the public key you gave us |
| Port | `22` |
## Example Connection Setup
Below is an example of how to configure your SFTP client (shown using Cyberduck):
## Working with Data
Once connected, you'll see six folders — one for each dataset:
| Folder | Dataset | Description |
| :----------------- | :--------------- | :----------------------------------------- |
| `broker/` | Broker | Brokerage firms with aggregated metrics |
| `brokerContact/` | Broker Contact | Individual contacts at brokerages |
| `brokerOffices/` | Broker Office | Office locations with local metrics |
| `employer/` | Employer | Employers with benefits program details |
| `employerContact/` | Employer Contact | Individual contacts at employers |
| `policy/` | Policy | Individual insurance policies per employer |
Each folder contains weekly CSV snapshots with \~13 rolling weeks of history. Files are named `TYPE-YYYYMMDD.csv` (e.g., `EMPLOYER-20260405.csv`).
The `broker/`, `brokerOffices/`, and `employer/` folders also contain ID mapping files (e.g., `BROKER_ID_MAPPING-20260621.csv`). These let you carry forward IDs that change between releases. See [SFTP Update — June 2026](/knowledge-base/bulk-data-id-migration-june-2026) for how to use them.
Data is refreshed every **Saturday**.
Complete field-level reference for all six datasets — column definitions, data types, join keys, and implementation notes.
# Bulk Data Schema Reference
Source: https://docs.benefitflow.com/knowledge-base/bulk-data-schema
Complete field-level reference for all datasets available via BenefitFlow's SFTP bulk data service.
## Overview
BenefitFlow delivers six CSV datasets via SFTP, refreshed weekly every Saturday. Together they provide a complete picture of US employer-sponsored benefits: which employers offer what coverage, through which carriers, brokered by whom, at which offices, and the people at those brokerages and employers.
| Dataset | File Pattern | Description |
| :------------------- | :------------------------------ | :---------------------------------------------------------------------------------------------------------------- |
| **Employer** | `EMPLOYER-YYYYMMDD.csv` | One row per employer — firmographics, benefits program details, primary broker relationship, and P\&C information |
| **Policy** | `POLICY-YYYYMMDD.csv` | One row per policy per employer — the most granular view of coverage, carriers, premiums, and broker assignments |
| **Broker** | `BROKER-YYYYMMDD.csv` | One row per brokerage firm — aggregated metrics across all clients, offices, and contacts |
| **Broker Office** | `BROKER_OFFICE-YYYYMMDD.csv` | One row per office location — aggregated metrics for clients and contacts serviced by that office |
| **Broker Contact** | `BROKER_CONTACT-YYYYMMDD.csv` | One row per individual at a brokerage — professional details, licensing, and office association |
| **Employer Contact** | `EMPLOYER_CONTACT-YYYYMMDD.csv` | One row per individual at an employer — professional details and employer association |
BenefitFlow aggregates data from multiple public and proprietary sources. For a complete overview, see [Where does BenefitFlow's data come from?](/knowledge-base/data-sources)
***
## Entity Relationships
The six datasets connect through shared identifiers. Use these keys to join across files.
### Join Keys
| Relationship | From | Join Key | To | Join Key |
| :------------------------------- | :------------ | :--------------------------------- | :--------------- | :------------------ |
| Employer → Policies | Employer | `Employer ID` | Policy | `Employer ID` |
| Employer → Primary Broker | Employer | `Primary Broker ID` | Broker | `Broker ID` |
| Employer → Primary Broker Office | Employer | `Primary Broker Closest Office ID` | Broker Office | `Broker Office ID` |
| Policy → Broker | Policy | `Broker ID` | Broker | `Broker ID` |
| Broker → Offices | Broker | `Broker ID` | Broker Office | `Broker ID` |
| Broker → Contacts | Broker | `Broker ID` | Broker Contact | `Broker ID` |
| Broker Office → Contacts | Broker Office | `Broker Office ID` | Broker Contact | `Closest Office ID` |
| Employer → Employer Contacts | Employer | `Employer ID` | Employer Contact | `Employer ID` |
### Key Relationships
* **Employer → Policy** is one-to-many. A single employer can have multiple policies (e.g., one for Health, one for Dental, one for Life). The Policy file is the most granular view of coverage.
* **Employer → Broker** is surfaced two ways: the Employer file carries denormalized "Primary Broker" fields (the broker with the most business), while the Policy file shows the specific broker on each individual policy. These can differ — an employer may use Broker A for health and Broker B for dental.
* **Broker → Office → Contact** is hierarchical. A broker firm (e.g., "Lockton Companies") has many offices, and each contact is associated with one office.
* **Employer → Employer Contact** is one-to-many. Employer contacts are the people at the employer (HR, benefits, executives) rather than at the brokerage. They share the same contact data model as broker contacts but are linked to an employer instead of a broker.
***
## Employer
One row per employer. Includes firmographics, benefits program details, primary broker relationship, and P\&C insurance information.
**Sources:** Form 5500, state-level filings, employee review platforms, Proprietary · **Refresh:** Weekly (Saturday)
| **Column** | **Type** | **Description** | **Example** |
| :------------------------------------ | :------------ | :------------------------------------------------------------------------------------------------------------------------ | :-------------------------------------- |
| Record Type | String | Row type identifier. Always "Employer" in this file. | `Employer` |
| Employer Name | String | Legal name of the employer, as filed. | `Walmart Inc` |
| Employer Website | String | Primary company website domain. | `walmart.com` |
| Employer NAICS Description | String | Industry classification (North American Industry Classification System). | `Discount Department Stores` |
| Employer NAICS Code | String | Numeric NAICS industry code. Single-quote prefixed to preserve leading zeros. | `'452112'` |
| Employer EIN | String | Federal Employer Identification Number. Single-quote prefixed. | `'710415188'` |
| Employer Address | String | Street address of the employer's primary filing location. | `508 Sw 8th St` |
| Employer City | String | City of the employer's primary filing location. | `Bentonville` |
| Employer State | String | Two-letter state abbreviation. | `AR` |
| Employer Zip Code | String | 5-digit ZIP code. Single-quote prefixed. | `'72712'` |
| Employer ID | String (UUID) | BenefitFlow unique identifier for this employer. **Primary key.** Use to join to the Policy file. | `c86b9d4d-1b87-57dc-...` |
| Total Employees | Integer | Total number of employees reported by the employer. | `2076632` |
| Benefit Eligible Employees | Integer | Number of employees eligible for benefits. | `2076632` |
| Benefits Rating | Decimal | BenefitFlow-calculated score (0–5) reflecting the richness of the employer's benefits program. | `2.4` |
| 5500 Signor Name | String | Name of the person who signed the Form 5500 filing. | `Marty Autrey` |
| Phone Number | String | Employer's primary phone number. | `(800) 421-1362` |
| Funding | String | Benefits funding model. Values: `Fully-Insured`, `Self-Funded`. | `Self-Funded` |
| Entity Type | String | Employer plan type. Values: `Single-Employer`, `Multi-Employer`, `Multiple-Employer`. | `Single-Employer` |
| Primary Carrier | String | Insurance carrier with the largest share of this employer's premiums. | `Kaiser Permanente` |
| Line of Business | String | Comma-separated list of benefit lines the employer offers (aggregated across all policies). | `Vision,Health,Prescription Drug,...` |
| Total Premiums | Integer | Total annual premiums across all policies, in USD. | `1077048873` |
| Benefits Renewal Date | String | Month and day when the employer's benefits renew. | `Jan 1` |
| Primary Broker | String | Name of the broker with the largest share of this employer's business. | `Mercer` |
| Primary Broker Website | String | Website of the primary broker. | `mercer.com` |
| Commissions | Integer | Total commissions paid to the primary broker, in USD. | `160019` |
| Primary Broker Office Name | String | Display name of the primary broker's closest office. | `"Mercer - Kansas City, MO"` |
| Primary Broker Closest Office City | String | City of the broker office geographically closest to the employer. | `Kansas City` |
| Primary Broker Closest Office State | String | State of the closest broker office. | `MO` |
| Primary Broker Closest Office Zip | String | ZIP code of the closest broker office. Single-quote prefixed. | `'64108'` |
| Primary Broker Closest Office Address | String | Full address of the closest broker office. | `2405 Grand Blvd Kansas City MO 64108` |
| Primary Broker Reported Office City | String | City of the broker office as reported on the 5500 filing (may differ from closest office). | `Wilmington` |
| Primary Broker Reported Office State | String | State of the reported broker office. | `MA` |
| P\&C Renewal Date | String | Renewal date for the employer's Property & Casualty coverage. | `Jan 1` |
| P\&C Broker | String | Broker handling the employer's Property & Casualty insurance. | `Marsh Usa Llc` |
| P\&C Carrier | String | Carrier providing Property & Casualty coverage. | `Federal Insurance Company` |
| Primary Broker ID | String (UUID) | BenefitFlow identifier for the primary broker. **Foreign key** → Broker file. Blank when no primary broker is identified. | `d3fb3613-7fd4-55f6-...` |
| Primary Broker Closest Office ID | String (UUID) | BenefitFlow identifier for the closest broker office. **Foreign key** → Broker Office file. | `b787e0ee-a977-5ba8-...` |
| PEO | String | Professional Employer Organization, if the employer uses one. | `DSH INC` |
| Accounting Firm | String | Accounting firm listed on the employer's 5500 filing. | `Ernst & Young, LLP` |
| Lead Source | String | Data source attribution. Always `BenefitFlow` in SFTP exports. | `BenefitFlow` |
| Export Date | Date | Date this snapshot was generated. Format: `M/D/YYYY`. | `4/5/2026` |
| Filing Date | Date | Date of the most recent Form 5500 filing for this employer. | `2025-01-31` |
| BenefitFlow User | String | Internal system user that generated the export. Always `sftp-export-email`. | `sftp-export-email` |
| BenefitFlow Employer URL | URL | Direct link to this employer's profile in the BenefitFlow application. | `https://benefit-flow.com/Employer/...` |
***
## Policy
One row per policy per employer. An employer with Health, Dental, and Life coverage will have at least three rows. This is the most granular view of benefits coverage.
**Sources:** Form 5500 · **Refresh:** Weekly (Saturday)
| **Column** | **Type** | **Description** | **Example** |
| :----------------------------------- | :------------ | :----------------------------------------------------------------------------------- | :------------------------------------------- |
| Record Type | String | Row type identifier. Always "Policy" in this file. | `Policy` |
| Employer Name | String | Legal name of the employer. | `Walmart Inc` |
| Employer NAICS Description | String | Industry classification description. | `Discount Department Stores` |
| Employer NAICS Code | String | Numeric NAICS code. Single-quote prefixed. | `'452112'` |
| Employer EIN | String | Federal Employer Identification Number. Single-quote prefixed. | `'710415188'` |
| Employer City | String | City of the employer. | `Bentonville` |
| Employer State | String | Two-letter state abbreviation. | `AR` |
| Employer Zip Code | String | 5-digit ZIP code. Single-quote prefixed. | `'72712'` |
| Employer ID | String (UUID) | BenefitFlow identifier for the employer. **Foreign key** → Employer file. | `c86b9d4d-1b87-57dc-...` |
| Total Employees | Integer | Total employees at the employer (denormalized from Employer file). | `2076632` |
| Benefit Eligible Employees | Integer | Number of benefits-eligible employees. | `2076632` |
| 5500 Signor Name | String | 5500 filing signatory. | `Marty Autrey` |
| Phone Number | String | Employer phone number. | `(800) 421-1362` |
| Funding | String | Funding model. `Fully-Insured` or `Self-Funded`. | `Self-Funded` |
| Entity Type | String | Plan entity type. | `Single-Employer` |
| Plan Name | String | Official name of the benefits plan as filed. | `WALMART ASSOCIATES HEALTH AND WELFARE PLAN` |
| Policy Number | String | Policy or plan sequence number. | `1` |
| Carrier | String | Insurance carrier underwriting this specific policy. | `Kaiser Permanente` |
| Line of Business | String | Comma-separated benefit types covered by this policy. | `Health, Prescription Drug, HMO` |
| Line of Business, Detail | String | Additional detail on the benefit line, when available. | `AD & D` |
| Total Premiums | Integer | Annual premiums for this specific policy, in USD. | `276335` |
| Covered Lives | Integer | Number of individuals covered under this policy. | `14` |
| PEPM Rate | Decimal | Per-Employee-Per-Month rate for this policy, in USD. | `1644.85` |
| Total Commissions | Integer | Total broker commissions on this policy, in USD. | `16473` |
| Renewal Date | String | Policy renewal date. | `Sep 1` |
| Primary Broker | String | Broker on this specific policy. May differ from the employer-level primary broker. | `Cbiz` |
| Primary Broker Website | String | Broker website. | `cbiz.com` |
| Commissions | Integer | Broker commissions on this policy. | `16473` |
| Primary Broker Office Name | String | Broker office display name. | `"Cbiz - Columbia, MD"` |
| Primary Broker Closest Office City | String | City of the broker office closest to the employer. | `Columbia` |
| Primary Broker Closest Office State | String | State of the closest broker office. | `MD` |
| Primary Broker Office Zip Code | String | ZIP code of the closest broker office. Single-quote prefixed. | `'21046'` |
| Primary Broker Office Address | String | Full address of the closest broker office. | `9841 Broken Land Pkwy Columbia MD 21046` |
| Primary Broker Reported Office City | String | Broker office city as reported on the filing (may differ from closest). | `Kansas City` |
| Primary Broker Reported Office State | String | Broker office state as reported on the filing. | `KS` |
| Broker ID | String (UUID) | BenefitFlow identifier for the broker on this policy. **Foreign key** → Broker file. | `13234d93-3d22-51e0-...` |
| Lead Source | String | Data source attribution. Always `BenefitFlow`. | `BenefitFlow` |
| Export Date | Date | Snapshot generation date. Format: `M/D/YYYY`. | `4/5/2026` |
| Filing Date | Date | Date of the source 5500 filing. Format: `M/D/YYYY`. | `8/31/2025` |
| BenefitFlow User | String | Internal export system user. Always `sftp-export-email`. | `sftp-export-email` |
| BenefitFlow Employer URL | URL | Direct link to the employer's profile in BenefitFlow. | `https://benefit-flow.com/Employer/...` |
***
## Broker
One row per brokerage firm. Aggregated metrics across all of the broker's clients, offices, and contacts.
**Sources:** Form 5500, Proprietary · **Refresh:** Weekly (Saturday)
| **Column** | **Type** | **Description** | **Example** |
| :--------------------- | :------------ | :-------------------------------------------------------------- | :--------------------------------------------- |
| Record Type | String | Row type identifier. Always "Broker" in this file. | `Broker` |
| Broker ID | String (UUID) | BenefitFlow unique identifier for this broker. **Primary key.** | `13234d93-3d22-51e0-...` |
| Broker Name | String | Name of the brokerage firm. | `Lockton Companies` |
| Broker Website | String | Broker's primary website domain. | `lockton.com` |
| Headquarters | String | City and state of the broker's headquarters. | `Kansas City, MO` |
| Total Office Locations | Integer | Number of office locations for this broker in BenefitFlow. | `60` |
| Total Clients | Integer | Number of employer clients associated with this broker. | `3414` |
| Total Contacts | Integer | Number of individual contacts at this brokerage. | `3149` |
| Total Commissions | Integer | Aggregate commissions across all clients, in USD. | `485351164` |
| Total Carrier Premiums | Integer | Aggregate premiums placed across all clients, in USD. | `8454249674` |
| Lead Source | String | Data source attribution. Always `BenefitFlow`. | `BenefitFlow` |
| Export Date | Date | Snapshot generation date. Format: `M/D/YYYY`. | `4/5/2026` |
| BenefitFlow User | String | Internal export system user. Always `sftp-export-email`. | `sftp-export-email` |
| BenefitFlow Broker URL | URL | Direct link to the broker's profile in BenefitFlow. | `https://benefit-flow.com/Broker?brokerId=...` |
***
## Broker Office
One row per broker office location. Each office belongs to one broker firm and includes aggregated metrics for the clients and contacts associated with that office.
**Sources:** Form 5500, Proprietary · **Refresh:** Weekly (Saturday)
| **Column** | **Type** | **Description** | **Example** |
| :--------------------- | :------------ | :------------------------------------------------------------------------------- | :--------------------------------------------- |
| Record Type | String | Row type identifier. Always "Broker Office" in this file. | `Broker Office` |
| Broker ID | String (UUID) | BenefitFlow identifier of the parent broker firm. **Foreign key** → Broker file. | `13234d93-3d22-51e0-...` |
| Broker Name | String | Name of the parent broker firm. | `Lockton Companies` |
| Broker Website | String | Parent broker's website. | `lockton.com` |
| Broker Office Name | String | Display name of this office. | `"Lockton Companies - Dallas, TX"` |
| Broker Office Address | String | Full street address of this office. | `717 N Harwood St Dallas TX 75201` |
| Broker Office City | String | City where this office is located. | `Dallas` |
| Broker Office State | String | Two-letter state abbreviation. | `TX` |
| Broker Office Zip Code | String | 5-digit ZIP code. Single-quote prefixed. | `'75201'` |
| Total Clients | Integer | Number of employer clients serviced from this office. | `242` |
| Total Contacts | Integer | Number of contacts at this office. | `175` |
| Total Employees | Integer | Aggregate employees across all clients serviced by this office. | `4977610` |
| Total Commissions | Integer | Aggregate commissions for clients at this office, in USD. | `31718980` |
| Total Carrier Premiums | Integer | Aggregate premiums placed by this office, in USD. | `669505827` |
| Lead Source | String | Data source attribution. Always `BenefitFlow`. | `BenefitFlow` |
| Export Date | Date | Snapshot generation date. Format: `M/D/YYYY`. | `4/5/2026` |
| BenefitFlow User | String | Internal export system user. Always `sftp-export-email`. | `sftp-export-email` |
| BenefitFlow Broker URL | URL | Direct link to the parent broker in BenefitFlow. | `https://benefit-flow.com/Broker?brokerId=...` |
| Broker Office ID | String (UUID) | BenefitFlow unique identifier for this office. **Primary key.** | `0a665d07-558b-5329-...` |
***
## Broker Contact
One row per individual contact at a brokerage. Includes professional details, licensing information, the office they are associated with, and aggregated firm-level metrics for the parent brokerage.
**Sources:** Public profiles, third-party data partners, State Departments of Insurance · **Refresh:** Weekly (Saturday)
**Updated May 14, 2026.** Firm-level fields (Headquarters, Total Office Locations, Total Clients, Total Contacts, Total Commissions, Total Carrier Premiums, BenefitFlow Broker URL) were added so that contact records carry the associated brokerage account fields. Five office fields were renamed with the `Closest Broker Office` prefix to disambiguate them from the new firm-level fields. See [SFTP Schema Changes — May 14, 2026](/knowledge-base/bulk-data-schema-may-2026-changes) for the full changelog.
| **Column** | **Type** | **Description** | **Example** |
| :---------------------------- | :------------ | :---------------------------------------------------------------------------------------------------------- | :--------------------------------------------- |
| Record Type | String | Row type identifier. Always "Broker Contact" in this file. | `Broker Contact` |
| Contact Full Name | String | Full name of the contact. | `John Feitelberg` |
| Contact First Name | String | First name. | `John` |
| Contact Last Name | String | Last name. | `Feitelberg` |
| Contact LinkedIn URL | String | LinkedIn profile URL (without `https://www.` prefix). | `linkedin.com/in/john-feitelberg-0b025b11` |
| Contact Email | String | Professional email address. | `john.feitelberg@hubinternational.com` |
| Contact Mobile Phone 1 | String | Mobile phone number in E.164 format. | `+19132193802` |
| Contact Professional Phone 1 | String | Office/work phone number in E.164 format. | `+14079984102` |
| Contact City | String | City where the contact is located. | `Fall River` |
| Contact State | String | Two-letter state abbreviation. | `MA` |
| Contact Job Role | String | Categorized role. Values include: `Executive`, `Producer`, `Account Manager`, `Operations`. | `Executive` |
| Contact Job Title | String | Full job title. | `President` |
| Contact Yrs. In Role | Decimal | Number of years in their current role. | `20.5` |
| Contact Yrs. At Company | Decimal | Number of years at their current company. | `40.1` |
| License Types | String | Comma-separated insurance license types held. | `Health, Property, Casualty, Life` |
| NPN Number | String | National Producer Number (insurance license ID). Single-quote prefixed. | `'2852717.00000'` |
| Carrier Appointments | Integer | Number of active carrier appointments this contact holds. | `272` |
| Broker Name | String | Name of the brokerage firm this contact works for. | `HUB International` |
| Broker ID | String (UUID) | BenefitFlow identifier of the parent broker firm. **Foreign key** → Broker file. | `13234d93-3d22-51e0-...` |
| Broker Website | String | Broker firm's website. | `hubinternational.com` |
| Headquarters | String | City and state of the broker's headquarters. | `Chicago, IL` |
| Total Office Locations | Integer | Number of office locations for this broker in BenefitFlow. | `512` |
| Total Clients | Integer | Number of employer clients associated with this broker. | `18420` |
| Total Contacts | Integer | Number of individual contacts at this brokerage. | `9876` |
| Total Commissions | Integer | Aggregate commissions across all clients, in USD. | `725481000` |
| Total Carrier Premiums | Integer | Aggregate premiums placed across all clients, in USD. | `9854210000` |
| BenefitFlow Broker URL | URL | Direct link to the broker's profile in BenefitFlow. | `https://benefit-flow.com/Broker?brokerId=...` |
| Closest Office ID | String (UUID) | BenefitFlow identifier of the office this contact is associated with. **Foreign key** → Broker Office file. | `c43272b4-cd28-50c2-...` |
| Closest Broker Office Name | String | Display name of the associated office. | `"Hub International - Taunton, MA"` |
| Closest Broker Office Address | String | Full address of the associated office. | `Taunton MA 02780` |
| Closest Broker Office City | String | City of the associated office. | `Taunton` |
| Closest Broker Office State | String | State of the associated office. | `MA` |
| Closest Broker Office Zip | String | ZIP code of the associated office. Single-quote prefixed. | `'02780'` |
| Lead Source | String | Data source attribution. Always `BenefitFlow`. | `BenefitFlow` |
| Export Date | Date | Snapshot generation date. Format: `M/D/YYYY`. | `5/16/2026` |
| Data Last Updated | Date | Date the contact record was last refreshed in BenefitFlow. | `5/14/2026` |
| BenefitFlow User | String | Internal export system user. Always `sftp-export-email`. | `sftp-export-email` |
***
## Employer Contact
One row per individual contact at an employer. Includes professional details, employer association, and aggregated employer-level firmographic and benefits fields for the associated company.
**Sources:** Public profiles, third-party data partners · **Refresh:** Weekly (Saturday)
**Updated May 14, 2026.** Employer-level fields (NAICS, EIN, location, employee counts, funding, lines of business, carriers, renewal dates, primary broker, P\&C broker/carrier, PEO, accounting firm, benefits rating, BenefitFlow Employer URL) were added so that contact records carry the associated employer account fields. `License Types` and `NPN Number` were removed (not applicable to employer contacts). Five office fields were renamed with the `Primary Broker Reported Office` prefix to disambiguate them from the new closest-office fields. See [SFTP Schema Changes — May 14, 2026](/knowledge-base/bulk-data-schema-may-2026-changes) for the full changelog.
| **Column** | **Type** | **Description** | **Example** |
| :------------------------------------- | :------------ | :--------------------------------------------------------------------------------------------- | :-------------------------------------------- |
| Record Type | String | Row type identifier. Always "Employer Contact" in this file. | `Employer Contact` |
| Contact Full Name | String | Full name of the contact. | `Lorraine Stomski` |
| Contact First Name | String | First name. | `Lorraine` |
| Contact Last Name | String | Last name. | `Stomski` |
| Contact LinkedIn URL | String | LinkedIn profile URL (without `https://www.` prefix). | `linkedin.com/in/lorraine-lo-stomski-8332622` |
| Contact Email | String | Professional email address. | `lorraine.stomski@walmart.com` |
| Contact Mobile Phone 1 | String | Mobile phone number in E.164 format. | `+14796442094` |
| Contact Professional Phone 1 | String | Office/work phone number in E.164 format. | |
| Contact City | String | City where the contact is located. | `Bentonville` |
| Contact State | String | Two-letter state abbreviation. | `AR` |
| Contact Job Role | String | Categorized role. Values include: `Executive`, `HR & Talent`, `Operations`, `Finance`. | `Executive` |
| Contact Job Title | String | Full job title. | `Chief Talent Officer` |
| Contact Yrs. In Role | Decimal | Number of years in their current role. | `2` |
| Contact Yrs. At Company | Decimal | Number of years at their current company. | `9.5` |
| Employer Name | String | Name of the employer this contact works for. | `Walmart Inc` |
| Employer ID | String (UUID) | BenefitFlow identifier for the employer. **Foreign key** → Employer file. | `c86b9d4d-1b87-57dc-...` |
| Employer Website | String | Employer's primary website domain. | `walmart.com` |
| Employer NAICS Description | String | Industry classification. | `Discount Department Stores` |
| Employer NAICS Code | String | Numeric NAICS code. Single-quote prefixed. | `'452112'` |
| Employer EIN | String | Federal Employer Identification Number. Single-quote prefixed. | `'710415188'` |
| Employer City | String | City of the employer's primary filing location. | `Bentonville` |
| Employer State | String | Two-letter state abbreviation. | `AR` |
| Employer Zip Code | String | 5-digit ZIP code. Single-quote prefixed. | `'72712'` |
| Total Employees | Integer | Total number of employees reported by the employer. | `2076632` |
| Benefit Eligible Employees | Integer | Number of employees eligible for benefits. | `2076632` |
| Funding | String | Benefits funding model. Values: `Fully-Insured`, `Self-Funded`. | `Self-Funded` |
| Entity Type | String | Employer plan type. Values: `Single-Employer`, `Multi-Employer`, `Multiple-Employer`. | `Single-Employer` |
| Line of Business | String | Comma-separated list of benefit lines the employer offers (aggregated across all policies). | `Health, Dental, Vision` |
| Primary Carrier | String | Insurance carrier with the largest share of this employer's premiums. | `Kaiser Permanente` |
| Benefits Renewal Date | String | Month and day when the employer's benefits renew. | `Jan 1` |
| Primary Broker | String | Name of the broker with the largest share of this employer's business. | `Mercer` |
| Primary Broker Closest Office City | String | City of the broker office geographically closest to the employer. | `Kansas City` |
| Primary Broker Closest Office State | String | State of the closest broker office. | `MO` |
| Primary Broker Closest Office Zip | String | ZIP code of the closest broker office. Single-quote prefixed. | `'64108'` |
| P\&C Broker | String | Broker handling the employer's Property & Casualty insurance. | `Marsh Usa Llc` |
| P\&C Carrier | String | Carrier providing Property & Casualty coverage. | `Federal Insurance Company` |
| P\&C Renewal Date | String | Renewal date for the employer's Property & Casualty coverage. | `Jan 1` |
| PEO | String | Professional Employer Organization, if the employer uses one. | `DSH Inc` |
| Accounting Firm | String | Accounting firm listed on the employer's 5500 filing. | `Ernst & Young, LLP` |
| Benefits Rating | Decimal | BenefitFlow-calculated score (0–5) reflecting the richness of the employer's benefits program. | `4.1` |
| BenefitFlow Employer URL | URL | Direct link to the employer's profile in BenefitFlow. | `https://benefit-flow.com/Employer/...` |
| Primary Broker Reported Office Name | String | Display name of the broker office as reported on the 5500 filing. | `"Mercer - Wilmington, MA"` |
| Primary Broker Reported Office Address | String | Full address of the reported broker office. | `Wilmington MA 01887` |
| Primary Broker Reported Office City | String | City of the broker office as reported on the 5500 filing (may differ from closest). | `Wilmington` |
| Primary Broker Reported Office State | String | State of the reported broker office. | `MA` |
| Primary Broker Reported Office Zip | String | ZIP code of the reported broker office. Single-quote prefixed. | `'01887'` |
| Lead Source | String | Data source attribution. Always `BenefitFlow`. | `BenefitFlow` |
| Export Date | Date | Snapshot generation date. Format: `M/D/YYYY`. | `5/16/2026` |
| Data Last Updated | Date | Date the contact record was last refreshed in BenefitFlow. | `5/14/2026` |
| BenefitFlow User | String | Internal export system user. Always `sftp-export-email`. | `sftp-export-email` |
***
## Data Delivery Details
| Property | Value |
| :--------------------- | :--------------------------------------------------------------------------------------------------------------- |
| **Protocol** | SFTP over SSH (port 22) |
| **Host** | AWS Transfer Family endpoint |
| **Authentication** | SSH key-based (no passwords) |
| **File Format** | CSV with header row, comma-delimited, double-quote enclosed fields |
| **Character Encoding** | UTF-8 |
| **Refresh Cadence** | Weekly, every Saturday |
| **Retention** | \~13 rolling weeks of snapshots |
| **File Naming** | `TYPE-YYYYMMDD.csv` (e.g., `EMPLOYER-20260405.csv`) |
| **Folder Structure** | One folder per entity: `broker/`, `brokerContact/`, `brokerOffices/`, `employer/`, `employerContact/`, `policy/` |
For connection setup and SFTP client configuration, see the [Bulk Data Access Setup Guide](/knowledge-base/bulk-data-access-setup).
***
## Implementation Notes
Many fields contain commas within values (e.g., Lines of Business, addresses). Always use a proper CSV parser — do not split on commas.
Fields like EIN, NAICS Code, ZIP Code, and NPN Number are prefixed with a single quote (`'`) to prevent spreadsheet tools from stripping leading zeros. Strip the leading quote during ingestion and treat as strings, not numbers.
All BenefitFlow IDs — Employer ID, Broker ID, Broker Office ID, Closest Office ID, Primary Broker ID, and Primary Broker Closest Office ID — are UUIDs (`xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx`).
**One-time ID change (June 2026).** Broker, Office, and Contact-Office IDs were previously 32-character hex hashes and were re-keyed to UUIDs. The new values are stable going forward, but they do **not** match the old hash values. If you cached IDs from a snapshot dated before June 6, 2026, re-pull the current files and re-join — old hash-based joins will return no matches.
The Policy and Employer files include denormalized broker and office fields for convenience. The Broker and Broker Office files are the canonical source for broker-level data.
When no broker is identified for a record, the broker name may show `NO Broker` and the broker ID field is left **blank**. Filter these out when analyzing broker relationships. (In snapshots before the June 2026 ID change, the Broker ID was instead populated with the sentinel `ffffffffffffffffffffffffffffffff` — treat that legacy value the same as blank.)
`Record Type`, `Lead Source`, and `BenefitFlow User` contain the same value for every row in a given file. They exist for system compatibility and can be safely ignored during analysis.
Two broker office locations appear on Employer and Policy records. **Closest Office** is the BenefitFlow-determined office nearest to the employer. **Reported Office** is the office listed on the original Form 5500 filing. These often differ — the filing may reference a headquarters while the closest office reflects the local servicing branch.
# Connect BenefitFlow to Claude, ChatGPT, and other AI assistants
Source: https://docs.benefitflow.com/knowledge-base/connect-your-ai-assistant
Set up the BenefitFlow connection so your AI assistant can search employers, brokers, and contacts directly.
**Connection URL** — paste this into your assistant's connector settings:
```text theme={null}
https://mcp.benefit-flow.com/mcp
```
This URL is for your AI assistant, not your browser — opening it directly won't load a page. Jump to the setup steps: [Claude](#connect-from-claude) · [ChatGPT](#connect-from-chatgpt) · [Another assistant](#connect-from-another-assistant).
The BenefitFlow MCP lets your AI assistant search our employer, broker, and contact data directly (MCP is the Model Context Protocol, the open standard for connecting AI assistants to live tools). Ask your assistant a question in plain English and it queries BenefitFlow live — no exports, no copy-paste. You need a BenefitFlow account: your assistant signs in as you, and everything it does is covered by your permissions and credits.
## What you can do
Once connected, your assistant gets these BenefitFlow tools (you'll see the same names in your assistant's permission settings):
| Tool | What it does |
| :------------------------ | :------------------------------------------------------------------------------------------------------------------------------------------ |
| **Search employers** | Filter the employer universe by size, location, industry, funding type, renewal month, current broker or carrier, retirement plan, and more |
| **Search brokers** | Find brokerages by name, size, office locations, and client characteristics |
| **Search contacts** | Find people at employers or brokerages by role, title, and location |
| **Get employer** | Pull a full employer profile: key partners, renewal date, recent signals, deep research |
| **Get broker** | Pull a broker firm profile: offices, clients, commissions, premiums |
| **Get contact** | Reveal a contact's email and phone — uses contact credits; you confirm before anything is spent |
| **Enrich companies** | Match a pasted list of company names or domains to BenefitFlow records |
| **Get filter options** | Look up the exact filter values available (carrier names, industries, job titles) |
| **Search knowledge base** | Ask how BenefitFlow features work — answers come from the help center, with links to the full articles |
Here's what it looks like in practice:
Prompts to try:
* "Find self-funded manufacturers in Ohio with 100 to 1,000 employees that renew in Q1, and show me their brokers."
* "Match this list against BenefitFlow: \[paste 5 to 10 company names or domains]"
* "Pull up Delta Air Lines' profile. Who's their broker and when do they renew?"
* "Find benefits and HR leaders at Target."
## Connect from Claude
**Open connector settings**
In Claude (web or desktop app), go to [**Settings → Connectors**](https://claude.ai/new#settings/customize-connectors).
**Check the list first:** if your team already uses BenefitFlow, your admin may have added the connector for everyone — if you see it listed, skip to signing in. Otherwise, click **Add custom connector**.
**Add BenefitFlow**
Name it `BenefitFlow`, paste the connection URL above, and save.
**Sign in**
Claude opens a BenefitFlow sign-in window. Enter your work email, then the verification code we send you.
**Try it**
Start a new chat, confirm BenefitFlow is enabled in the tools menu, and try one of the prompts above.
**On a company-managed (Enterprise) Claude account**, your Claude admin has to approve the BenefitFlow connector before you can add it yourself. If it isn't already in your connector list and you don't see the option to add a custom connector, ask your admin.
The first time Claude uses a BenefitFlow tool in a chat, it asks for your approval. You (or your admin, on managed accounts) can set per-tool permissions — always allow, ask first, or never — in the connector's settings:
Connectors added on the web sync to Claude's mobile apps automatically.
**Claude Code (terminal):**
```bash theme={null}
claude mcp add --transport http benefitflow https://mcp.benefit-flow.com/mcp
```
Then run `/mcp` inside Claude Code to sign in.
## Connect from ChatGPT
Custom connections require a paid ChatGPT plan. Setup takes about two minutes.
**Turn on Developer mode**
Click your profile picture → **Settings → Security and login**. Scroll to **Developer mode** and turn it on. You'll see an "elevated risk" note — that's standard for any tool OpenAI hasn't reviewed.
**Create the plugin**
Go to **Settings → Plugins** and click the **+** button in the top right. In the form:
* **Name:** `BenefitFlow`
* **Connection:** leave on **Server URL** and paste the connection URL above
* **Authentication:** leave on **OAuth** — ChatGPT discovers BenefitFlow's sign-in settings automatically
* Check **"I understand and want to continue"**, then click **Create**
**Sign in**
An "Add BenefitFlow to ChatGPT" window appears. Click **Sign in with BenefitFlow**, enter your work email, then the verification code we email you.
**Try it**
You'll see "BenefitFlow is installed." Open a new chat and just ask — or type `@BenefitFlow` in your message to call it explicitly.
By default, ChatGPT allows low-risk actions and asks permission for anything else. You can adjust this under **Settings → Plugins → BenefitFlow → Permissions**.
**On Team or Enterprise ChatGPT**, your workspace admin may have Developer mode disabled, or may need to allowlist BenefitFlow. If Developer mode isn't visible under Security and login, ask your admin.
## Connect from another assistant
BenefitFlow uses the open MCP standard, so any AI assistant that supports remote MCP connectors can connect. You'll need three things, the same for every assistant:
| Setting | Value |
| :----------------- | :------------------------------------------------------------------------- |
| **Server URL** | `https://mcp.benefit-flow.com/mcp` |
| **Transport** | Streamable HTTP (remote) |
| **Authentication** | OAuth, using your BenefitFlow work email and the verification code we send |
Where each assistant stands today:
* **Grok (xAI):** Supported. At [grok.com/connectors](https://grok.com/connectors), choose **New Connector → Custom**, paste the connection URL, and sign in.
* **Google Gemini:** Connect through the [Gemini CLI](https://github.com/google-gemini/gemini-cli) or Gemini Enterprise, where custom MCP connectors live today. Set up the CLI yourself, or ask your admin about Enterprise.
* **Microsoft Copilot:** Available in Copilot Studio and Microsoft 365 Copilot, added by your workspace admin. Ask them to add the connection URL above.
These assistants change their setup screens often. When the steps above don't match what you see, check the assistant's own MCP or connector documentation for the current flow.
## Data, permissions, and credits
1. **Read-only, with one exception.** Your assistant can search and read BenefitFlow data but can't change your account. The exception: revealing a contact's email or phone spends your BenefitFlow contact credits (the same credits as the web app), and that requires your confirmation.
2. **Reveals are quoted first.** Your assistant gets a free quote — how many credits, your current balance — and nothing is spent until you say yes. Re-revealing an already-unlocked contact is free. If your assistant asks "should I spend 3 credits?", that's the system working as intended. New to credits? See [Credits and Exporting](/knowledge-base/credits-and-exporting) for how your balance works and when it resets.
3. **It sees only what you can see.** The connection signs in as you, so results are scoped to your BenefitFlow permissions.
4. **You control the tools.** Your assistant lets you (or your admin) allow, require approval for, or block each BenefitFlow tool individually.
## Troubleshooting
You're likely on a company-managed account and the connector isn't approved yet. Ask your Claude admin, or contact us and we'll help coordinate.
It lives under **Settings → Security and login**. If it's not there, you're on a free plan or your workspace admin has it disabled.
Make sure you're using the email on your BenefitFlow account, and check spam for the verification code. Codes expire after 15 minutes.
In ChatGPT, open **Settings → Plugins → BenefitFlow** and click **Refresh**, then start a fresh chat. In Claude, remove and re-add the connector. Connections occasionally need a re-link after we ship updates.
Check that **Lockdown mode** (Settings → Security and login) is off — it blocks features that reach external services.
Results come back a page at a time (25 records). For big lists, ask your assistant to keep paging, or narrow the filters.
## Official documentation
AI assistants update their settings screens regularly. If the menus above don't match what you see:
* Claude: [Get started with custom connectors using remote MCP](https://support.claude.com/en/articles/11175166-get-started-with-custom-connectors-using-remote-mcp)
* Claude Code: [Connect Claude Code to MCP servers](https://docs.claude.com/en/docs/claude-code/mcp)
* ChatGPT: [Developer mode and MCP apps in ChatGPT](https://help.openai.com/en/articles/12584461-developer-mode-and-mcp-apps-in-chatgpt)
* Grok, Gemini, or Copilot: use the doc links in [Connect from another assistant](#connect-from-another-assistant)
Questions or problems? Email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
# Contact Masking
Source: https://docs.benefitflow.com/knowledge-base/contact-masking
How to restrict contact visibility for specific individuals in BenefitFlow
## What is Contact Masking?
Contact Masking lets admins restrict the visibility of specific contacts across BenefitFlow. By uploading a list of email addresses, you can ensure that those contacts' email and phone fields are hidden from all users in your organization.
This is useful when your organization needs to prevent outreach to certain individuals — whether for compliance, internal policy, or relationship management reasons.
## How It Works
| Feature | Details |
| -------------- | ---------------------------------------------------------------------------------------------------------- |
| Global Toggle | Admins can enable or disable Contact Masking for the entire organization |
| Upload List | Upload a CSV of email addresses to mask |
| What's Hidden | Email and phone fields are masked (e.g. `********@******.com`) and the "Unlock Contact" button is disabled |
| What's Visible | All other profile information (name, title, employer, etc.) remains visible |
| Who Can Manage | Admins only |
## Steps to Enable
Log in as an admin and navigate to [Team Management → Settings](https://benefit-flow.com/Team?tab=settings). You'll see a **Contact Masking** section.
Turn on the **Contact Masking** toggle to activate the feature for your organization.
Upload a CSV file containing the email addresses of contacts you want to mask. Once uploaded, those contacts will be restricted immediately.
## CSV Format Requirements
Your CSV file should contain one email address per line. The first line can be a header (`emails`) or a valid email address.
```csv theme={null}
emails
jane.doe@example.com
john.smith@acme.com
sarah.jones@company.org
```
* One email address per line
* First line can be a header (`emails`) or a valid email address
* Trailing commas are accepted
* No additional columns required
* Maximum file size: **200MB** — large block lists are fully supported
## What Users See
When a contact has been masked, their email and phone fields are replaced with asterisks (e.g. `********@******.com`) and the **"Unlock Contact"** button is disabled. All other profile information — name, title, employer, and other details — remains fully visible.
## FAQ
Yes. Upload a new CSV that does not include the contacts you want to unmask. The new upload replaces the previous list entirely.
Yes. Exported data for masked contacts will show restricted values for email and phone fields.
Only admins can enable/disable the toggle and upload the CSV. Non-admin users will see the masked fields but cannot change the settings.
# Credits and Exporting
Source: https://docs.benefitflow.com/knowledge-base/credits-and-exporting
## How contact credits and exporting work
BenefitFlow provides flexible contact credit and data export options to help you access and utilize valuable prospect information.
Key Features:
* Contact Credits:
* Credits are used each time you reveal a contact's details
* Revealed contacts are shared across your team
* Automatically saved in the 'All Contacts' list
* Contact Discovery:
* Click "Get Contact" to view hidden contact details
* Real-time credit balance notifications
* Team-wide contact sharing prevents duplicate credit usage
* Export Options:
* Export broker information with standard or detailed views
* Export employer data by company or specific Form 5500 insurance policies
* Access data glossary to understand export field definitions
* Bulk export capabilities vary by BenefitFlow package
* Additional Info:
* Broker and employer information exports do not use contact credits
* Bulk export limits for broker and employer records depend on your subscription level
* Contact exports aren't subject to these limits. Once you've used a credit to reveal a contact, you can export it as many times as you like
* Contact customer success team for expanded export capabilities
Bulk Export Limits: The number of records that can be extracted with a single export
* Premium Package
* Brokerages: 500
* Employers: 25,000
* Ultimate Package
* Brokerages: 2,500
* Employers: 50,000
* Enterprise Package
* Custom — talk to your Customer Success Manager
**Need to export more than your plan allows?** Unlimited exporting is available as an add-on. Talk to your Customer Success Manager to learn more.
### How many credits do I have, and when do they reset?
Your credit allotment is set by your plan. To see your current balance at any time, go to your Team page: [benefit-flow.com/Team](https://benefit-flow.com/Team)
Credits refresh on your account's renewal date, back up to your plan's allotment. Unused credits don't roll over to the next cycle.
# CRM Integrations: Association Architecture
Source: https://docs.benefitflow.com/knowledge-base/crm-association-architecture
How BenefitFlow creates and manages relationships between synced objects in your CRM.
When you sync data from BenefitFlow to your CRM, you get more than standalone records. BenefitFlow automatically verifies, creates, and updates the relevant relationships between Contacts and Accounts across your CRM — so your data reflects the real-world structure of the benefits industry. This article explains how those associations work across Salesforce, HubSpot, and Microsoft Dynamics.
## What BenefitFlow Syncs
BenefitFlow syncs five object types into your CRM, each with defined relationships:
| Object | CRM Record Type | Relationship |
| -------------------------- | ---------------- | ---------------------------------------------------- |
| **Broker** | Account (Parent) | Top-level firm record |
| **Broker Office Location** | Account (Child) | Linked to its parent broker |
| **Broker Contact** | Contact | Linked to the office location, not the parent broker |
| **Employer** | Account | Standalone account record |
| **Employer Contact** | Contact | Linked to its employer |
The broker hierarchy is the most important association to understand. Broker contacts are always tied to a specific office location — not the brokerage firm as a whole — because that is how broker mapping data works in practice. A producer at Mercer's Dallas office is associated with "Mercer - Dallas, TX," not with "Mercer" globally.
Employer associations are simpler. Each employer syncs as a standalone Account, and employer contacts are associated to their company's Account record by website domain. There is no parent-child hierarchy for employers.
If you want each employer linked to its primary broker office, you can set that up
yourself using BenefitFlow IDs. See [Linking Employers to Their Primary Broker
Office](/knowledge-base/crm-employer-broker-linking).
## How Parent-Child Associations Work
BenefitFlow models brokerages as a two-level hierarchy:
* **Parent account** — The broker firm itself (e.g., "Lockton Companies")
* **Child accounts** — Individual office locations under that firm (e.g., "Lockton Companies - Kansas City, MO")
This structure matters because benefits relationships are local. When you are prospecting, you need to know which producers operate out of which offices and which employers they serve in that market. A flat list of broker names does not give you that.
### Two-Phase Sync
To build this hierarchy reliably, BenefitFlow syncs in two phases:
1. **Parent accounts first** — All broker firm records are created (or matched to existing records) before anything else happens.
2. **Child accounts second** — Once parent account IDs are confirmed, office locations are created with the parent-child association already in place.
This ensures every office location is properly linked from the moment it appears in your CRM. No orphaned records, no manual cleanup.
You don't need to pre-create parent broker accounts in your CRM. BenefitFlow creates them automatically during sync if they don't already exist.
## Association Handling by CRM
Each CRM platform handles parent-child account relationships differently. Here is what you will see in practice:
| CRM | How It Works | What You See |
| ---------------------- | ----------------------------------------------------------- | ------------------------------------------------------------------------------------------ |
| **Salesforce** | Uses the native **Parent Account** field on Account records | Office locations appear as child accounts in the standard Account Hierarchy view |
| **HubSpot** | Creates labeled **parent-child company associations** | Parent and child relationships are visible in the Associations panel on any company record |
| **Microsoft Dynamics** | Sets the **Parent Account** field via OData binding | Office locations display under their parent broker in the Account hierarchy |
In all three CRMs, associations use native platform features. There are no custom objects, junction records, or workarounds involved. Your existing reports, views, and automation that rely on account hierarchies will work with BenefitFlow-synced data out of the box.
## Automatic Sync Behavior
BenefitFlow uses a diff-based sync engine. On each sync, it:
* **Compares** current BenefitFlow data against the records already in your CRM
* **Inserts** net-new records that don't exist yet
* **Updates** records where data has changed (new fields, corrected values, updated broker mapping)
* **Skips** records that are already current — no unnecessary writes to your CRM
* **Flags** stale records that no longer match as deprecated
Associations are set at creation time and maintained through subsequent syncs. If a broker office location is created under "Gallagher" during the initial sync, that parent-child link persists through every future sync. BenefitFlow does not break or recreate associations unnecessarily.
Associations between synced objects are created and maintained automatically. You do not need to manually link records or re-establish relationships after syncs.
## Structuring Your CRM to Receive BenefitFlow Data
Before your first sync, a few CRM design decisions will make your life easier.
### Work with the hierarchy, not against it
BenefitFlow creates parent-child account structures for brokers. Make sure your CRM views, list views, and reports can surface hierarchical accounts. In Salesforce, confirm that your Account Hierarchy related list is visible. In HubSpot, check that your default company views don't filter out associated child companies.
### Consider account record types (Salesforce)
If you use Salesforce record types, set up distinct types for "Broker" (parent accounts) and "Broker Office" (child accounts). This lets you customize page layouts, fields, and validation rules for each level of the hierarchy and keeps your reporting clean.
### Build views around office-level contacts
Broker contacts are associated with the office location (child account), not the parent firm. When building contact reports or list views, filter by the child account level to see the full picture. Rolling up contacts to the parent broker level requires a hierarchical report or custom rollup, depending on your CRM.
### Map fields to your existing workflows
Use BenefitFlow's field mapping to populate the custom fields your team already relies on for lead routing, territory assignment, or reporting. Aligning mapped fields with your existing processes reduces the gap between sync and action.
### Prepare for deduplication
BenefitFlow matches accounts on **Website** (combined with City and State for office locations) and contacts on **Email**. Office location accounts will not be matched if they are missing either City or State — both are required. State can be matched by either state code (e.g., "TX") or full name (e.g., "Texas"). Before syncing, audit your existing CRM records to make sure these fields are populated. Records missing a website or email address cannot be matched and may result in duplicates.
## FAQs
No. BenefitFlow creates parent broker accounts automatically during the first phase of every sync. If a parent account already exists in your CRM (matched by website), BenefitFlow links to it rather than creating a duplicate.
BenefitFlow matches office locations using a combination of Website, City, and State. If a match is found, the existing record is updated with the latest data rather than duplicated. The parent-child association is preserved.
Yes. All three supported CRMs display the parent-child relationship in their standard account hierarchy views. Salesforce shows it in Account Hierarchy, HubSpot in the Associations panel, and Dynamics in the Parent Account field and hierarchy view.
The parent-child hierarchy (broker to office location) and contact-to-account associations are created automatically and cannot be disabled — they are core to how BenefitFlow structures broker data. Field-level data can be customized through the field mapping table in your integration settings.
BenefitFlow compares its current data against your CRM records and only pushes changes. Records that haven't changed are skipped entirely. Existing associations are preserved — re-syncs never break or recreate relationships that are already in place.
## Related Resources
# Linking Employers to Their Primary Broker Office
Source: https://docs.benefitflow.com/knowledge-base/crm-employer-broker-linking
Connect each employer to its primary broker office in your CRM using BenefitFlow IDs.
BenefitFlow links brokers, their office locations, and contacts in your CRM
automatically. Employers are different: they sync as standalone accounts with no
built-in tie to the broker that serves them. This guide shows you how to add that
link yourself, so every employer points to its primary broker office.
The broker hierarchy (broker → office → contact) is created for you on every sync.
You don't need to build it. See [CRM Integrations: Association
Architecture](/knowledge-base/crm-association-architecture) for how that works.
This guide covers the one association BenefitFlow does not create automatically:
employer to primary broker office.
## Why link employers to broker offices
Once the link is in place, you can:
* See every employer tied to a given broker office from that office's record
* Spot whitespace: offices with employers you haven't worked yet
* Report pipeline and closed revenue by broker relationship (see [Tracking ROI from
BenefitFlow](/knowledge-base/crm-roi-tracking))
## How the link works
Every record BenefitFlow syncs carries an ID:
| Record | ID field in the mapping table | What it identifies |
| ------------- | -------------------------------------------- | ---------------------------------------------- |
| Employer | **Primary Broker Office ID (Employer Only)** | The employer's primary broker's closest office |
| Broker office | **Broker Office ID** | That office's own unique ID |
The two share the same ID space, so the link is a match: find the broker office
whose **Broker Office ID** equals an employer's **Primary Broker Office ID**, then
associate the two records. You'll map both IDs into your CRM, then build a short
automation that makes the match.
"Primary broker" is the broker that reports the largest share of commissions for an
employer on the Form 5500. The office BenefitFlow links to is that broker's closest
office to the employer. See [What is the Primary
Broker?](/knowledge-base/primary-broker) for the full definition.
## Before you start
* Your brokers, broker offices, and employers are synced to your CRM
* You have admin access in both BenefitFlow and your CRM
* Test on a small batch (5 to 10 records) before running across your full database
### Step 1 — Create two company properties
Go to **Settings → Properties → Company Properties** and create a group called
**BenefitFlow Fields**, then add two single-line text properties to it:
| Property | Holds |
| ---------------------------- | -------------------------------------- |
| BenefitFlow Broker Office ID | A broker office's own ID |
| Primary Broker Office ID | An employer's primary broker office ID |
### Step 2 — Map the IDs in BenefitFlow
In **Integration Settings**, open your HubSpot field mapping:
* On the **Employer** (Parent Account) mapping, map **Primary Broker Office ID
(Employer Only)** → `Primary Broker Office ID`
* On the **Broker Office** (Child Account) mapping, map **Broker Office ID** →
`BenefitFlow Broker Office ID`
Turn on **Allow Overwrite** for both so they stay current on re-sync. Sync 5 to 10
records and confirm both fields populate before going further.
### Step 3 — Create association labels
Go to **Settings → Objects → Companies → Associations** and create a
company-to-company association with two labels: **Employer** and **Primary Broker
Office**.
### Step 4 — Build the association workflow
Create a company-based workflow:
1. Enrollment trigger: **Primary Broker Office ID is known**
2. Add the **Create associations** action and choose **Matching property values**.
Match the enrolled employer's **Primary Broker Office ID** to a company's
**BenefitFlow Broker Office ID**
3. Apply the **Employer** and **Primary Broker Office** labels to each side
4. Test on one employer, confirm the association shows on both records, then enroll
existing companies
Matching property values is exact and case-sensitive, and works only on single-line
text properties (which is why both ID fields above are single-line text). Since
BenefitFlow writes both IDs, the values line up automatically.
Each employer now links to its primary broker office. Open any broker office record
to see its full list of employer clients.
### Step 1 — Create two Account fields
In **Setup → Object Manager → Account → Fields & Relationships**, create two text
fields (length 50):
| API name | Label | Holds |
| ----------------------------- | ---------------------------- | -------------------------------------- |
| `BF_Broker_Office_ID__c` | BenefitFlow Broker Office ID | A broker office's own ID |
| `Primary_Broker_Office_ID__c` | Primary Broker Office ID | An employer's primary broker office ID |
### Step 2 — Map the IDs in BenefitFlow
In your Salesforce field mapping:
* On the **Employer** (Parent Account) mapping, map **Primary Broker Office ID
(Employer Only)** → `Primary_Broker_Office_ID__c`
* On the **Broker Office** (Child Account) mapping, map **Broker Office ID** →
`BF_Broker_Office_ID__c`
Enable overwrite on both. Test on 5 to 10 records before proceeding.
### Step 3 — Link the records with a Flow
Build a record-triggered Flow on Account that runs when `Primary_Broker_Office_ID__c`
is set. Have it find the Account where `BF_Broker_Office_ID__c` equals that value, then
either:
* **Set Parent Account** to the broker office (uses the native Account Hierarchy), or
* **Set a custom lookup field** to the broker office (use this if Parent Account is
already in use for another relationship)
### Step 4 — Validate and backfill
Run the Flow on a few records and confirm the right office is linked. Then re-sync
your employer lists to backfill IDs, and activate the Flow across existing records.
### Step 1 — Add two Account columns
In **Power Apps → Dataverse → Tables → Account**, add two text columns (max length 100):
| Column | Display name | Holds |
| -------------------------- | ---------------------------- | -------------------------------------- |
| `bf_brokerofficeid` | BenefitFlow Broker Office ID | A broker office's own ID |
| `bf_primarybrokerofficeid` | Primary Broker Office ID | An employer's primary broker office ID |
### Step 2 — Map the IDs in BenefitFlow
In your Dynamics field mapping:
* On the **Employer** (Parent Account) mapping, map **Primary Broker Office ID
(Employer Only)** → `bf_primarybrokerofficeid`
* On the **Broker Office** (Child Account) mapping, map **Broker Office ID** →
`bf_brokerofficeid`
Enable overwrite on both. Test on 5 to 10 records first.
### Step 3 — Link the records with Power Automate
Build an automated cloud flow that triggers when an Account row is added or modified
and `bf_primarybrokerofficeid` is set. Use **List rows** to find the Account where
`bf_brokerofficeid` equals that value, then set the employer's **Parent Account** to
that broker office (or relate them with a custom Connection Role).
### Step 4 — Backfill
Test on one record, then trigger the flow across existing employers with a Dataverse
bulk update.
The CRM-side automation (HubSpot workflow, Salesforce Flow, Power Automate) runs in
your CRM, not in BenefitFlow. BenefitFlow pushes the IDs; your CRM makes the match.
Build and test the automation in a sandbox before running it on production data. See
[Can I create CRM workflows from within
BenefitFlow?](/knowledge-base/crm-integration-faq) for what the integration does and
doesn't handle.
## Keeping the link current
BenefitFlow IDs can change over time as company data is reconciled, for example when
records are merged or a primary broker is recalculated. When that happens, the IDs in
your CRM only update on the next sync, so:
* Keep **Allow Overwrite** on for both ID fields so re-syncs refresh them
* Re-run your association automation after a sync so links rebuild against the current
IDs. A scheduled or re-enrollment run keeps associations from going stale
* A link built on an ID that later changes can point to the wrong office until the
automation runs again, so re-run it before you rely on these associations for
reporting
## Related resources
# CRM Enrichment: Getting Started
Source: https://docs.benefitflow.com/knowledge-base/crm-enrichment
Keep your existing CRM accounts and contacts up to date automatically with verified BenefitFlow data.
**Enrich is enabled per team.** To turn it on for your team, reach out to your CSM or [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
## Overview
CRM Enrichment (Enrich) keeps the records already in your CRM up to date with BenefitFlow data, automatically, on a schedule you set. Where [Lists](/knowledge-base/lists) add net-new records to your CRM, Enrich refreshes the records you already have: it matches them to BenefitFlow and writes current field values back.
## What you can enrich
Enrich keeps both your **accounts** and your **contacts** up to date:
| BenefitFlow object | Writes to your CRM | Matched on |
| --------------------- | ------------------ | ---------------------------------------------- |
| **Employer Accounts** | Account / Company | Website or domain, then company name and state |
| **Employer Contacts** | Contact | Email |
| **Broker Contacts** | Contact | Email |
Broker company enrichment is not available yet. You can run up to **3 account enrichments** and **3 contact enrichments** at a time. When you reach the limit for a type, archive one to add another.
Enrich is set up by an admin and writes directly to your CRM, so it includes a filter check and per-field controls before anything goes live.
## Before you start
You'll need:
1. A connected CRM (Salesforce, HubSpot, or Microsoft Dynamics).
2. Field mappings configured in Integration Settings. Enrich updates the fields you have already mapped.
3. An admin to set it up. Only admins can create or edit enrichments.
Set up your integration and map fields between BenefitFlow and your CRM.
Learn how BenefitFlow matches your CRM records to its data.
## Create an enrichment
From the **Enrich** tab, click **Create New Enrichment** and follow the five steps:
Name the enrichment and choose what to enrich: **Employer Accounts**, **Broker Contacts**, or **Employer Contacts**. The matching CRM object fills in automatically from your Integration Settings: accounts write to your Account or Company object, and contacts to your Contact object.
Narrow which records get enriched using your own CRM fields, for example Employees greater than 100. Each condition is Field / Operator / Value, and the operators depend on the field: text fields offer equals, does not equal, contains, and does not contain; number and date fields offer equals, does not equal, greater than, and less than. Conditions combine with AND. Skip this step to enrich every matched record.
Choose which of your mapped fields to keep fresh. Each field shows its CRM target and its overwrite behavior (fill empty only, or always overwrite). Identity fields used for matching, like email and website, are locked here and never overwritten.
Choose how often it runs: daily, weekly, or monthly.
Confirm your setup. The enrichment is created **paused**, so nothing is written to your CRM until you activate it.
## Test before you activate
New enrichments start paused, so nothing is written until you turn them on. Check your setup before that first write:
1. In **Step 2**, run the filter check. It confirms your filters match eligible records and writes nothing to your CRM.
2. Review your field selections and overwrite behavior in **Step 3**. Fields default to fill-empty-only, so existing values stay unless you set a field to always overwrite.
3. When you are ready, switch the enrichment to **Active** to start the scheduled runs, or use **Run Now** to run it once on demand.
There is no test write. The first run writes directly to your CRM and cannot be undone, so confirm your filters and field settings before you activate or run.
## How matching works
For a record to be enriched, it must be:
1. Ingested from your CRM into BenefitFlow.
2. Matched to a BenefitFlow record.
3. Due for enrichment under your schedule.
**Accounts** match on company website or domain first, then on company name and state. **Contacts** match on email address. Records that do not match are left untouched, and identity fields used for matching, like email and website, are never overwritten. For more on how matching works, see the [CRM Integrations Overview](/knowledge-base/crm-integration-overview).
## Managing your enrichments
From the **Enrich** tab you can:
1. **Pause or resume** an enrichment at any time.
2. **Edit** its filters, fields, or schedule.
3. **Archive** it.
4. Review **run history** to see when it ran and how many records were matched and updated.
## Good to know
1. **Accounts and contacts.** Enrich writes to your Account or Company records and your Contact records. Broker company enrichment is coming.
2. **Up to 3 account and 3 contact enrichments at a time.** When you reach the limit for a type, archive one to add another.
3. **Cadence** is daily, weekly, or monthly.
4. **Overwrite is per field.** "Fill empty only" updates a field only when it is blank in your CRM; "always overwrite" replaces the existing value. Both come from your Integration Settings mappings.
5. **Filters use AND logic**, so a record must match every condition.
6. **Only changed records are rewritten.** After the first run, Enrich updates a record again only when it has changed, so it won't churn through records that are already current.
## Troubleshooting & FAQ
Enrich is enabled per team. If you don't see it, reach out to your CSM or [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) to get it enabled for your team.
Yes. You can run up to 3 account enrichments and 3 contact enrichments at the same time. Broker Contacts and Employer Contacts both count toward your 3 contact enrichments.
Yes. Enrich focuses on benefits and insurance data (carriers, brokers, and plan details) that general enrichment providers don't offer, so it complements the firmographic data those tools give you. Keep each tool mapped to different fields and they'll work together. Enrich's "fill empty only" default means it won't change a field another tool has already populated unless you set that field to "always overwrite."
A record is only eligible once it has been ingested from your CRM, matched to a BenefitFlow record, and is due for enrichment. Right after setup, ingestion and matching may still be in progress. Also check that your filters are not too narrow.
Confirm the enrichment is Active and not paused, that the records matched a BenefitFlow record, and that the fields are not set to "fill empty only" (which leaves already-populated fields untouched).
Check that field's overwrite behavior in your Integration Settings. "Always overwrite" replaces existing values; switch it to "fill empty only" to protect existing data going forward. Note that updates already applied cannot be undone.
No. Once a run writes to your CRM, those updates can't be undone. Enrichments start paused and include a filter check for exactly this reason, so confirm your scope before you activate. To protect existing values going forward, set fields to "fill empty only."
## Need Help?
Contact [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) for hands-on support.
# CRM Integrations: Field Mapping Reference
Source: https://docs.benefitflow.com/knowledge-base/crm-field-mapping-reference
The full list of BenefitFlow fields you can map to your CRM, by object type.
This is the complete list of BenefitFlow fields you can map to your CRM. Use it to plan your mapping table before you build it in the app, so you can search the fields here instead of scrolling the dropdowns.
You configure mappings in **Integration Settings → Field Mappings**. For how mapping, matching, and overwrite behavior actually work, see the [CRM Integrations: Overview Guide](/knowledge-base/crm-integration-overview). This page is the reference, not the how-to.
## How the fields are organized
BenefitFlow maps to three object types in your CRM. Each has its own field list:
| Object | What it syncs | Maps to your CRM's |
| :---------------- | :------------------------------------------------ | :---------------------------- |
| **Account** | Brokers and Employers (the top-level company) | Account |
| **Child Account** | Broker office locations (branches under a broker) | Account (child of the parent) |
| **Contact** | Broker contacts and Employer contacts | Contact (or Lead) |
**Leads:** In Salesforce and Microsoft Dynamics, Leads use the same field list as Contacts. HubSpot has no Lead object, so all people sync as Contacts.
The **Label** column is exactly what you see in the app. The **BenefitFlow field name** is the underlying data field, useful when you are matching against a bulk export or SFTP file. The **Example** column shows a sample value so you can see the shape of the data. Fields marked **(Broker Only)** or **(Employer Only)** only carry data for that record type.
## Contact fields
For syncing Broker Contacts and Employer Contacts. The example below is a broker contact. It is a fictional person, so the name, email, and phone values are illustrative only.
| Label | BenefitFlow field name | Type | Example |
| :---------------------------------------- | :--------------------------- | :----- | :------------------------------------------------------ |
| LinkedIn Profile Url | `employee_profile_url` | Text | linkedin.com/in/john-smith |
| First Name | `first_name` | Text | John |
| Last Name | `last_name` | Text | Smith |
| Work Email | `work_email` | Text | [john.smith@example.com](mailto:john.smith@example.com) |
| Company Name | `broker_name` | Text | Aon |
| Job Title | `experience_title` | Text | Senior VP, Employee Benefits |
| Employee City | `employee_city` | Text | Los Angeles |
| Employee State Long (Ex: Florida) | `employee_state` | Text | California |
| Employee State Code (Ex: FL) | `employee_state_code` | Text | CA |
| Employee Country (Ex: USA) | `employee_country` | Text | USA |
| Employee Country Long (Ex: United States) | `employee_country_long` | Text | United States |
| Mobile Phone Number 1 | `mobile_phone_1` | Text | +15555550142 |
| Professional Phone Number 1 | `professional_phone_1` | Text | +15555550188 |
| List Owner CRM ID | `list_owner_external_crm_id` | Text | — |
| Mobile Phone Formatted | `mobile_phone_formatted` | Text | (555) 555-0142 |
| Work Phone Number Formatted | `work_phone_formatted` | Text | (555) 555-0188 |
| Full Name | `employee_name` | Text | John Smith |
| Company Website | `website` | Text | aon.com |
| Record Type | `contact_type` | Text | Broker Contact |
| Years at Company | `total_years_at_company` | Number | 6 |
| Years in Role | `total_years_at_role` | Number | 3.5 |
| Employee Zip Code | `employee_location_zip` | Text | 90017 |
| Office Address (Broker Only) | `employee_office_address` | Text | 707 Wilshire Blvd Los Angeles CA 90017 |
| Office City (Broker Only) | `employee_office_city` | Text | Los Angeles |
| Office State (Broker Only) | `employee_office_state` | Text | California |
| Office State Code (Broker Only) | `employee_office_state_code` | Text | CA |
| Office Zip Code (Broker Only) | `employee_office_zip_code` | Text | 90017 |
| Contact Job Role | `general_job_title` | Text | Producer |
| Line Types | `line_types` | Text | Life, Health |
| Company Profile URL | `company_profile_url` | Text | linkedin.com/company/aon |
| Lead Source | `lead_source` | Text | BenefitFlow |
| Export Date | `export_date` | Date | 2026-08-20 |
| Data Last Updated | `data_last_updated` | Date | 2026-07-23 |
## Account fields
For syncing Broker and Employer records (the top-level company). The example below is an employer, Trader Joe's.
| Label | BenefitFlow field name | Type | Example |
| :------------------------------------------------- | :-------------------------------------- | :----- | :----------------------------------------------------------- |
| Company Name | `broker_name` | Text | Trader Joe's |
| Company Website | `website` | Text | traderjoes.com |
| Company ID | `company_id` | Text | 3bf66970-1e77-55b6-a55b-80d33568afc1 |
| Street Address | `street_address` | Text | 800 S Shamrock Ave |
| City | `city` | Text | Monrovia |
| State (Ex: Florida) | `state_long` | Text | California |
| State Code (Ex: FL) | `state_code` | Text | CA |
| Zip Code | `zip_code` | Text | 91016 |
| Industry | `industry` | Text | Supermarkets and Other Grocery Retailers |
| Number of Employees (Employer Only) | `num_employees` | Text | 69,794 |
| Funding Type (Employer Only) | `employer_funding_type` | Text | Fully-Insured |
| Primary Broker (Current, Employer Only) | `employer_primary_broker_name` | Text | Aon |
| Primary Broker ID (Employer Only) | `primary_broker_company_id` | Text | 1358b9d1-eca4-5a31-a6f8-cf44ad89fa3a |
| Primary Broker Office ID (Employer Only) | `primary_broker_closest_office_id` | Text | 00edab49-c941-5a72-b859-0be8db417b50 |
| Benefit Eligible Employees (Employer Only) | `employer_benefit_eligible_employees` | Text | 69,794 |
| Employer Renewal Date (Employer Only, Ex: January) | `employer_renewal_date` | Text | Jul 1 |
| Benefit Renewal Month (Employer Only) | `employer_renewal_month` | Text | July |
| List Owner CRM ID | `list_owner_external_crm_id` | Text | — |
| Employer EIN | `employer_ein` | Text | 951987958 |
| 5500 Signor Name | `signed_name` | Text | John Smith |
| Entity Type | `entity_type` | Text | Single-Employer |
| Plan Name | `plan_name` | Text | TRADER JOE'S COMPANY GROUP HEALTH PLAN |
| Policy Number | `policy_number` | Text | 9 |
| Carrier | `carrier_master_name` | Text | Blue Shield California |
| Line of Business, Detail | `lines_of_business_detail` | Text | Accidental Death and Dismemberment |
| Covered Lives | `covered_lives` | Text | 56,818 |
| Primary Broker (Latest 5500 Filing) | `master_broker_name` | Text | Aon |
| Primary Broker Website (Employer Only) | `primary_broker_website` | Text | aon.com |
| PEO | `employer_peo_name` | Text | — |
| Accounting Firm | `accountant_firm_name` | Text | Holthouse Carlin & Van Trigt |
| Filing Date | `filing_date` | Text | 2025-06-30 |
| Record Type | `record_type` | Text | Employer |
| Company LinkedIn URL | `profile_url` | Text | linkedin.com/company/trader-joe's |
| Employer NAICS Code | `employer_naics_code` | Text | 44511 |
| Benefits Rating | `employer_avg_reviews_rating` | Number | 4.0 |
| Phone Number | `sponsor_phone_number` | Text | (626) 599-3700 |
| Total Premiums | `primary_carrier_premiums` | Number | 463,368,026 |
| Line of Business | `lob_categories_list` | Text | Health, Dental, Vision, Prescription Drug, Life Insurance, … |
| Primary Broker Commissions | `primary_broker_commissions` | Number | 21,282 |
| Primary Broker Closest Office City | `primary_broker_closest_office_city` | Text | Los Angeles |
| Primary Broker Closest Office State | `primary_broker_closest_office_state` | Text | CA |
| Primary Broker Closest Office Zip | `primary_broker_closest_office_zip` | Text | 90017 |
| Primary Broker Closest Office Address | `primary_broker_closest_office_address` | Text | 707 Wilshire Blvd Los Angeles CA 90017 |
| P\&C Renewal Date | `employer_pnc_renewal_date` | Text | Jul 1 |
| P\&C Broker | `employer_pnc_broker_name` | Text | Aon |
| P\&C Carrier | `employer_pnc_carrier_name` | Text | Lm Insurance |
Benefits-specific fields (Form 5500 details, plan and policy data, premiums, and P\&C fields) populate only for employers that have the underlying filing data on record. Employers without a filing on file will show these fields as empty.
**Broker records** use this same table, but only the general company fields carry data (Company Name, Company Website, Company ID, address, Company LinkedIn URL, Record Type). The employer and benefits fields stay empty. Example broker: **Aon** · aon.com · Company ID 1358b9d1-eca4-5a31-a6f8-cf44ad89fa3a · Chicago, IL · Record Type Broker.
## Child Account fields
For syncing Broker office locations (branches under a broker). The example below is the Aon Los Angeles office.
| Label | BenefitFlow field name | Type | Example |
| :-------------------------------------- | :--------------------------- | :--- | :------------------------------------- |
| Company Name | `broker_name` | Text | Aon |
| Company Website | `website` | Text | aon.com |
| Broker Office ID | `broker_office_id` | Text | 00edab49-c941-5a72-b859-0be8db417b50 |
| Street Address | `broker_office_address` | Text | 707 Wilshire Blvd Los Angeles CA 90017 |
| Office City | `broker_office_city` | Text | Los Angeles |
| Office State (Ex: Florida) | `broker_office_state` | Text | California |
| Office State Code (Ex: FL) | `office_state_code` | Text | CA |
| Office Zip Code | `office_zip_code` | Text | 90017 |
| Office Country Code (Ex: US) | `office_country_code` | Text | US |
| Office Country Long (Ex: United States) | `office_country_long` | Text | United States |
| List Owner CRM ID | `list_owner_external_crm_id` | Text | — |
**Allow Overwrite is per-field.** For any mapped field, admins can toggle Allow Overwrite on or off. When it is off, BenefitFlow only writes to the field if the current value in your CRM is empty. When it is on, BenefitFlow overwrites whatever is there. See the [Overview Guide](/knowledge-base/crm-integration-overview) for details.
## Related Resources
How mapping, matching, and duplicate prevention work.
Connect your CRM and build your first mapping table.
How BenefitFlow links brokers, offices, employers, and contacts.
# CRM Filter
Source: https://docs.benefitflow.com/knowledge-base/crm-filter
See which employers and contacts are already in your CRM and filter by CRM status directly in BenefitFlow.
CRM Filter adds CRM awareness to your prospecting. Once an admin connects Salesforce, HubSpot, or Microsoft Dynamics, a **CRM Status filter** appears on your employer and contact searches, and a badge marks any employer or contact already in your CRM. Focus on net-new accounts and people, or check what's already being worked, without leaving BenefitFlow.
CRM Filter works on **Employer** search and **contact** searches: **Broker Contacts** and **Employer Contacts**, plus the **Contacts** tab on broker and employer profiles. It is not yet available on **Broker** (company) search.
## What You'll See
**CRM Status filter** — A dropdown at the top of your employer or contact results lets you switch between **All**, **In CRM**, and **Not in CRM**. It's a filter in its own right: combine it with your other filters (industry, role, location, and so on) to target exactly the records you want.
**CRM badge** — A small cloud badge marks any employer or contact that already exists in your connected CRM, so you can spot what's already been added at a glance. The badge links straight to the record in your CRM.
## How to Use CRM Filter
Go to **Settings > Integrations** and confirm your CRM is connected and the CRM Filter preference is enabled.
Go to **Employers**, **Broker Contacts**, or **Employer Contacts**, or open the **Contacts** tab on any broker or employer profile. CRM badges appear automatically on records that match your CRM — no extra setup required.
At the top of your results, open the **CRM Status** dropdown and choose **In CRM** to see records you already have, or **Not in CRM** to find net-new accounts and prospects.
## How It Works
| Feature | Details |
| ---------------- | ----------------------------------------------------------------------------------------------------------------------------------------------- |
| Matching Logic | Contacts are matched by email address. Employers are matched by company website. |
| Sync Frequency | Records you sync from BenefitFlow update within a few minutes. Changes made directly in your CRM are picked up automatically a few times a day. |
| Supported CRMs | Salesforce, HubSpot, Microsoft Dynamics 365 |
| Where It Appears | Employer search, plus Broker Contacts and Employer Contacts searches and the Contacts tab on broker and employer profiles |
## Use Cases
| Goal | How CRM Filter Helps |
| ------------------------- | ----------------------------------------------------------------------------------------------------------------------------------- |
| Find employer whitespace | On **Employer** search, filter to **Not in CRM** to see accounts your team hasn't added yet |
| Find net-new prospects | Filter to **Not in CRM** to see contacts your team hasn't added yet — no more guessing who's new |
| Avoid duplicate work | Filter to **In CRM** to check which accounts and contacts are already being worked before reaching out |
| Fill gaps at key accounts | Open an employer or broker profile, go to the Contacts tab, then filter to **Not in CRM** to find additional decision-makers to add |
**Don't see CRM badges or the filter?** You'll need an active CRM integration first. See [Connecting Your CRM (Admin Setup)](/knowledge-base/crm-integrations-getting-started) to connect your CRM.
## FAQ
Yes. CRM Status filtering works on **Employer** search and on **contact** searches (Broker Contacts and Employer Contacts, plus the Contacts tab on profiles). **Broker** (company) search is not supported yet.
No. Any user can see CRM badges and use the filter once an admin has connected a CRM integration and enabled CRM Filter in Settings.
It depends on where the change happens:
* **Records you sync from BenefitFlow** — CRM badges appear within a few minutes.
* **Changes made directly in your CRM** — BenefitFlow picks these up automatically a few times a day.
Badges appear only when BenefitFlow can match a record to your CRM — contacts by email address, employers by company website. If there's no matching email or website in your CRM, no badge shows.
Yes. CRM Filter works with Salesforce, HubSpot, and Microsoft Dynamics 365. The experience is the same regardless of which CRM you use.
# CRM Integration FAQ
Source: https://docs.benefitflow.com/knowledge-base/crm-integration-faq
Answers to the most common questions about syncing BenefitFlow data to your CRM.
## Field Mapping
No. The **Custom Value** (constant) mapping type pushes a single static string to a CRM field — for example, setting Lead Source to "BenefitFlow" for every synced record. It does not support concatenation, templates, or computed values.
If you need to combine fields (e.g., merging first name and last name into a full name field), set up a post-sync automation on your CRM side:
* **Salesforce:** Use a Flow or Formula Field
* **HubSpot:** Use a Workflow with a "Copy property value" action
* **Dynamics:** Use a Power Automate flow
BenefitFlow provides two distinct renewal date fields:
| Field | Format | Example |
| ------------------------- | ------------------- | ---------- |
| **Benefit Renewal Month** | Month name (string) | "January" |
| **Employer Renewal Date** | Full date | 01/01/2025 |
**Which should you use?** Map whichever field matches your CRM field's data type. If your CRM field expects a date, use Employer Renewal Date. If it expects a text string, use Benefit Renewal Month.
**Known issue:** The Benefit Renewal Month field has caused silent sync failures in HubSpot when the target field type is incompatible. If your HubSpot syncs are failing without an error message, check whether you have a Benefit Renewal Month mapping and confirm your target field accepts text values.
Yes — BenefitFlow has a wide range of location fields available for mapping, depending on the object type:
**All Contacts:**
* City, State, State Code, Country, Country Long, Zip Code
**Broker Contacts only:**
* Office Address, Office City, Office State, Office State Code, Office Zip Code
**Broker Office Locations (Child Account):**
* Street Address, City, State, State Code, Zip Code, Country Code, Country Long
**Employer (Parent Account):**
* Street Address, City, State, State Code, Zip Code
**Use "State Code" instead of "State"** if your CRM field expects a two-letter abbreviation (e.g., "TX" instead of "Texas"). Mapping the full state name to an abbreviation field will cause sync failures.
Your CRM requires a **100% exact match** between the data BenefitFlow sends and the values defined in your CRM's picklist. If a value doesn't match, the **entire operation for that record fails** — not just that one field. Worse, if the mismatch comes from a global mapping rule (e.g., a Custom Value that applies to every record), it can cause the **entire bulk sync to fail** across all records in the batch.
Since BenefitFlow data is unlikely to perfectly align with your custom picklist values (with exceptions like state codes or months of the year), mapping to picklists is **prone to failure**.
**How to fix this:**
| CRM | Solution |
| -------------- | ------------------------------------------------------------------------------------------------------------------- |
| **Salesforce** | Change the picklist field to **unrestricted** (accepts any value up to 255 characters) or change it to a text field |
| **HubSpot** | Ensure the dropdown property allows custom values, or switch to a single-line text property |
| **Dynamics** | Use a **Custom Value** mapping rule to push a known valid value, or accept that mismatches will cause failures |
1. **Avoid picklist/dropdown target fields** unless you're certain BenefitFlow's values will match exactly. Use text fields instead.
2. **Use State Code, not State** if your CRM expects abbreviations (e.g., "TX" not "Texas").
3. **Map only the fields you need.** Every additional mapping is a potential failure point. Start small and add mappings as needed.
4. **Test with a small batch first.** Sync 5–10 records before doing a bulk push. Check the Activity Log for errors.
5. **Review your matching fields.** BenefitFlow uses website domain for employer accounts and email for contacts to detect duplicates. For broker accounts, matching uses website domain + city + state (since the same brokerage may have multiple offices). Don't change these unless you understand the implications.
6. **Enable Allow Overwrite intentionally.** Only turn on overwrite for fields where you want BenefitFlow to update existing CRM data on future syncs. See the [Overview Guide](/knowledge-base/crm-integration-overview) for details.
The website domain field is used as a **matching field** for account deduplication, which is why it may not appear as a mappable target. If you need website data in a separate CRM field, contact support at **[customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)**.
HubSpot properties with URL validation rules require values to include `http://` or `https://`. BenefitFlow stores URLs **without** the protocol prefix (e.g., `benefit-flow.com` instead of `https://benefit-flow.com`), so the sync fails silently when HubSpot's validation rejects the value.
**How to fix this:**
* **Option 1:** Remove the URL validation rule on the HubSpot property. Go to Settings → Properties → find the field → Edit → remove the URL format requirement.
* **Option 2:** Keep the validation but add a HubSpot Workflow that prepends `https://` to the field value after BenefitFlow pushes it.
Some fields visible on an employer or contact profile in BenefitFlow are **not available at the sync level**. This happens when a field is derived from policy-level data (e.g., Covered Lives, Carrier) rather than employer-level data. Since syncing operates at the employer/contact level, policy-level fields may appear blank or inconsistent.
**Fields with known limitations:**
* **Covered Lives** — This is a policy-level metric and does not reliably map to a single employer value. Do not map this field — it will push blank or inconsistent data.
* **Carrier** — When an employer has multiple policies, the synced value may not match the carrier shown on the profile. If you rely on this field, verify the synced value in your CRM after each push.
* **5500 Signor Name** — We identified a mismatch between the profile display and the synced value, and are fixing it. Avoid mapping this field until the fix ships.
If a different mapped field is consistently pushing blank, check the Activity Log for errors and contact support at **[customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)**.
## Sync Status & Troubleshooting
BenefitFlow provides several ways to check sync status:
1. **Toast notification** — After syncing, a message appears showing how many records were pushed successfully and how many were skipped or failed.
2. **Tab indicators** — Records move between the **Net New**, **Updates**, and **Synced** tabs after a sync. If a record stays in its original tab after syncing, something went wrong.
3. **Activity Log** — Click the **Activity Log** tab (visible when your CRM is connected) to see a full history of sync operations. You can filter by date, triggered by, object, action (Insert/Update), and result (Success/Error). Click on a failed operation to see error details.
4. **"View in CRM" link** — Successfully synced contacts show a "View in CRM" button that opens the record directly in your CRM.
If you synced a batch and the Activity Log shows errors, check whether picklist mismatches or permission issues are the cause — these are the most common failure reasons.
This is typically caused by one of the following:
| Cause | How to Check |
| --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Missing contact data** | Contacts missing required information (such as email address) are grayed out and cannot be synced. Hover over the contact to see what's missing. |
| **Credit limit reached** | You'll see a message like "This request exceeds your Credit Allocation." Contact your admin to purchase more credits. |
| **Expired CRM credentials** | If your OAuth token has expired, reconnect your CRM under Integrations → Connection. Expiration timelines vary by CRM platform. |
| **Field mapping errors** | A mapping targeting an incompatible field type (e.g., picklist mismatch) can cause the entire contact operation to fail. Check the Activity Log for error details. |
| **CRM permission issues** | The connected CRM user may not have write access to certain fields or objects. In Salesforce, check that fields aren't set to Read-Only for the API user. |
| **Partial batch sync** | In rare cases, a bulk sync may not push all records in a single batch. If your Updates tab still shows records after syncing, push the remaining records in a smaller batch or individually. If this recurs, contact support at **[customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)**. |
Duplicate errors come from **your CRM's duplicate detection rules**, not from BenefitFlow. BenefitFlow checks for duplicates using:
* **Employer accounts:** Website domain
* **Broker accounts:** Website domain + city + state (since the same brokerage may have multiple offices)
* **Contacts:** Email address
For more on how duplicate detection works, see the [CRM Integration Overview](/knowledge-base/crm-integration-overview).
When your CRM also has its own duplicate/matching rules enabled, it may reject records that BenefitFlow considers net-new. To troubleshoot:
1. **Check your CRM's duplicate rules.** In Salesforce, go to Setup → Duplicate Rules. In HubSpot, check Settings → Properties for deduplicate settings.
2. **Try creating the record manually** in your CRM. If the CRM blocks manual creation too, the issue is with your CRM rules, not BenefitFlow.
3. **Look at what field triggered the match.** CRM duplicate rules often match on fields like company name or phone number — not just the fields BenefitFlow uses (website/email).
Yes — this is expected in most cases. When BenefitFlow can clearly identify the correct parent account (e.g., there is exactly one match by website domain), it creates the parent account automatically. You will only see a prompt when BenefitFlow detects **ambiguity** — for example, if multiple potential parent accounts exist for the same domain and the system needs you to choose.
If parent accounts are being created that don't look correct, contact support at **[customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)** so we can review your account matching configuration.
A bulk sync that spins indefinitely in HubSpot is almost always caused by a **bad field mapping** that causes the entire batch to fail silently.
**How to troubleshoot:**
1. **Try syncing a single record** instead of a bulk push. If individual syncs work but bulk doesn't, a mapping issue is the likely cause.
2. **Check your field mappings** under Integrations → Integration Settings → Mapping. Look for mappings targeting dropdown, date, or URL-validated fields.
3. **Check the Activity Log** for any error entries.
If you can't identify the problem, contact support. The most common fix is removing or correcting the offending mapping rule.
Very large lists — roughly **10,000 records or more** — can fail to refresh or complete a bulk sync. The list may stall, take a long time, or show record counts that don't line up with what you expect.
While we improve performance for large lists, the reliable workaround is to **split the list into smaller ones** and sync those:
1. Create two or more smaller lists.
2. Move a portion of the records into each.
3. Sync each smaller list on its own.
**Refresh and Sync are separate steps.** Refreshing a list pulls the latest BenefitFlow data but does **not** push anything to your CRM. After a refresh finishes, you still need to trigger the sync manually.
If a smaller list still won't sync, contact support at **[customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)**.
The CRM connection is tied to the **specific user who authenticated it**. If that person leaves the company or their CRM account is deactivated, the OAuth token can no longer refresh and all syncs will fail. You may see an error like: *"Unable to refresh session due to: inactive user."*
**How to fix this:**
1. Go to **Integrations → Connection**.
2. Click **Disconnect** to remove the expired connection.
3. Log out of all CRM sessions in your browser.
4. Log in to your CRM as an **active user** with the appropriate permissions.
5. Return to BenefitFlow and re-establish the connection.
**Prevention:** Connect the integration using a dedicated service account or shared integration user rather than a personal account. This way, the connection survives individual team member departures.
This is a known issue where the Dynamics connection status shows **"Active"** even though the setup never fully completed. The most common cause is that the Azure AD user who authenticated is **not a member of the Dynamics organization**.
**How to fix this:**
1. Confirm the user who set up the connection is a member of your Dynamics 365 organization (not just Azure AD).
2. Go to **Integrations → Connection** and click **Update Connection**.
3. Re-authenticate using a user who has both Azure AD access and Dynamics org membership.
If the issue persists, you may need to walk through the setup from scratch with your Dynamics admin. See the [Dynamics Setup Guide](/knowledge-base/dynamics-integration-setup-instructions) for the full steps.
This error means your Salesforce organization doesn't have the REST API enabled, which is a **prerequisite** for the BenefitFlow integration. The connection may appear to succeed initially but will fail when attempting to sync data.
**How to fix this:**
1. Log in to Salesforce as a System Administrator.
2. Go to **Setup → Users → Profiles** → select the profile of the integration user.
3. Under **Administrative Permissions**, ensure **"API Enabled"** is checked.
4. If your Salesforce edition doesn't include API access by default, you may need to contact Salesforce to enable it.
After enabling the API, return to BenefitFlow and reconnect under **Integrations → Connection**. See the [Salesforce Setup Guide](/knowledge-base/salesforce-integration-setup-instructions) for the full connection walkthrough.
## CRM-Specific Questions
Not directly. BenefitFlow syncs records as **Accounts** and **Contacts** in Salesforce — it does not create Campaign Members or add records to Campaigns.
To automatically add BenefitFlow-synced contacts to a Campaign, set up a Salesforce Flow that triggers when a new Contact is created with a Lead Source of "BenefitFlow" (you can set this using a **Custom Value** mapping rule).
BenefitFlow creates **Company** records in HubSpot for broker office locations and creates associations between Companies and Contacts. However, BenefitFlow does not override your existing primary company assignments in HubSpot.
If a contact is associated with multiple companies after a sync, check HubSpot's association settings to control which company appears as primary.
Not in HubSpot. A "Lead" in HubSpot is simply a flag on the Contact object, not its own object type — so BenefitFlow syncs records as **Contacts** in HubSpot.
If you use **Salesforce**, the integration does support syncing to the Lead object (which is a separate object type in Salesforce). See your field mapping configuration for setup details.
## Permissions & Visibility
Setting up the integration requires two things:
1. **BenefitFlow Admin role** — Only Admin users in BenefitFlow can access **Integrations** (via the user menu) to connect the CRM and configure field mappings.
2. **CRM permissions** — The user who authenticates the connection needs read/write access to the relevant CRM objects (Accounts, Contacts). See "What Salesforce permissions does the integration user need?" below for specifics, or see the setup guide for your CRM.
Standard BenefitFlow users can sync records after the integration is configured, but cannot change connection settings, field mappings, or sync permissions. Admins can control what sync operations standard users are allowed to perform under **Integration Settings > Preferences**. For more detail, see the [CRM Integration Overview](/knowledge-base/crm-integration-overview).
Your BenefitFlow admin controls which sync operations standard users can perform for each object type (Contacts and Accounts). By default, standard users can only create **Net New** records. If a record requires an operation you don't have permission for, you'll see a **"Restricted"** indicator and the **"Push to CRM"** button will be disabled for those records.
This is the most common reason a user can sync some records on a list but not others — the ones that work match your allowed sync operations, and the ones that don't require a permission your admin hasn't granted.
**To resolve this:**
* Ask your BenefitFlow Admin to adjust your sync permissions under **Integration Settings > Preferences > Sync Permissions for Standard Users**
* Ask a BenefitFlow Admin to push the records on your behalf
* Have your admin upgrade your account to Admin under **Team Management**
Yes. BenefitFlow's **CRM Filter** lets you filter contacts by "In my CRM" or "Not in my CRM" on the Broker Contacts and Employer Contacts tabs. This helps you identify which contacts already exist in your CRM before spending credits.
**Unlocking a contact always costs a credit**, even if that contact already exists in your CRM. The CRM Filter helps you prioritize which contacts to unlock, but it does not make unlocks free.
When BenefitFlow creates a new contact in your CRM, it assigns the Contact Owner from the **owner of the associated Account** in your CRM. If that account has no owner yet, BenefitFlow leaves the field blank and your CRM's own default assignment rules apply.
A few things that follow from this:
1. Ownership is set only when the contact is first created. Syncing updates to an existing contact never changes its owner.
2. Ownership is not based on who clicked "Get Contact", who added the contact to a list, or who initiated the sync.
3. To set owners explicitly, use **Assign Owner** on the list before syncing. Admins can also use it to reassign contacts that have already been synced.
BenefitFlow does not set an Account Owner when syncing to the Account object.
For more detail, see the [CRM Integration Overview](/knowledge-base/crm-integration-overview).
The user who connects BenefitFlow to Salesforce needs the following minimum permissions:
| Object / Permission | Access Level |
| -------------------- | ------------------------------------------------- |
| **Accounts** | Read / Write |
| **Contacts** | Read / Write |
| **Salesforce Users** | Read Only (required for contact owner assignment) |
| **API Enabled** | Required (system permission) |
**Recommended:** Create a dedicated **Integration User** in Salesforce with a scoped permission set. This prevents the connection from breaking when individual team members leave (see "My integration stopped working after a team member left" above). When connecting, log out of all Salesforce sessions first, then log in as the Integration User before completing the BenefitFlow setup flow.
During the OAuth connection flow, Salesforce displays a permissions modal requesting access to your identity URL, data via APIs, and the ability to perform requests at any time. These are **standard Salesforce OAuth scopes** required for any integration that reads and writes CRM data:
* **api** — Allows BenefitFlow to create and update Accounts and Contacts
* **refresh\_token** — Keeps the connection alive without requiring you to re-authenticate daily
* **id** — Identifies the connected user for owner assignment
* **web** — Enables the browser-based OAuth callback
These scopes cannot be narrowed further — they are the minimum required for CRM syncing. To limit what the integration can actually do, use a **dedicated Integration User** with a restricted permission set in Salesforce. The OAuth scopes grant API access, but the permission set controls which objects and fields that user can read or write.
## Current Integration Limitations
BenefitFlow's CRM integration is designed for **outbound data enrichment** — pushing BenefitFlow data into your CRM. It's a one-way sync. Here are some common requests that fall outside the current integration scope:
No. BenefitFlow does not pull data from your CRM. The integration is one-way: BenefitFlow → CRM. You cannot import CRM records into BenefitFlow to enrich them.
Not currently. BenefitFlow uses **website domain** to match employer accounts, **website domain + city + state** to match broker accounts, and **email address** to match contacts. These are the only supported matching fields for duplicate detection.
If your CRM uses a different unique identifier (e.g., a custom external ID), BenefitFlow cannot match against it today. This means records may appear as "Net New" in BenefitFlow even if they already exist in your CRM under a different identifier.
**Workaround:** Ensure your CRM records have website domain populated on Accounts and email addresses populated on Contacts. BenefitFlow will match against these fields even if your CRM's primary key is something else.
No. BenefitFlow pushes data to your CRM, but it does not create or manage CRM-side automation. To trigger actions based on synced data (e.g., creating tasks, sending emails, adding to campaigns), use your CRM's native automation tools:
* **Salesforce:** Flows
* **HubSpot:** Workflows
* **Dynamics:** Power Automate
For a worked example, see [Linking Employers to Their Primary Broker Office](/knowledge-base/crm-employer-broker-linking), which uses these native tools to associate each employer with its broker office from synced BenefitFlow IDs.
No. BenefitFlow creates and updates records but does not merge existing CRM records. If you have duplicate accounts in your CRM, you'll need to merge them using your CRM's built-in deduplication tools before or after syncing.
## Related Resources
Step-by-step guide to connecting your CRM and syncing your first records.
How duplicate detection, field mapping, and contact ownership work.
Detailed Salesforce integration setup instructions.
Detailed HubSpot integration setup instructions.
Detailed Microsoft Dynamics integration setup instructions.
# CRM Integrations: Overview Guide
Source: https://docs.benefitflow.com/knowledge-base/crm-integration-overview
## FAQs and general info
BenefitFlow currently supports native integrations with Salesforce, HubSpot, and Microsoft Dynamics.
BenefitFlow’s Salesforce integration allows users to push Employers, Employer Contacts, Brokers, Broker Office Locations, and Broker Contacts... **and automatically manage the associations between them.**
Before syncing over any data to your CRM, BenefitFlow will compare our records against the records in your CRM.
**Net-New** = Record will be pushed as a Net New Record.
**Updates** **Available** = Record already exists in your CRM. Sync will overwrite the highlighted fields.
**Synced** = Record already exists in your CRM and no updates are available.
| **Object** | **Unique Identifier** | **Example** |
| :---------------------- | :--------------------- | :------------------------------------------------------ |
| Employers | Website | walmart.com |
| Employer Contacts | Email | [john.smith@walmart.com](mailto:john.smith@walmart.com) |
| Brokers | Website | mercer.com |
| Broker Office Locations | Website + City + State | mercer.com + New York + NY |
| Broker Contacts | Email Address | [john.smith@mercer.com](mailto:john.smith@mercer.com) |
BenefitFlow maintains current and historical email addresses, meaning we can establish a match with your pre-existing contacts that may have stale email address.
Admin users can configure the mapping table in BenefitFlow to your desired specifications.
For the full, searchable list of every BenefitFlow field you can map, by object type, see the [Field Mapping Reference](/knowledge-base/crm-field-mapping-reference).
### Mapping Table for Accounts
*(for syncing Broker and Employer records)*
**Tip:** Admins can choose to toggle on/off "Allow Overwrite" on a field-by-field basis. When overwrite is turned 'off', BenefitFlow will only write to the field if it's current value is 'null' in your CRM. If turned 'on', BenefitFlow will overwrite any pre-existing values.
### Mapping Table for Child Accounts
*(for syncing Broker Office records)*
### Mapping Table for Contacts
*(for syncing Employer and Broker Contact records)*
## Other FAQs
BenefitFlow Admin permissions are required to authenticate with your CRM and configure field mappings. **Your BenefitFlow Customer Success Manager can provide the relevant user(s) with those permissions.**
That user also requires Salesforce, Dynamics, or HubSpot Admin permissions to provide Read/Write access to BenefitFlow.
Both standard users and admin users can sync data once the integration is set up. Admin users always have full sync access and can also manage field mappings and connection settings.
By default, standard users can only create **net-new** records in the CRM. However, admins can configure what sync operations standard users are allowed to perform — per object type (Contacts and Accounts) — under **Integration Settings > Preferences > Sync Permissions for Standard Users**.
The available options are:
* **Create new and update existing**
* **Create new only** (default)
* **Update existing only**
Leads inherit the permissions set for Contacts.
The default setting ("Create new only") matches BenefitFlow's previous behavior. No action is needed unless you want to grant standard users additional sync capabilities.
BenefitFlow authenticates using OAuth 2.0 and the integration requires that BenefitFlow has read / write access to the relevant tables and fields in your CRM.
When BenefitFlow creates a new contact in your CRM, it assigns the Contact Owner from the **owner of the associated Account** in your CRM. If that account has no owner yet, BenefitFlow leaves the field blank and your CRM's own default assignment rules apply.
Syncing updates to an existing contact never changes its owner. Ownership is not based on who clicked "Get Contact" or who initiated the sync. To set owners explicitly, use **Assign Owner** on the list before syncing (admins can also reassign already-synced contacts).
BenefitFlow does not set an Account Owner when syncing to the Account object.
# Connecting Your CRM (Admin Setup)
Source: https://docs.benefitflow.com/knowledge-base/crm-integrations-getting-started
One-time admin setup: connect Salesforce, HubSpot, or Dynamics, then map fields and set sync permissions.
Just need to push records into an already-connected CRM? See [How to Sync BenefitFlow Data to Your CRM](/knowledge-base/how-to-sync-to-your-crm). This page covers the one-time admin setup.
## Connect BenefitFlow to your CRM
BenefitFlow has native integrations with **Salesforce**, **HubSpot**, and **Microsoft Dynamics** for pushing records (**Employers, Contacts, Brokers, and Broker Office Locations**) directly into your CRM.
**Before you start:** you must be both a **BenefitFlow Admin** and a **Salesforce, Dynamics, or HubSpot Admin** with **read/write access** to the relevant CRM fields.
### Integration Setup Steps
* **Accessing Integration Settings**
1. Log in to your BenefitFlow account.
2. In the upper-right corner, click your **name** and select **Integrations**.
3. On the Integrations page, choose **Salesforce**, **HubSpot**, or **Microsoft Dynamics** to begin connection.
* **Connecting to Salesforce**
* Use **1-click authentication** for quick setup (recommended for most customers), or
* Use **Manual Credentials Entry** for advanced/custom setups (refer to the [Manual Setup Guide](/knowledge-base/salesforce-integration-setup-instructions) for details).
* **Sandbox support** is available if you'd like to test before syncing to production.
* **Connecting to HubSpot**
* Use our **1-click authentication** to connect instantly.
* **Sandbox environments** are also supported for safe testing.
* **Connecting to Microsoft Dynamics**
* Requires creating an Azure App Registration and Power Platform Application User.
* Refer to the [Dynamics Setup Guide](/knowledge-base/dynamics-integration-setup-instructions) for detailed instructions.
### Mapping Fields Between BenefitFlow and Your CRM
Once connected, configure your integration by mapping key fields between platforms:
* Click **Integration Settings**
* Use **Add Field Mapping** to:
* Select a **BenefitFlow field**
* Choose a corresponding **CRM field**, or use a constant/custom value
* Define whether the field can **overwrite** existing values or update only if empty
* Click **Save Changes** to finalize
Mappings can be customized for:
* **Employer vs. Broker data**
* **Accounts vs. Child Accounts vs. Contacts**
For the full list of BenefitFlow fields available in each object, see the [Field Mapping Reference](/knowledge-base/crm-field-mapping-reference).
### Configuring Sync Permissions (Optional)
After setting up your field mappings, you can optionally configure what sync operations standard users are allowed to perform:
* Click **Integration Settings**, then select the **Preferences** tab
* Under **Sync Permissions for Standard Users**, choose a permission level for **Accounts** and **Contacts**:
* **Create new and update existing**
* **Create new only** (default)
* **Update existing only**
By default, standard users can only create net-new records — this matches BenefitFlow's previous behavior. Admin users always have full sync access regardless of this setting.
### You're connected — what's next
Setup is done. To push records into your CRM, see [How to Sync BenefitFlow Data to Your CRM](/knowledge-base/how-to-sync-to-your-crm).
### Need Help?
Contact [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) for hands-on support.
# Tracking ROI from BenefitFlow in Your CRM
Source: https://docs.benefitflow.com/knowledge-base/crm-roi-tracking
Use BenefitFlow IDs in your CRM to measure sourced pipeline, closed revenue, and broker whitespace.
When BenefitFlow IDs are synced into your CRM, you can measure exactly what the
platform is producing: which deals it sourced, how much revenue closed, and where
your open whitespace sits. This guide shows you the reports to build.
This builds on two things: the **Company ID** that syncs onto every employer and
broker record, and the employer-to-broker-office link from [Linking Employers to
Their Primary Broker Office](/knowledge-base/crm-employer-broker-linking). Set up the
link first if you want the broker-level reports.
## The core idea
Map BenefitFlow's **Company ID** field onto your synced records. Any account or deal
with a Company ID came from BenefitFlow. That one field lets you separate
BenefitFlow-sourced activity from everything else in your pipeline.
Map **Company ID** (Parent Account mapping) onto your employer and broker records the
same way you map any other field, in **Integration Settings**. Turn on **Allow
Overwrite** so it stays current.
## Reports to build
Filter open deals or opportunities where **Company ID** is not empty, grouped by
stage. This is the pipeline volume that came from BenefitFlow accounts. Track it over
time as your core sourced-pipeline number.
Filter closed-won deals where **Company ID** is populated and sum the contract value.
This is your direct, reportable return. Compare it to your subscription cost each
quarter.
Group employer accounts by their linked **primary broker office** and count employers
per office. This shows which offices hold the most opportunity in your market. (Needs
the [employer-to-broker-office
link](/knowledge-base/crm-employer-broker-linking).)
For each broker office, compare its linked employers against the employers where you
have an open or won deal. The gap is your whitespace: accounts you can see through
BenefitFlow but haven't worked yet.
Capture the date a record first synced from BenefitFlow, then measure the days until
the first activity or deal. Shorter time-to-engage is a leading sign of healthy
adoption.
## Best practices
* Make **Company ID** a required field on any deal that starts from an employer
account, so attribution happens automatically
* Build a dashboard that refreshes weekly with sourced pipeline and closed-won
revenue, and share it with your leadership team
* Use the whitespace report to find broker offices with many linked employers but no
active deals. Those are your highest-priority targets
* At renewal, bring your closed-won-from-BenefitFlow number alongside your
subscription cost. It's your strongest case for renewing
* Set a **Lead Source** of "BenefitFlow" at sync, using a Custom Value mapping. This
gives you a durable attribution tag that doesn't depend on an ID staying constant
**On ID changes:** BenefitFlow IDs can change as company data is reconciled. Your
sourced and closed-won reports still hold up, since they only check whether a Company
ID is present and any synced record carries one. Just don't treat a specific ID as a
permanent key for long-term reporting. The Lead Source tag above is the durable
backstop.
If your CRM uses **owner-based matching** (the same employer can exist once per
record owner), count distinct employers by Company ID rather than by record, so
shared accounts aren't double-counted.
## Related resources
# Data FAQs
Source: https://docs.benefitflow.com/knowledge-base/data-faqs
Common questions as you familiarize yourself with the various data sources
Everything you need to understand where BenefitFlow's data comes from, how it's structured, and how often it updates.
# BenefitFlow Data Glossary
Source: https://docs.benefitflow.com/knowledge-base/data-glossary
A complete guide to every data field in BenefitFlow — what it means, where it comes from, and how often it updates.
Heads up! As you'll see marked below, certain fields may be sensitive to your filter selections.
### Employer Object
**Sources:** Form 5500, state-level filings, employee review platforms, Proprietary · **Updates:** Daily
| **Field Name** | **Example** | **Description** | **Source** |
| :----------------------------- | :----------------------------------------------------------------------------------------- | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :------------------------ |
| Employer Name | Amazon | Company display name, cleaned for readability. The legal filing name (e.g., Amazon.com Services, Llc) is retained from the Form 5500 underneath. | Form 5500 |
| Employer Website | Amazon.com | | Proprietary |
| Record Type | Employer | Every row in this export represents an employer | System |
| Employer NAICS Description | Electronic Shopping and Mail-Order Houses | | Form 5500 |
| Employer NAICS Code | 454110 | | Form 5500 |
| Employer EIN | 0123456789 | | Form 5500 |
| Employer City | Seattle | Based on HQ location reported on the Form 5500 | Form 5500 |
| Employer State | WA | | Form 5500 |
| Employer Zip Code | 98109 | | Form 5500 |
| Total Employees | 1,000,000 | Based on active participants across all health & welfare and retirement filings | Form 5500 |
| Benefit Eligible Employees | 950,000 | Based on active participants across all health & welfare filings | Form 5500 |
| 5500 Signor Name | Brent Jaye | Person who signed the Form 5500 (usually HR leader, CFO, or other fiduciary) | Form 5500 |
| Phone Number | (206) 266-1000 | Number listed on Form 5500 | Form 5500 |
| Funding | Self-Funded | Implied based on the company's medical premiums | Form 5500 |
| Entity Type | Single-Employer | Single-Employer is by far the most common type of Plan Sponsor, while Multiemployer and Multiple-Employer sponsors are typically seen among Union plans, PEOs, and other unique situations | Form 5500 |
| Primary Carrier | Blue Cross Blue Shield | Carrier that earned the most premiums | Form 5500 |
| Lines of Business | Health, Dental, Vision | Insurance products that were reported on the most recent health & welfare filings ***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Premiums | \$15,000,000 | Premiums earned across all insurance carriers on the most recent health & welfare filings ***\*Field is sensitive to filter selections\**** | Form 5500 |
| Renewal Date | April 1st | Renewal date on the majority of the employers insurance policies | Form 5500 |
| Primary Broker | Brown & Brown | Broker that earned the most commissions on the most recent health & welfare filings | Form 5500 |
| Primary Broker Website | [https://www.bbinsurance.com/](https://www.bbinsurance.com/) | | Proprietary |
| Primary Broker Commissions | \$120,000 | Commissions earned by the Primary Broker | Form 5500 |
| Primary Broker Office Name | Brown & Brown - Boston, MA | Office location that most likely serves the plan (based on proprietary logic) | Proprietary |
| Primary Broker Office City | Boston | | Proprietary |
| Primary Broker Office State | MA | | Proprietary |
| Primary Broker Office Zip Code | 123456 | | Proprietary |
| Primary Broker Office Address | 100 Brown Street | | Proprietary |
| Benefits Rating | 4.1 | BenefitFlow-calculated score (0–5) reflecting how employees perceive the quality of the employer's benefits program | Employee review platforms |
| P\&C Broker | Marsh Usa Llc | Broker handling the employer's Property & Casualty insurance | State-level filings |
| P\&C Carrier | Federal Insurance Company | Carrier providing Property & Casualty coverage | State-level filings |
| P\&C Renewal Date | January 1st | Renewal date for the employer's Property & Casualty coverage | State-level filings |
| PEO | DSH Inc | Professional Employer Organization, if the employer uses one | Form 5500 |
| Accounting Firm | Ernst & Young, LLP | Accounting firm listed on the employer's 5500 filing | Form 5500 |
| Lead Source | BenefitFlow | | System |
| Export Date | 2/24/2022 | | System |
| Filing Date | 3/31/2021 | Tax year end of the employer's most recent Form 5500 filing | Form 5500 |
| BenefitFlow User | [Matt@benefit-flow.com](mailto:Matt@benefit-flow.com) | BenefitFlow user who exported the data | System |
| BenefitFlow Employer URL | [https://benefit-flow.com/Employer/820544687](https://benefit-flow.com/Employer/820544687) | URL of the employer's profile in BenefitFlow | System |
**Impact of Filter Selections:** The Line of Business Filter and Carrier filter will impact what is shown in the "Line of Business" field and the "Total Premiums" field. For example, filtering on "Dental" and "Delta Dental" will only show premiums earned on dental policies where the carrier is Delta Dental.
### Policy Object
**Primary source:** Form 5500 (U.S. Department of Labor) · **Updates:** Daily
| **Field Name** | **Example** | **Description** | **Source** |
| :----------------------------- | :----------------------------------------------------------------------------------------- | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :---------- |
| Employer Name | Amazon | Company display name, cleaned for readability. The legal filing name (e.g., Amazon.com Services, Llc) is retained from the Form 5500 underneath. | Form 5500 |
| Employer Website | Amazon.com | | Proprietary |
| Record Type | Policy | Every row represents an insurance policy reported by an employer | System |
| Employer NAICS Description | Electronic Shopping and Mail-Order Houses | | Form 5500 |
| Employer NAICS Code | 454110 | | Form 5500 |
| Employer EIN | 0123456789 | | Form 5500 |
| Employer City | Seattle | Based on HQ location reported on the Form 5500 | Form 5500 |
| Employer State | WA | | Form 5500 |
| Employer Zip Code | 98109 | | Form 5500 |
| Total Employees | 1,000,000 | Based on active participants across all health & welfare and retirement filings | Form 5500 |
| Benefit Eligible Employees | 950,000 | Based on active participants across all health & welfare filings | Form 5500 |
| 5500 Signor Name | Brent Jaye | Person who signed the Form 5500 (usually HR leader, CFO, or other fiduciary) | Form 5500 |
| Phone Number | (206) 266-1000 | Number listed on Form 5500 | Form 5500 |
| Funding | Self-Funded | Implied based on the company's medical premiums | Form 5500 |
| Entity Type | Single-Employer | Single-Employer is by far the most common type of Plan Sponsor, while Multiemployer and Multiple-Employer sponsors are typically seen among Union plans, PEOs, and other unique situations | Form 5500 |
| Plan Name | Amazon Health & Welfare Plan | Name of the benefit plan | Form 5500 |
| Policy Number | 1 | Each row of this export represents a policy | Form 5500 |
| Carrier | Blue Cross Blue Shield | Carrier on this policy | Form 5500 |
| Lines of Business | Health, Dental, Vision, Critical Illness | Insurance products that were reported on this policy | Form 5500 |
| Lines of Business, Detail | Cancer Indemnity | Any additional text info that was included on the filing to describe the benefits offered | Form 5500 |
| Total Premiums | \$15,000,000 | Premiums earned on this policy | Form 5500 |
| Covered Lives | 10,000 | Covered lived (employees + dependents) | Form 5500 |
| PEPM Rate | \$125.00 | Premiums / Covered Lives / 12 | Form 5500 |
| Total Commissions | \$150,000 | Commissions earned on this policy | Form 5500 |
| Renewal Date | April 1st | Renewal date observed across the majority of insurance policies | Form 5500 |
| Primary Broker | Brown & Brown | Broker that earned the most commissions on this policy | Form 5500 |
| Primary Broker Website | [https://www.bbinsurance.com/](https://www.bbinsurance.com/) | | Proprietary |
| Primary Broker Commissions | \$120,000 | Commissions earned by the Primary Broker on this policy | Form 5500 |
| Primary Broker Office Name | Brown & Brown - Boston, MA | Office location that most likely serves the plan (based on proprietary logic) | Proprietary |
| Primary Broker Office City | Boston | | Proprietary |
| Primary Broker Office State | MA | | Proprietary |
| Primary Broker Office Zip Code | 123456 | | Proprietary |
| Primary Broker Office Address | 100 Brown Street | | Proprietary |
| Lead Source | BenefitFlow | | System |
| Export Date | 2/24/2022 | | System |
| Filing Date | 3/31/2021 | Tax year end of the employer's most recent Form 5500 filing | Form 5500 |
| BenefitFlow User | [Matt@benefit-flow.com](mailto:Matt@benefit-flow.com) | BenefitFlow user who exported the data | System |
| BenefitFlow Employer URL | [https://benefit-flow.com/Employer/820544687](https://benefit-flow.com/Employer/820544687) | URL of the employer's profile in BenefitFlow | System |
### Broker Object
**Primary source:** Form 5500 & Proprietary (BenefitFlow) · **Updates:** Daily (Form 5500) / Continuous (entity data)
| **Field Name** | **Example** | **Description** | **Source** |
| :--------------------- | :--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :-------------------------------------------------------------------------------------------------------------------------------------------------- | :---------- |
| Record Type | Broker | Every row in this export represents a benefits brokerage | System |
| Broker Name | Brown & Brown | Name of the brokerage; scrubbed by BenefitFlow | Proprietary |
| Broker Website | [https://www.bbinsurance.com/](https://www.bbinsurance.com/) | | Proprietary |
| Broker HQ City | Daytona Beach | | Proprietary |
| Broker HQ State | FL | | Proprietary |
| Total Office Locations | 123 | Count of the total number of offices that BenefitFlow has identified for the brokerage
***\*Field is sensitive to filter selections\**** | Proprietary |
| Total Clients | 1,498 | Count of the total number of clients that BenefitFlow has identified for the brokerage
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Contacts | 300 | Count of the total number of contacts that BenefitFlow has been able to identify for the brokerage | Proprietary |
| Total Employees | 10,000,000 | Sum of the total number of employees across all clients that are tied to the brokerage
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Commissions | \$129,000 | Sum of the total \$ of commissions that the brokerage earned across it's clients
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Carrier Premiums | \$5,000,000 | Sum of the total \$ of premiums that the brokerage placed across it's clients
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Lead Source | BenefitFlow | | System |
| Export Date | 2/24/2022 | | System |
| BenefitFlow User | [Matt@benefit-flow.com](mailto:Matt@benefit-flow.com) | | System |
| BenefitFlow Broker URL | [https://benefit-flow.com/Broker?brokerId=ffff99aaccf53c9e994353538884d62e\&brokerName=BROWN%20%26%20BROWN](https://benefit-flow.com/Broker?brokerId=ffff99aaccf53c9e994353538884d62e\&brokerName=BROWN%20%26%20BROWN) | | System |
**Impact of Filter Selections:** where noted above, filter selections will pass through to the book of business for each brokerage. For example, filtering to >1,000 employees and location of MI will focus in on brokers that have exposure to clients that fit that criteria. In turn, metrics such as Total Office Locations, Total Clients, Total Employees, Total Commissions, and Total Carrier Premiums will reflect clients that are in that target market.
### Broker Office Object
**Primary source:** Form 5500 & Proprietary (BenefitFlow) · **Updates:** Daily (Form 5500) / Continuous (entity data)
| **Field Name** | **Example** | **Description** | **Source** |
| :--------------------- | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :-------------------------------------------------------------------------------------------------------------------------------------------------- | :---------- |
| Record Type | Broker Office | Every row in this export represents a brokerage office | System |
| Broker Name | Brown & Brown | Name of the brokerage; scrubbed by BenefitFlow | Proprietary |
| Broker Website | [https://www.bbinsurance.com/](https://www.bbinsurance.com/) | | Proprietary |
| Broker Office Name | Brown & Brown - Boston, MA | | Proprietary |
| Broker Office Address | 100 Brown Street | | Proprietary |
| Broker Office City | Boston | | Proprietary |
| Broker Office State | MA | | Proprietary |
| Broker Office Zip Code | 123456 | | Proprietary |
| Total Clients | 1,498 | Count of the total number of clients that BenefitFlow has identified for the brokerage
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Contacts | 20 | Count of the total number of contacts that BenefitFlow has been able to identify for the brokerage | Proprietary |
| Total Employees | 10,000,000 | Sum of the total number of employees across all clients that are tied to the brokerage
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Commissions | \$129,000 | Sum of the total \$ of commissions that the brokerage earned across it's clients
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Total Carrier Premiums | \$5,000,000 | Sum of the total \$ of premiums that the brokerage placed across it's clients
***\*Field is sensitive to filter selections\**** | Form 5500 |
| Lead Source | BenefitFlow | | System |
| Export Date | 2/24/2022 | | System |
| BenefitFlow User | [Matt@benefit-flow.com](mailto:Matt@benefit-flow.com) | | System |
| BenefitFlow Broker URL | [https://benefit-flow.com/Broker?brokerId=ffff99aaccf53c9e994353538884d62e\&brokerName=BROWN%20%26%20BROWN](https://benefit-flow.com/Broker?brokerId=ffff99aaccf53c9e994353538884d62e\&brokerName=BROWN%20%26%20BROWN\&brokerFilters=%7B%22employerStates%22%3A%5B%5D%2C%22brokerStates%22%3A%5B%5D%2C%22planTypes%22%3A%5B%5D%2C%22participantRanges%22%3A%5B0%2C3000000%5D%2C%22renewalDateFilters%22%3A%5B1%2C12%5D%2C%22industries%22%3A%5B%5D%2C%22filterPrimaryBroker%22%3Afalse%7D) | | System |
**Impact of Filter Selections:** where noted above, filter selections will pass through to the book of business for each brokerage. For example, filtering to >1,000 employees and location of MI will focus in on brokers that have exposure to clients that fit that criteria. In turn, metrics such as Total Office Locations, Total Clients, Total Employees, Total Commissions, and Total Carrier Premiums will reflect clients that are in that target market.
### Contact Object
**Primary source:** Public profiles, third-party data partners, State Departments of Insurance · **Updates:** Every 2 weeks (contacts), Monthly (licensing)
Contacts appear as both **Broker Contacts** and **Employer Contacts** in platform exports. Personal and professional fields below apply to both types — the Record Type field distinguishes them. Each contact record also carries the full set of account fields for its associated organization: Broker Contacts include firm-level Broker fields (Headquarters, Total Office Locations, Total Clients, etc.) and Employer Contacts include Employer fields (NAICS, EIN, employee counts, funding, primary broker, etc.). For the full field-level schema of each type, see the [Bulk Data Schema Reference](/knowledge-base/bulk-data-schema#broker-contact).
| **Field Name** | **Example** | **Description** | **Source** |
| :------------------------------------- | :------------------------------------------------------------------------ | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :------------------------- |
| Record Type | Broker Contact | Every row in this export represents a contact (`Broker Contact` or `Employer Contact`) | System |
| Contact Full Name | John Smith | | Public profiles & partners |
| Contact First Name | John | | Public profiles & partners |
| Contact Last Name | Smith | | Public profiles & partners |
| Contact LinkedIn URL | linkedin.com/Johnsmith | | Public profiles & partners |
| Contact Email | [john.smith@pacificresources.com](mailto:john.smith@pacificresources.com) | | Public profiles & partners |
| Email Verification Status | Verified | Based on input from a third-party email verification service | Third-party verification |
| Contact Mobile Phone 1 | (921) 404-6756 | Best available mobile phone number | Public profiles & partners |
| Contact Mobile Phone 2 | | | Public profiles & partners |
| Contact Mobile Phone 3 | | | Public profiles & partners |
| Contact Professional Phone 1 | (921) 876-1549 | Best available office phone number | Public profiles & partners |
| Contact Professional Phone 2 | | | Public profiles & partners |
| Contact Professional Phone 3 | | | Public profiles & partners |
| Contact City | Boston | Location of contact (as per social profiles) | Public profiles & partners |
| Contact State | MA | | Public profiles & partners |
| Contact Job Role | Producer | BenefitFlow defined category (based on proprietary logic) | Proprietary |
| Contact Job Title | Benefits Consultant | Job title of contact (as per social profiles) | Public profiles & partners |
| Contact Yrs. In Role | 1.0 | | Public profiles & partners |
| Contact Yrs. At Company | 3.2 | | Public profiles & partners |
| License Types | Health, Property, Casualty, Life | Insurance license types held by the contact. Broker contacts only. | State DOI |
| NPN Number | 2852717 | National Producer Number — unique insurance license identifier. Broker contacts only. | State DOI |
| Carrier Appointments | 272 | Number of active carrier appointments the contact holds. Broker contacts only. | State DOI |
| *Associated organization fields* | | Broker Contacts carry the full [Broker Object](#broker-object) field set (Broker Name, Broker Website, Headquarters, Total Office Locations, Total Clients, Total Contacts, Total Commissions, Total Carrier Premiums, BenefitFlow Broker URL) plus the closest broker office. Employer Contacts carry the full [Employer Object](#employer-object) field set (Employer Name, Employer Website, NAICS, EIN, location, employee counts, funding, entity type, lines of business, primary carrier, benefits renewal date, primary broker, P\&C broker/carrier/renewal, PEO, accounting firm, benefits rating, BenefitFlow Employer URL) plus the primary broker reported office. | Proprietary |
| Closest Broker Office Name | Brown & Brown - Boston, MA | Closest office location (broker contacts) | Proprietary |
| Closest Broker Office Address | 100 Brown Street | Broker contacts | Proprietary |
| Closest Broker Office City | Boston | Broker contacts | Proprietary |
| Closest Broker Office State | MA | Broker contacts | Proprietary |
| Closest Broker Office Zip | 02110 | Broker contacts | Proprietary |
| Primary Broker Reported Office Name | Mercer - Wilmington, MA | Broker office as reported on the 5500 (employer contacts) | Form 5500 |
| Primary Broker Reported Office Address | 1 Reading Rd | Employer contacts | Form 5500 |
| Primary Broker Reported Office City | Wilmington | Employer contacts | Form 5500 |
| Primary Broker Reported Office State | MA | Employer contacts | Form 5500 |
| Primary Broker Reported Office Zip | 01887 | Employer contacts | Form 5500 |
| Lead Source | BenefitFlow | | System |
| Export Date | 2/24/2022 | | System |
| Data Last Updated | 12/31/2021 | | System |
| BenefitFlow User | [Matt@benefit-flow.com](mailto:Matt@benefit-flow.com) | | System |
### Workers' Compensation Object
**Source:** State WC databases, NCCI, carrier filings · **Updates:** Quarterly
P\&C fields reflect the current product release. Field availability may vary by subscription tier.
| **Field Name** | **Example** | **Description** | **Source** |
| :------------------- | :---------------------- | :---------------------------------------------------------- | :------------------ |
| WC Carrier | State Fund | Workers' compensation insurance carrier for the employer | State WC DBs / NCCI |
| WC Broker | Marsh & McLennan | Broker managing the employer's workers' compensation policy | State WC DBs / NCCI |
| WC Policy Term | 01/01/2025 – 01/01/2026 | Start and end dates of the current WC policy | State WC DBs / NCCI |
| WC Renewal Date | January 1st | Upcoming renewal date for the workers' compensation policy | State WC DBs / NCCI |
| Multi-State Coverage | CA, TX, NY | States where the employer holds active WC coverage | State WC DBs / NCCI |
### Experience Modification (X-Mod) Object
**Source:** NCCI, state insurance regulators · **Updates:** Quarterly
| **Field Name** | **Example** | **Description** | **Source** |
| :------------------ | :------------ | :---------------------------------------------------------------------------------------------------------------- | :---------------------- |
| X-Mod Score | 0.85 | Experience modification rate — below 1.0 indicates a better-than-average safety record; above 1.0 indicates worse | NCCI / State regulators |
| X-Mod Year | 2025 | The effective year for the X-Mod score | NCCI / State regulators |
| Industry Comparison | Below Average | How the employer's X-Mod compares to industry peers | NCCI / State regulators |
### OSHA Object
**Source:** U.S. Department of Labor · **Updates:** Weekly
| **Field Name** | **Example** | **Description** | **Source** |
| :---------------- | :---------- | :-------------------------------------------------------- | :------------------ |
| Total Inspections | 3 | Number of OSHA inspections in the trailing 12 months | U.S. Dept. of Labor |
| Total Violations | 5 | Number of OSHA violations in the trailing 12 months | U.S. Dept. of Labor |
| Total Penalties | \$12,500 | Total OSHA penalty amount (USD) in the trailing 12 months | U.S. Dept. of Labor |
### DOT Object
**Source:** FMCSA (Federal Motor Carrier Safety Administration) · **Updates:** Weekly
| **Field Name** | **Example** | **Description** | **Source** |
| :---------------- | :---------- | :-------------------------------------------------------------- | :--------- |
| Total Vehicles | 150 | Number of vehicles in the carrier's fleet registered with FMCSA | FMCSA |
| Total Drivers | 120 | Number of drivers registered with FMCSA | FMCSA |
| Total Inspections | 45 | Number of DOT inspections on record | FMCSA |
| Total Violations | 12 | Number of DOT violations on record | FMCSA |
| Total Crashes | 2 | Number of crashes on record with FMCSA | FMCSA |
### Retirement Plan Object
**Primary source:** Form 5500 — Retirement Plan Filings (U.S. Department of Labor) · **Updates:** Daily
Retirement plan data appears on the **Retirement** tab of employer profiles. Employers with multiple retirement plans (e.g. a 401(k) and a Defined Benefit plan) display a plan selector — all fields below apply to the selected plan. All fields are sourced from Form 5500 retirement plan filings unless otherwise noted.
#### Overview
| **Field Name** | **Example** | **Description** | **Source** |
| :------------------------------- | :---------------------------- | :----------------------------------------------------------------------------- | :--------------------- |
| Total Assets | \$245,000,000 | Total net assets of the retirement plan as reported on the most recent filing | Form 5500 |
| Avg Account Balance | \$48,000 | Total assets divided by participants with an account balance | Form 5500 (calculated) |
| Total Plan Participants | 5,100 | Total number of participants in the retirement plan | Form 5500 |
| Participation Rate | 89.2% | Percentage of eligible participants who are actively participating in the plan | Form 5500 (calculated) |
| Total Contributions | \$32,000,000 | Combined employee and employer contributions for the most recent plan year | Form 5500 |
| Avg Contribution per Participant | \$6,300 | Total contributions divided by active participants | Form 5500 (calculated) |
| Accounting Firm | Ernst & Young (8 yrs) | Firm that performed the plan audit, with years of consecutive service | Form 5500 |
| Financial Advisor | Mercer Advisors (5 yrs) | Registered investment advisor to the plan, with years of consecutive service | Form 5500 |
| Recordkeeper | Fidelity Investments (12 yrs) | Plan recordkeeper, with years of consecutive service | Form 5500 |
#### Plan Insights
##### Plan Summary
| **Field Name** | **Example** | **Description** | **Source** |
| :------------------ | :--------------------------------------------- | :------------------------------------------------------------------ | :--------- |
| Plan Type | 401(k) | Type of retirement plan (e.g. 401(k), Defined Benefit Plan, 403(b)) | Form 5500 |
| Plan Inception Date | 01/01/1995 | Date the plan was originally established | Form 5500 |
| Plan Features | Company Match, Auto-Enrollment, Profit Sharing | Plan design features reported on the filing, shown as tags | Form 5500 |
##### Participant Breakdown
| **Field Name** | **Example** | **Description** | **Source** |
| :-------------------------------------- | :---------- | :----------------------------------------------------------------------------------- | :--------------------- |
| Total Eligible Participants | 5,720 | Number of employees eligible to participate in the plan | Form 5500 |
| Participation Rate | 89.2% | Percentage of eligible participants who are actively participating | Form 5500 (calculated) |
| Participants with Account Balance | 5,100 | Number of participants who have a balance in the plan | Form 5500 |
| Eligible But Not Participating | 620 | Number of eligible employees who have not enrolled in the plan | Form 5500 (calculated) |
| Active Participants | 4,800 | Number of currently employed participants | Form 5500 |
| Retired or Separated Receiving Benefits | 300 | Number of former employees or retirees currently receiving distributions | Form 5500 |
| Retired/Separated % | 5.9% | Percentage of total participants who are retired or separated and receiving benefits | Form 5500 (calculated) |
##### Contribution Breakdown
| **Field Name** | **Example** | **Description** | **Source** |
| :--------------------------------------- | :----------- | :--------------------------------------------------------------------------- | :--------------------- |
| Employee Contributions (Total) | \$18,500,000 | Total employee deferrals for the plan year | Form 5500 |
| Employee Contributions (Per Participant) | \$3,854 | Employee contributions divided by active participants | Form 5500 (calculated) |
| Employee Contributions (% of Total) | 57.8% | Employee contributions as a percentage of total contributions | Form 5500 (calculated) |
| Employer Contributions (Total) | \$13,500,000 | Total employer contributions (match, profit sharing, etc.) for the plan year | Form 5500 |
| Employer Contributions (Per Participant) | \$2,813 | Employer contributions divided by active participants | Form 5500 (calculated) |
| Employer Contributions (% of Total) | 42.2% | Employer contributions as a percentage of total contributions | Form 5500 (calculated) |
##### Compliance Flags
| **Field Name** | **Example** | **Description** | **Source** |
| :----------------------- | :--------------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------------------ | :--------- |
| Fidelity Bond | \$5,000,000 (2.0% of assets) | Dollar amount of the plan's fidelity bond and its coverage as a percentage of total assets; flagged if below the DOL-required threshold | Form 5500 |
| Corrective Distributions | \$45,000 | Dollar amount of corrective distributions made during the plan year; flagged if non-zero, which indicates the plan failed nondiscrimination testing (ADP/ACP) | Form 5500 |
| Transmit Failure | \$0 | Dollar amount of late employee contributions remitted to the plan; flagged if non-zero, which indicates the employer failed to transmit deferrals on time | Form 5500 |
##### Admin Expenses
| **Field Name** | **Example** | **Description** | **Source** |
| :----------------------------- | :---------- | :-------------------------------------------------------------------- | :--------------------- |
| Total Admin Expenses | \$185,000 | Total administrative expenses paid from plan assets for the plan year | Form 5500 |
| Admin Expenses Per Participant | \$36 | Total admin expenses divided by total plan participants | Form 5500 (calculated) |
##### Loans Outstanding
| **Field Name** | **Example** | **Description** | **Source** |
| :---------------------------- | :---------- | :-------------------------------------------------------------------- | :--------------------- |
| Participant Loans Outstanding | \$3,200,000 | Total dollar amount of outstanding participant loans against the plan | Form 5500 |
| Loans as % of Total Assets | 1.3% | Outstanding loans as a percentage of total plan assets | Form 5500 (calculated) |
#### Service Providers
| **Field Name** | **Example** | **Description** | **Source** |
| :------------- | :---------------------------------------- | :-------------------------------------------------------------------------------- | :--------- |
| Provider Name | Fidelity Investments | Name of the service provider; links to the provider's profile in BenefitFlow | Form 5500 |
| Provider Type | Recordkeeper | Role of the provider (e.g. Financial Advisor, Recordkeeper, TPA, Accounting Firm) | Form 5500 |
| Services | Recordkeeping, Participant Communications | List of services the provider performs for the plan | Form 5500 |
| Fees | \$125,000 | Total fees paid to the provider from plan assets during the plan year | Form 5500 |
#### Plan History
| **Field Name** | **Example** | **Description** | **Source** |
| :---------------------------------- | :---------------- | :----------------------------------------------------------------------------------------------- | :--------------------- |
| Total Assets Trend | Bar chart | Year-over-year total plan assets across all available filing years | Form 5500 |
| Contributions Trend | Stacked bar chart | Year-over-year employee and employer contributions shown as a stacked bar chart | Form 5500 |
| Contributions Per Participant Trend | Line chart | Year-over-year employee and employer contributions per participant shown as separate trend lines | Form 5500 (calculated) |
#### Filings
| **Field Name** | **Example** | **Description** | **Source** |
| :------------- | :----------------------- | :------------------------------------------------------- | :--------- |
| Plan Year | 2023 | Tax year covered by the Form 5500 filing | Form 5500 |
| Sponsor Name | Amazon.com Services, Llc | Legal name of the plan sponsor as reported on the filing | Form 5500 |
| Plan Name | Amazon.com 401(k) Plan | Official name of the retirement plan | Form 5500 |
| EIN | 01-2345678 | Employer Identification Number of the plan sponsor | Form 5500 |
| Participants | 5,100 | Total plan participants for that filing year | Form 5500 |
| Document | View PDF | Link to the original Form 5500 filing document | Form 5500 |
# Request to remove your information from BenefitFlow
Source: https://docs.benefitflow.com/knowledge-base/data-removal-request
Want to remove your existing individual profile from BenefitFlow database? Use the Request Removal link below.
Please use the below link to fill out a request form to have your information removed from BenefitFlow. If you fill out this form, your information contained in BenefitFlow will be removed.
Our team will review your request and get back to you via email
# Data Source: 5500 Overview
Source: https://docs.benefitflow.com/knowledge-base/data-source-5500-overview
## 🔍 What’s Included on Form 5500—and What BenefitFlow Adds
The **Form 5500** is a public government filing required by most employers that offer benefit plans. It’s useful—but limited.
Below is a breakdown of what’s available on the 5500, what’s missing, and how **BenefitFlow fills in the gaps** with deeper, actionable insights.
### What You’ll Find on Form 5500
* **Employer (Plan Sponsor) Info**
* Company name, EIN, address
* **Plan Details**
* Plan type (health, dental, life, disability, etc.)
* Plan year / renewal dates
* **Participant Counts**
* Total participants (active + inactive)
* **Some Service Providers**
* Brokers, carriers, TPAs (if disclosed)
* **Carrier Premiums & Broker Commissions**
* Occasionally available through Schedule A filings
BenefitFlow pulls and consolidates this data at the employer level for easier filtering and searchability.
### ❌ What Form 5500 Doesn’t Include
* Voluntary benefits (pet, legal, EAP, wellness, etc.)
* Vendor names (unless filed—often they’re not)
* Broker contact details or producer roles
* Broker **office-level** assignments
* Employee satisfaction or feedback on benefit offerings
* Smaller employers (\<100 lives)— aren’t required to file
* Real-time data—filings are on an annual basis
* Funding Classifications (Self Funded vs. Fully-Insured)
### 🚀 What BenefitFlow Adds On Top
BenefitFlow is built to **go beyond the 5500** using a combination of AI, proprietary tech, and verified data sources.
Here’s what you’ll get:
## 🔹 Employer Intelligence (Beyond 5500)
* Unified employer profiles across all benefit plans
* Voluntary & wellness vendor usage (even if not filed)
* Renewal date tracking
* Self-funded vs. fully insured status
## 🔹 Broker & Producer Insights
* Full client lists by brokerage office location
* Verified producer & account manager contacts
* Licensing + carrier appointment details
* Proprietary broker-office mapping (more accurate than Schedule A)
## 🔹 Real-Time Employee Sentiment
* Employee feedback on benefits (health, wellness, etc.)
* Signals of dissatisfaction, vendor changes, or unmet needs
* Filter by benefit type, vendor, or sentiment score
# Data Source: Our Verified Contact Data
Source: https://docs.benefitflow.com/knowledge-base/data-source-contacts
## 📇 How We Source and Verify Contact Information at BenefitFlow
Accurate, up-to-date contact data is at the core of everything we do. That’s why BenefitFlow uses a **multi-source, multi-step process** to ensure broker and employer contact information is both reliable and current.
Below is an overview of **how we collect, verify, and maintain contact data** for our users.
### 🔍 Where We Get Our Contact Data
We source contact information from a blend of **public and proprietary sources**:
## Broker Contacts:
* **LinkedIn** – Used to identify current producers, account managers, and licensed reps.
* **Company websites** – Scraped and parsed for employee directories, email formats, and office assignments.
* **State Departments of Insurance (DOI)** – Cross-referenced to verify licensing status and carrier appointments.
* **Government Filings** – Used for broker-employer linkage via Form 5500 where applicable.
## Employer Contacts (HR/Benefits Decision Makers):
* **Corporate websites** – Identifying HR leaders, CFOs, benefits admins, etc.
* **LinkedIn & Public Profiles** – Used for role and job title validation.
* **Third-party contact partners** – We partner with leading data solutions to enrich missing fields like emails and phone numbers.
### 🔄 How Often We Refresh Contact Data
We refresh contact records **every 2 weeks**—an industry-leading standard—so you’re not wasting outreach on stale emails or departed reps.
* **Email validation:** Every contact is run through **ZeroBounce**, a deliverability tool, to ensure verified addresses that won’t bounce.
* **Job changes:** We detect job transitions or firm changes and update them accordingly.
* **Turnover tracking:** We monitor for contact turnover (25%+ in the broker space annually) and proactively refresh data.
### ✅ Our Multi-Pronged Verification Approach
Here’s how we ensure the highest possible quality of contact data:
1. **Cross-Referencing Sources**
We triangulate names and roles across **LinkedIn, company websites, and DOI records** to confirm legitimacy and licensing.
2. **Email Hygiene & Validation**
Emails are enriched from multiple sources, then run through **ZeroBounce** to verify they’re active and deliverable.
3. **Carrier Appointment Matching**
For brokers, we pull licensing + carrier appointment data from **state DOI databases**, so you know who’s authorized to sell what.
4. **Office-Level Accuracy**
We don’t stop at the firm name. Each broker contact is **mapped to a specific office**, so you can prioritize based on real client exposure.
5. **Contact Status Updates**
When a contact moves firms or changes titles, we track and reflect that. If the contact already exists in your CRM, you’ll be notified of the update—not fed a duplicate.
# Where does BenefitFlow's data come from?
Source: https://docs.benefitflow.com/knowledge-base/data-sources
BenefitFlow aggregates data from multiple public and proprietary sources to give you a complete picture of every employer and broker.
| **Dataset** | **Source** | **Update Frequency** |
| :------------------------------ | :-------------------------------------------------- | :------------------- |
| Employee Benefits | Form 5500 — U.S. Department of Labor | Daily |
| Contacts | Public profiles, third-party data partners | Every 2 weeks |
| Producer Licensing | State Departments of Insurance (DOI) | Monthly |
| Employer Sentiment | Employee review platforms | Weekly |
| Retirement Plans | Form 5500 — U.S. Department of Labor | Daily |
| Workers' Compensation | State WC databases, NCCI, carrier filings | Quarterly |
| P\&C Broker & Carrier | State-level filings and industry databases | Quarterly |
| Experience Modification (X-Mod) | NCCI, state insurance regulators | Regularly |
| OSHA | U.S. Department of Labor | Weekly |
| DOT | FMCSA (Federal Motor Carrier Safety Administration) | Weekly |
| Broker & Carrier Entities | Proprietary (BenefitFlow) | Continuous |
***
## Form 5500
An annual report that every employer in the U.S. is required to file with the Department of Labor. This filing includes several valuable data points, including:
1. The various benefits offered by employers
2. The benefits brokers that employers partner with
3. The insurance carriers that employers pay premiums to
## Contacts
We have a proprietary 3-step process to generate the contact info in BenefitFlow:
Our web crawlers comb public web profiles and company websites on a bi-weekly basis to maintain a list of the Benefits Producers, Account Managers, and Vendor Specialists that are currently employed at each brokerage.
We partner with leading contact data vendors to enrich that list with emails and phone numbers for those individuals.
We independently verify email addresses using a third-party deliverability service to ensure they're active and won't bounce.
## Workers' Compensation
BenefitFlow pulls workers' compensation coverage data — including carrier, broker, policy term, and renewal dates — from **state-level WC databases, NCCI (National Council on Compensation Insurance), and carrier filings**. This data is refreshed **quarterly** as new filings and rate updates are published.
## Experience Modification (X-Mod)
Experience modification (X-Mod) scores, which measure an employer's safety record relative to industry peers, are sourced from **NCCI and state insurance regulators**. X-Mod data is updated **regularly** as new scores are published.
## OSHA
Workplace safety data — including inspections, violations, and penalties — is sourced directly from the **U.S. Department of Labor's OSHA records**. BenefitFlow surfaces a rolling 12-month history so you can quickly assess an employer's safety profile.
OSHA data is refreshed **weekly**.
## DOT
For employers with commercial fleets, BenefitFlow pulls inspection, violation, crash, and fleet-size data from the **FMCSA (Federal Motor Carrier Safety Administration)**.
DOT data is refreshed **weekly**.
## Producer Licensing
BenefitFlow enriches broker contacts with licensing and carrier appointment data from **State Departments of Insurance (DOI)** across 40 states. This powers the [VerifyPro](/knowledge-base/verifypro) feature and includes:
1. License types (Health, Life, Property, Casualty)
2. National Producer Number (NPN)
3. Carrier appointments — which carriers a producer is authorized to place
Producer licensing data is refreshed **monthly**.
## Employer Sentiment
BenefitFlow aggregates employee-submitted benefits reviews from **public review platforms** to generate a Benefits Rating (0–5) for each employer. This score reflects how employees perceive the quality of their employer's benefits program.
Employer sentiment data is refreshed **weekly**.
## Retirement Plans
Retirement plan data — including 401(k), defined benefit, and 403(b) plans — is sourced from **Form 5500 retirement plan filings** filed with the U.S. Department of Labor. BenefitFlow surfaces plan assets, participation rates, contribution breakdowns, service providers, compliance flags, and historical trends.
Retirement data is refreshed **daily** as new filings are processed.
## P\&C Broker & Carrier
BenefitFlow identifies the broker and carrier handling an employer's property & casualty insurance, along with the P\&C renewal date. This data complements the benefits-side broker relationship and is surfaced alongside Workers' Comp, OSHA, and DOT data in the P\&C Intelligence Module.
P\&C data is refreshed **quarterly**.
## Broker & Carrier Entity Data
BenefitFlow maintains a **proprietary entity graph** that normalizes broker and carrier names across filings and data sources. This means variations like "Marsh USA," "Marsh & McLennan," and "Marsh LLC" are resolved to a single canonical entity, so search and reporting are accurate.
Entity data is cleaned and deduplicated **continuously**.
# How often does BenefitFlow's data update?
Source: https://docs.benefitflow.com/knowledge-base/data-update-frequency
| **Dataset** | **Update Frequency** | **Details** |
| :------------------------------ | :------------------- | :---------------------------------------------------------- |
| Form 5500 | Daily | New filings imported every day from the Department of Labor |
| Contacts | Every 2 weeks | Job changes, emails, and phone numbers refreshed bi-weekly |
| Workers' Compensation | Quarterly | State WC databases, NCCI, carrier filings |
| Experience Modification (X-Mod) | Regularly | NCCI and state insurance regulators |
| OSHA | Weekly | U.S. Department of Labor |
| DOT | Weekly | FMCSA (Federal Motor Carrier Safety Administration) |
| Broker & Carrier Entities | Continuous | Deduplication and normalization runs continuously |
***
## Form 5500
We have direct data feeds connected to the Department of Labor's website and every day, we're importing thousands of the most recently submitted filings. Employers are required to submit their filing 7 months following their tax year end. For example, companies with a 12/31 tax year end are required to file by the end of July. Given \~70% of employers have a 12/31 tax year end, we usually see a large influx of new filings towards the end of the summer.
## Contacts
Because Producers tend to move jobs frequently, recency of the contact data is critical. We refresh our contact database **every 2 weeks** to catch job changes and reflect any new email addresses / phone numbers that are available from our partner vendors.
## Workers' Compensation
Workers' compensation coverage data is refreshed **quarterly** as new filings, rate updates, and regulatory data are published by state WC databases, NCCI, and carrier filings.
## Experience Modification (X-Mod)
X-Mod scores, which measure an employer's safety record relative to industry peers, are sourced from NCCI and state insurance regulators. X-Mod data is updated **regularly** as new scores are published.
## OSHA
OSHA inspection, violation, and penalty data is refreshed **weekly** from the U.S. Department of Labor. BenefitFlow surfaces a rolling 12-month window of activity.
## DOT
DOT fleet, inspection, violation, and crash data is refreshed **weekly** from FMCSA.
## Broker & Carrier Entities
BenefitFlow's proprietary entity graph — which normalizes broker and carrier names across all data sources — runs **continuously**. This ensures deduplication and cleanup happen in near real-time as new data arrives.
# December 2025 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/december-2025-product-updates
BenefitFlow Users, This month we’re excited to introduce two major additions to the platform: the Retirement Intelligence Module and the P&C Intelligence Module. Together, they bring even deeper visibility into employer benefits, performance, and risk — all in one place. Here’s what’s new 👇
### Retirement Intelligence Module
A complete view of employer retirement offerings. Gain instant insight into how each employer’s retirement plans are structured and performing, with standardized Form 5500 data integrated directly into the employer profile.
Highlights:
* Full view of plan design, assets, participation, and provider relationships
* Clear compliance indicators and year-over-year trends
* Search filters for plan type, features, providers, assets, and flags
* Connected with Financial Security insights in Deep Research for a 360° perspective
### P\&C Intelligence Module
See benefits and P\&C together in one workflow.
The new P\&C module brings workers’ comp, OSHA, and DOT data into BenefitFlow — making it easy to understand an employer’s risk profile alongside their benefits.
Highlights:
* Workers’ comp carrier, broker, renewal timing, and X-Mod
* OSHA and DOT inspections, violations, penalties, and long-term trends
* Unified view of benefits + P\&C inside every employer profile
* New filters for WC renewals, carriers, X-Mod, OSHA activity, and DOT history
### Other Enhancements
* Improved filters for EIN, retirement, and P\&C datapoints
* Expanded employer contact filters (primary broker size, office location, and name)
* Updated list view prioritizes user-created lists first
* and more!
### Thanks for reading!
We hope you're as excited as we are about these powerful new additions to BenefitFlow! If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# Data Source: Deep Research, by BenefitFlow AI
Source: https://docs.benefitflow.com/knowledge-base/deep-research
## AI-Powered Insights That Turn Hours of Research Into Minutes
### What Is Deep Research?
**Deep Research** is BenefitFlow’s AI-powered research agent that turns scattered public data into a clean, source-linked brief on an employer in seconds. By automatically scanning benefits guides, regulatory filings, careers pages, employee-review sites, press releases, and more, it equips benefits professionals with the context they need—before the first outreach, discovery call, or renewal conversation.
### How It Works
| Layer | What Happens | Why It Matters |
| :------------------------ | :---------------------------------------------------------------------------------------------------------------------------- | :------------------------------------------------------------------- |
| **1. Data Layer** | Our crawlers continuously collect unstructured content (PDFs, HTML, forum posts, etc.) and store the raw documents. | Guarantees a wide, up-to-date data footprint. |
| **2. Intelligence Layer** | Large-language-models extract vendor names, renewal dates, plan design details, employee sentiment, recent changes, and more. | Filters noise and surfaces only the facts that change conversations. |
| **3. Experience Layer** | BenefitFlow presents insights in a clean, structured report with citations linked back to the original sources. | Saves hours of manual research and makes every data point auditable. |
### Key Use Cases
| Audience | How Deep Research Helps |
| :------------------- | :----------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Benefits Vendors** | Detect employers with problems your solution fixes (e.g., negative sentiment around current wellness program) and personalize your outreach with confidence. |
| **Carriers** | Spot recent carrier changes, understand how employees feel about the switch, identify coverage gaps, and sense competitive inroads—before the RFP drops. |
| **Brokers** | Walk into discovery calls already knowing the vendor lineup, renewal dates, and hot-button employee issues, so you advise instead of interrogate. |
### FAQs
Most web sources are re-crawled daily; large PDFs and filings are rechecked monthly.
Benefits guides/SPDs, careers pages, press releases, employee reviews, social posts, SEC filings, corporate blogs, trusted 3rd parties, and much much more.
Yes. Each extracted fact carries a direct link to its source. Hover to preview, click to open the original page.
All processing occurs in a SOC 2 Type II–certified environment. We only ingest publicly available information; no client or employee PII is stored.
We'd love to hear how you're using Deep Research and how we can continue to improve this exciting new feature! Feel free to leave feedback via the in-app chat widget or email us at [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
# Microsoft Dynamics Integration: Setup Instructions
Source: https://docs.benefitflow.com/knowledge-base/dynamics-integration-setup-instructions
## Est. Setup Time: 15 minutes
To setup the integration, you must be a BenefitFlow Admin and a Dynamics Admin with read/write privileges for all fields. You must also have the ability to create Microsoft Applications in Microsoft Azure.
## Part 1: Create an Azure App Registration
**Login to Microsoft Azure**
[portal.azure.com](https://portal.azure.com/#home)
**Navigate to Microsoft Azure Active Directory**
**Create a Benefit Flow App in Microsoft**
[portal.azure.com/#view/Microsoft\_AAD\_RegisteredApps/CreateApplicationBlade](https://portal.azure.com/#view/Microsoft_AAD_RegisteredApps/CreateApplicationBlade/isMSAApp~/false)
1. Click the “View” button for Manage Microsoft Entra ID
2. From your Organization’s Overview page, find the “App Registrations” link within the side navigation bar on the left side of the screen
3\. Once you have navigated to the “App Registrations” management page for your Azure account, click for the “+ New Registration” button to begin the setup process
[https://portal.azure.com/#view/Microsoft\_AAD\_IAM/ActiveDirectoryMenuBlade/\~/RegisteredApps](https://portal.azure.com/#view/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/~/RegisteredApps)
4\. Once in the “Register an Application” flow, choose a descriptive name for the Integration Application (we recommend something like “BenefitFlow CRM Integration”)
1. Navigate back to the “App Registrations” Page
2. Click on the name for your newly created Application
3. Click the “Client credentials” button
4. Create a new secret for the BenefitFlow integration
Identify your Environment URL for your Dynamics Tenant:
ie [https://org21965585.crm.dynamics.com](https://org21965585.crm.dynamics.com/)
## Part 2: Create a Power Platform Application User
### Steps to Create a MS Power Platform App User
Now with your MS Dynamics App Registration completed for the BenefitFlow CRM integration tool, the final step for establishing a secure connection between the two systems is the creation of an Application User within Power Platform Admin Center
**Navigate to the Power Platform Admin Center at the following URL:** [https://admin.powerplatform.microsoft.com/](https://admin.powerplatform.microsoft.com/)
**Click the “Manage” button to navigate to the Power Platform Environments page**
**Once on the Environments page, select the Microsoft environment that you created your App Registration within (in our example below, we are using the QA environment but this will differ by organization)**
**Once in the environment-specific management page, click the “Settings” link towards the top of the page**
**From the Settings page for your selected environment, first click the “Users + Permissions” section to expand the option set and then click the “Application Users” option from within that list**
**From the Application Users settings panel, click the “+ New App User” link at the top of the page**
**For your new Application User that will be used to establish a connection to the BenefitFlow app registration, you can configure your user with the following options**
a. App: Select the name of your newly created App Registration (in our example below, we are using the “BenefitFlow Dynamics CRM Client” App, but your name may differ depending on how you completed the previous steps for the App Registration)
b. Business Unit: Select the appropriate Business Unit within your power platform environment (in our experience, most begin with “org” by default so searching that value in your dropdown should yield results)
c. Security Roles: we use System Administrator for simplicity and flexibility of the tool, but feel free to use a combination of more limited roles and/or custom security roles so long as the Role Set assigned is able to read Contact, Account, and User data from you Dynamics Dataverse environment
## Part 3: Connect to BenefitFlow
### 1. Connect your new Dynamics Application to BenefitFlow
Open BenefitFlow as a team Admin and navigate to integrations screen to connect Dynamics: [https://benefit-flow.com/Integrations/connection](https://benefit-flow.com/Integrations/connection)
Select Microsoft Dynamics 365 and save your copied credentials and values.
Click Save & Connect!
#### **That's it!**
Want to use the integration or verify that it’s working?
* Create your own new list or navigate to a list of your choice ([https://benefit-flow.com/Lists](https://benefit-flow.com/Lists))
* Confirm that the “Refresh Data” action works without errors
* Push a sample record and click “View in CRM” without errors and to see the updated data in Dynamics.
View more details on CRM mapping and what features are available here:
# What is included in the 'Employees' metric?
Source: https://docs.benefitflow.com/knowledge-base/employees-metric
This includes active members across all reported benefit plans. This is inclusive of the Medical and Retirement Plans.
# Employer and Broker Profiles
Source: https://docs.benefitflow.com/knowledge-base/employer-and-broker-profiles
## How to interpret employer and broker profiles
BenefitFlow provides comprehensive, multi-dimensional profiles for both employers and brokers, offering deep insights into benefits data, business relationships, and market positioning.
Company overview, benefits analysis, policy details, historical trends, deep research, and contacts
Market share, client mix, retention rates, growth trends, key partners, and key contacts
# Employer Profiles
Source: https://docs.benefitflow.com/knowledge-base/employer-profiles
How to read and use employer profile views in BenefitFlow
Every employer in BenefitFlow has a multi-dimensional profile built from Form 5500 filings, contact data, and AI-powered research. Here's what each tab contains.
## Company Overview
* Headquarters location
* Employee count
* Funding status (self-funded or fully insured)
* Primary broker information
## Benefits Tab
* **Key Partners** — brokers, carriers, and vendors associated with the employer
* Policy-level insights from Form 5500 filings
* Filterable by policy type (Medical, Dental, Vision)
* Broker commission and carrier premium summaries
## Policy Details
Line-item breakdowns for each policy:
* Coverage specifics
* Renewal dates
* Commissions and premiums
* Implied Per Employee Per Month (PEPM) costs
## History Tab
* Enrollment trends over time
* Broker of record changes
* Carrier modifications
* Filterable by policy type
## Deep Research Tab
AI-powered insights beyond Form 5500 data:
* Employee benefit ratings and sentiment analysis
* Health insurance, wellness programs, family benefits, career growth
* Vendor information
How BenefitFlow generates AI-powered employer insights
## Signals Tab
Live trigger events for this employer: upcoming renewals, broker or carrier changes, sentiment shifts, compliance flags, and more. The count on the tab shows how many signals are active right now.
Every signal type and how to act on them
## Contacts Tab
* Form 5500 signatory
* Key HR and executive contacts
How we source and verify contact information
***
Use the search bar at the top of the tab to find a specific person without scrolling the full list.
## Related
AI-powered employer insights beyond Form 5500
How Form 5500 data powers BenefitFlow
How contact credits work and how to export data
Create targeted outreach lists from search results
# Why can’t I find an employer I'm searching for?
Source: https://docs.benefitflow.com/knowledge-base/employer-search-troubleshooting
**1) Employer has \<100 employees**
*Companies that are \<100 employees are* ***Not*** *required to file a form 5500. A quick check on the company's LinkedIn page will give a good signal on whether the company has \<100 employees.*
**2) Employer has a Legal Name that’s different from their DBA Name**
*Fastest fix: skip the name entirely. Paste the company's website URL or EIN into the search bar and BenefitFlow finds the record directly.*
*Employers are required to use their Legal Name (not their 'DBA Name' when filling out the Form 5500). A quick google search should be able to give you the Legal Name of the Employer you have in mind. For example: a google search for "Masterclass Class Legal Name" gives me back "Yanka Industries, Inc.", which is searchable in BenefitFlow.*
**3) Employer is not HQ’ed in the U.S.**
*Only Companies that are HQ'ed in the U.S. are required to file a Form 5500.*
**4) Employer is a government or church organization**
*These employers are exempt from having to file a Form 5500.*
**5) If none of the above… the Employer might not be compliant**
*It's the exception to the norm, but some employers may have just recently 'crested' the 100 employee mark and they have yet to comply with this new reporting requirement.*
# FAQ/Troubleshooting
Source: https://docs.benefitflow.com/knowledge-base/faq
# February 2026 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/february-2026-product-updates
This month we launched a brand new knowledge base, refreshed the platform navigation, and expanded data coverage across Form 5500, firmographics, and P&C.
### New Knowledge Base
BenefitFlow's help site has moved to a brand new platform — [docs.benefitflow.com](https://docs.benefitflow.com) is now the home for all knowledge base content.
Highlights:
* All articles migrated and live on the new platform
* Old links redirect automatically — no broken bookmarks
* The **Learning** link in the nav bar now points to the new site
* Faster search, better navigation, and a cleaner reading experience
### Refreshed Navigation
A redesigned navbar and updated styling across the platform, making it easier to navigate between Search, Lists, and your account.
Highlights:
* Clean, modern navigation bar with improved visual hierarchy
* Quick access to Brokers, Broker Contacts, Employers, and more from the Search dropdown
* Collapsible panels for a more focused workspace
### Expanded Data Coverage
New data sources and deeper coverage across Form 5500, firmographics, and P\&C intelligence.
Highlights:
* **Form 5500 Short Form** — Coverage now includes short-form filers, expanding visibility into smaller employer plans
* **Firmographics** — New employer attributes for more precise targeting and segmentation
* **P\&C OSHA/DOT** — Workers' comp and safety data now runs on an automated refresh cadence
### Other Improvements
* **CRM Last Activity Date** — A new contact-level field showing when each contact was last active in your CRM, available for field mapping across Salesforce, HubSpot, and Dynamics
* Multiple data quality fixes and infrastructure improvements
### Thanks for reading!
We hope you're as excited as we are about these updates. If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# Filter Glossary
Source: https://docs.benefitflow.com/knowledge-base/filtering-guide
Every BenefitFlow search filter, what it does, and where the data comes from
BenefitFlow filters are grouped by what you are searching for: employers, brokers, or contacts. This page lists every filter, what it does, and where the data comes from. Many filters work across more than one search (employer attributes like industry, benefits, retirement, and P\&C apply whether you are searching employers, a broker's book of business, or employer contacts), so each is documented once under its primary search with notes on where else it appears.
## How filters work
Your filter panel shows a focused set of filters up front, the ones most people use, so you're not scrolling past dozens of options to reach the one you want. Everything else is one click away, and you can pin the filters you use most so they stay at the top.
### Show all filters
Under the filter panel, click **Browse all filters** to open the full list. Filters are grouped by category (Employer, Employer's Broker, Employer Health & Benefits, Retirement, P\&C), and you can search by name. Set the filters you want, then click **Apply Filters**.
### Favorite the filters you use most
Click the **heart** next to any filter to add it to your **Favorites**. Favorited filters pin to the top of your filter panel on every search, so your go-to filters are always one click away. Click the heart again to remove one. Your favorites also live under the **Favorites** tab in the All Filters window.
## Where the data comes from
Sources use the same definitions as the [Data Glossary](/knowledge-base/data-glossary).
| Source | What it means |
| -------------------------- | --------------------------------------------- |
| Form 5500 | Federal benefits and retirement plan filings |
| Form 5500 (calculated) | Derived from Form 5500 data |
| State-level filings | State property and casualty filings |
| NCCI / State regulators | Experience modification (X-Mod) data |
| FMCSA | Federal motor carrier and fleet records |
| U.S. Dept. of Labor | Federal workplace safety (OSHA) records |
| State DOI | State Department of Insurance licensing data |
| Employee review platforms | Public employee-review sites |
| Deep Research | BenefitFlow AI reading public web content |
| Proprietary | BenefitFlow-derived data and logic |
| Public profiles & partners | Public profiles and third-party data partners |
| System | Your BenefitFlow account and platform data |
## Filter controls
Two controls apply across the catalog:
* **Presence.** Qualifying filters (PEO, Benefits Broker, Benefits Carrier, P\&C Broker, P\&C Carrier, Recordkeeper) ask two questions separately: does the employer have one at all (**Any / None**), and if so, **which one**. Use Any to find everyone with a PEO; pick a name to find users of that specific PEO.
* **Include and exclude.** Every filter supports both. Excluded values show struck through in the filter panel, and results leave them out.
## Employer Search
### Company
| Filter | What it does | Source |
| -------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | --------- |
| Company Name | Search by company name, EIN, website, or domain. Paste a list to look up many at once, or paste a single URL straight into the main search bar (works in FlowPilot too). | Form 5500 |
| Employee Count | Total employees, from the largest count across recent filings. You can also filter on Benefit Eligibles (active participants on the most recent benefits filing). | Form 5500 |
| HQ Location | Filter by headquarters city, state, region, or ZIP. Paste ZIPs in bulk or add a radius. | Form 5500 |
| Industry | Filter by industry. Type an industry name or a NAICS code. | Form 5500 |
| Employer Type | Single-employer vs multiemployer, as listed on the Form 5500. Multiemployer is typically union-sponsored. | Form 5500 |
| CRM | Filter employers by whether they already exist in your connected CRM (All, In CRM, Not in CRM). Requires a connected CRM. | System |
### Health & Benefits
| Filter | What it does | Source |
| ---------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ------------------------- |
| Benefits Rating | A 0 to 5 star read on an employer's benefits, based on how employees rate them. Low scores can flag dissatisfaction. | Employee review platforms |
| Benefits Mentioned | Specific benefits found mentioned online, beyond what the 5500 shows. | Deep Research |
| Funding | Self-funded vs fully insured. Implied from filing evidence, so treat it as a strong signal, not a guarantee. | Form 5500 |
| Insurance Products | Line of coverage such as Medical, Dental, Vision, Life, Disability, or Stop-Loss. Pair with Benefits Carrier to find combinations like "Aetna for Dental." | Form 5500 |
| Benefits Renewal Date | Renewal month of the employer's largest benefits policy by premium. Good for timing outreach. | Form 5500 |
| Benefits Carrier | Employers using a given carrier (e.g. Aetna). Pair with Insurance Products to narrow to one line. | Form 5500 |
| Benefits Broker | The employer's benefits broker or agency of record. | Form 5500 |
| Broker Commissions | Commission dollars as a percent of premium for a policy. Find employers paying above or below benchmark, optionally by line. | Form 5500 |
| Broker Office Location | The office location of the employer's primary broker. Filter by city, state, region, or ZIP. | Proprietary |
| Broker Size | Size of the employer's primary broker by state footprint: Local (1 state), Regional (2 to 10), Multi-Regional (11 to 30), National (more than 30). | Proprietary |
| Broker Tenure | How long the employer has been with its current primary broker, in years. Newer relationships may still be in play; long-tenured ones may be ready for a change. | Form 5500 (calculated) |
| Vendors Mentioned | Benefits vendors found mentioned online (carriers, wellness, point solutions). Carriers can also be searched via Benefits Carrier, which uses 5500 data. | Deep Research |
| PEO | Whether the employer uses a PEO such as ADP, Insperity, or TriNet. | Form 5500 |
| Service Provider | Employers served by a given plan service provider: recordkeepers, TPAs, consultants, and others named on Form 5500 Schedule C. Include or exclude specific providers. | Form 5500 (Schedule C) |
### Retirement
| Filter | What it does | Source |
| ----------------- | ----------------------------------------------------------------------------------------------------------------------- | --------- |
| Plan Type | Retirement plan type such as 401(k), 403(b), or Defined Benefit. | Form 5500 |
| Plan Features | Plan features such as auto-enrollment, Roth option, or employer match. | Form 5500 |
| Total Assets | Total assets held in the employer's retirement plan. | Form 5500 |
| Financial Advisor | The advisor or investment advisor on the retirement plan. | Form 5500 |
| Recordkeeper | The plan's recordkeeper (e.g. Fidelity, Vanguard, Empower). Distinct from Vendors Mentioned, which comes from web data. | Form 5500 |
| Accounting Firm | The firm that audits the retirement plan. | Form 5500 |
### P\&C
| Filter | What it does | Source |
| ----------------- | ---------------------------------------------------------------------------------------------------------- | ----------------------- |
| P\&C Renewal Date | Renewal month of the employer's property and casualty (workers' comp) policy. | State-level filings |
| P\&C Carrier | Carrier of record on the employer's P\&C policy. | State-level filings |
| P\&C Broker | Broker of record on the employer's P\&C policy. | State-level filings |
| DOT Inspections | Employers with DOT inspection history. Surfaces active fleet operations. | FMCSA |
| Vehicles | Number of commercial vehicles in the employer's fleet. | FMCSA |
| Miles Driven | Annual miles driven by the employer's fleet. | FMCSA |
| X-Mod Factor | Workers' comp experience modification factor. Below 1.0 is better-than-average safety, above 1.0 is worse. | NCCI / State regulators |
| OSHA Inspections | Employers with OSHA inspection or citation history. | U.S. Dept. of Labor |
## Broker Search
Find brokerages and filter by their book of business. Primary Broker, Broker Tenure, and Broker Commissions are also available as filters on a broker office's Clients list.
| Filter | What it does | Source |
| ------------------ | -------------------------------------------------------------------------------------------------------------------------------- | ---------------------- |
| Broker Name | Search by broker name, website, or domain. | Proprietary |
| Office Location | Filter by where the broker has offices: city, state, region, or ZIP. | Proprietary |
| Broker Size | Footprint by number of states with an office: Local (1), Regional (2 to 10), Multi-Regional (11 to 30), National (more than 30). | Proprietary |
| Broker Tenure | How long the broker has held its client relationships, in years. | Form 5500 (calculated) |
| Primary Broker | When on, only count clients where this broker is the primary broker (the one earning the most commissions). | Form 5500 |
| Broker Commissions | Commission dollars as a percent of premium across the book. | Form 5500 |
You can also filter brokers by any attribute of their clients (book of business) using the same Employer filters above: Industry, Employee Count, Benefits Carrier, Funding, P\&C, and more.
## Contact Search
Find people. Two types share the core filters below: **Employer Contacts** (benefits buyers at employers) and **Broker Contacts** (people at brokerages).
| Filter | What it does | Source |
| ---------------- | --------------------------------------------------------------------------------------------------------------------------------- | -------------------------- |
| Company Name | Find contacts by the company they work at. | Public profiles & partners |
| Contact Location | Filter by the contact's work location: city, state, region, or ZIP. | Public profiles & partners |
| Role | Functional role category (Executive, HR, Finance, Operations, Benefits). Use for broad groups; use Job Title for specific titles. | Proprietary |
| Job Title | Filter by job title (e.g. HR Director, Benefits Manager, CFO). Search predefined categories or enter an exact term. | Public profiles & partners |
| Years At Company | How long the contact has been at their current company. From reported start dates, so it may be incomplete. | Public profiles & partners |
| Contact Details | Filter to contacts that have a work email, a phone number, or both. | Public profiles & partners |
| Credit Usage | Filter by whether you have already unlocked a contact with credits. | System |
| CRM | Filter by whether the contact already exists in your connected CRM. | System |
**Broker Contacts also offer:**
| Filter | What it does | Source |
| -------------------- | ------------------------------------------------------------------------------- | --------- |
| License Type | Broker contacts licensed to sell health, life, property, or casualty insurance. | State DOI |
| Carrier Appointments | Which carriers a broker contact is officially appointed with. | State DOI |
When searching Employer Contacts you can also filter on every Employer attribute above (Industry, Benefits Carrier, Retirement, P\&C, and more) to target people by their employer's profile. Broker Contacts can also be filtered by broker Office Location and Broker Size.
# Filtering, Saved Searches, and Lists
Source: https://docs.benefitflow.com/knowledge-base/filtering-saved-search-lists
## Streamline Your Prospecting with Smart Filtering Tools
BenefitFlow gives you three tools to find and organize your prospects:
* **Filtering** — narrow results across Brokers, Contacts, and Employers using dozens of attributes (geography, size, funding, industry, insurance products, and more)
* **Saved Searches** — save your filter combinations so you can pick up where you left off on every login
* **Lists** — collect specific records into named lists for tracking, exporting, or pushing to your CRM
Every filter field defined
Save, reuse, and share search criteria
Build, share, and export prospect lists
# FlowPilot Security & Data Handling
Source: https://docs.benefitflow.com/knowledge-base/flowpilot-security
How FlowPilot protects your data, what it can access, and the controls available to your team.
FlowPilot is BenefitFlow's AI-powered assistant that helps you search, summarize, and draft content directly inside the platform. For a full walkthrough of capabilities, see [Getting Started with FlowPilot](/knowledge-base/getting-started-flowpilot).
This article covers how FlowPilot handles your data, the infrastructure behind it, and the controls available to your team's administrators.
***
## How FlowPilot Works
Every FlowPilot interaction follows the same data flow:
You type a question or request in the FlowPilot panel — for example, "Summarize this employer's benefits" or "Draft a prospecting email."
FlowPilot determines what type of request you made: a search, a summary, a draft, or a general question.
FlowPilot pulls the data it needs from BenefitFlow's existing database — the same data already visible in your BenefitFlow account.
Your query and the relevant context are sent to the AI model for processing (see [AI Infrastructure](#ai-infrastructure) below).
The response is returned to you in the FlowPilot panel.
FlowPilot does **not** access external data, the internet, or any systems outside of BenefitFlow. Every response is grounded in data already available within the platform.
***
## AI Infrastructure
FlowPilot uses Anthropic's Claude language models, hosted on **AWS Bedrock** — Amazon's managed AI service. Here is what that means for your data:
| Concern | How FlowPilot Addresses It |
| :-------------------------------------- | :------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Where is data processed?** | All data is processed within BenefitFlow's AWS environment. Your data does not leave your cloud infrastructure to reach a third-party AI provider. |
| **Is my data used for model training?** | No. AWS Bedrock does not use customer data to train or improve AI models. |
| **Is data shared with Anthropic?** | No. Your queries, responses, and data are not shared with Anthropic or any other third party for model training or any other purpose. |
| **How is quality monitored?** | BenefitFlow uses internal observability tooling to monitor response quality and safety. This monitoring is entirely internal to BenefitFlow. |
***
## What Data FlowPilot Can Access
FlowPilot can **only** access data that is already visible to you in your BenefitFlow account. It operates within the same permissions as the logged-in user.
**FlowPilot can access:**
* Employer profiles
* Broker profiles
* Contact records
* Benefits filings
* Search results
* Other data visible in your current BenefitFlow session
**FlowPilot cannot access:**
* Other customers' data (tenant isolation is enforced)
* Backend-only system data
* Data outside of BenefitFlow
* The internet or any external APIs
FlowPilot saves your conversation history so you can revisit past chats from the FlowPilot history menu. Your history is private to you (teammates and admins can't see it) and is never used to train AI models.
***
## Admin Controls
Team administrators can manage FlowPilot access for their entire organization.
| Setting | Details |
| :--------------------------- | :-------------------------------------------------------------------------------------------------- |
| **Where to find it** | [Team Management > Settings](https://benefit-flow.com/Team?tab=settings) |
| **What it controls** | Enables or disables FlowPilot for all members of your team |
| **When disabled** | All FlowPilot entry points are completely hidden — your users will not see any trace of the feature |
| **When changes take effect** | Immediately, for all team members |
***
## Safety Guardrails
FlowPilot includes multiple layers of protection to ensure safe, reliable responses:
* **Grounded in visible data** — FlowPilot only references data visible on the current page. It does not speculate or invent facts.
* **System prompt isolation** — Internal system prompts are stripped from all responses.
* **Prompt injection protection** — Attempts to manipulate FlowPilot through prompt injection are detected and rejected.
* **No professional advice** — FlowPilot does not provide financial, legal, or insurance advice.
* **Interaction logging** — All interactions are logged internally for quality monitoring and safety review.
***
## Frequently Asked Questions
No. AWS Bedrock does not use customer data for model training. Your queries and responses are not shared with Anthropic or any third party.
No. FlowPilot operates within your team's data permissions. It can only access data visible to the logged-in user. Tenant isolation is enforced at the infrastructure level.
Yes. Any team admin can toggle FlowPilot off in **Team Management > Settings**. When disabled, FlowPilot is completely hidden from all team members.
Yes. FlowPilot keeps your conversation history indefinitely so you can revisit past chats and pick up where you left off — find them in the FlowPilot history menu. Your history is **private to you** — teammates and admins can't see your conversations — and is **not** used to train AI models.
FlowPilot uses Anthropic's Claude models, hosted on AWS Bedrock within BenefitFlow's AWS infrastructure. Your data does not leave BenefitFlow's cloud environment.
No. FlowPilot only accesses data within BenefitFlow's platform. It cannot browse the web, access external APIs, or reach any systems outside of BenefitFlow.
Yes. FlowPilot is included for all BenefitFlow users at no additional cost.
***
## Related Resources
***
Have additional security questions? Reach out to your BenefitFlow Customer Success Manager or email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
# What are the various Form 5500 schedules?
Source: https://docs.benefitflow.com/knowledge-base/form-5500-faq
| **Questions** | **Form 5500 (Base Filing for Health & Welfare Plans)** | **Schedule A (For Health & Welfare Plans)** | **Schedule C (For Health & Welfare Plans)** |
| :-------------------------------------- | :-------------------------------------------------------------------------------------------------------------- | :----------------------------------------------------------------------------------------- | :---------------------------------------------------------------------------------------------------------------------- |
| Who is required to file? | Employers with Health & Welfare plans subject to ERISA, typically with 100+ participants or holding plan assets | Health & Welfare plans with insurance contracts | Large Health and Welfare plans (generally 100+ participants) that pay service providers directly from plan assets |
| What are the key data points collected? | Basic plan information, participant data, financial information | Insurance contract details, contributions, benefits, commissions, and fees | Service provider details, compensation information, terminations, related parties |
| When is the filing due? | Generally, the last day of the 7th month after the plan year ends can be extended | Same as Form 5500 | Same as Form 5500 |
| Why does the filing exist? | To provide compliance information about the plan's financial condition and operations to DOL and IRS | To provide specific information about insurance contracts within the Health & Welfare plan | To disclose fees, transactions, and relationships with service providers, thereby enhancing transparency and compliance |
# Which insurance products are reported on the Form 5500?
Source: https://docs.benefitflow.com/knowledge-base/form-5500-filing-requirements
## Form 5500 reporting requirements for various types of insurance products.
One of the tricky concepts with the Form 5500 is understanding which insurance products will / will not appear on the filing. In this article we go into a few examples of what you can encounter when reviewing this information in BenefitFlow. To cut to the chase: an employer is required to report any and all employee benefits policies they have with carriers. **Important caveat: employers that pay medical claims out of pocket (i.e. self-funded aka self-insured), will not have a major medical policy to report.**
**Medical Policies:** All group medical policies must be reported on the Form 5500. For example if you click on any "fully-insured" employer in BenefitFlow, you should find their major medical policy on their profile. This will include the data on the number of members covered by the policy, the policy renewal date, the premiums paid, and the commissions paid to the broker / consultant.
We define "Medical Policies" as any policy that appears on the Form 5500 as: Health, HMO, PPO or Prescription Drug.
In the example below, it looks like Upwork has medical policies with both Anthem and Kaiser.
**Non-Medical Policies:** All non-medical insurance products must also be reported on Form 5500. Caveat: in cases where the employee is the policyholder and the employer simply facilitates access to the insurance (such as through payroll deduction) but does not contribute to the plan or have any administrative role in it, then these policies are generally not considered part of the employer's benefit plan framework and thus not reportable on the Form 5500.
We define "Non-Medical Policies" as any policy that appears on the Form 5500 as: Dental, Vision, Life Insurance, AD\&D, Disability, Stop Loss, Critical Illness, Wellness/EAP, Business Travel, FSA/HSA/HRA, or Other.
Let's use Upwork again as an example. It looks like they have various voluntary products placed with MetLife and Vision Service Plan
**Self-Funded Products:** If an employer pays their medical claims out of pocket (i.e. self-funded), they will not have a group medical policy to report on the Form 5500. However, they will still be required to report their non-medical products.
Let's use Carilion Clinic as an example of a self-funded group. No Medical Policies were reported on their Form 5500, because in all likelihood (given their size), they are self-funded as opposed to purchasing a group medical policy. However, you can see they reported all of their non-medical policies, which indicates a strong relationship with Aon.
**Fees to Service Providers:** One unique reporting requirement for certain\* self-funded groups are fees paid to service providers. A 'Service Provider' can include TPAs, carriers (being paid ASO fees), PBMs, legal counsel, consultants, actuaries, among others. Using Carilion Clinic as an example, they meet the fling requirement and we can see they use Aetna as the administrator for their self-funded health plan.
*\*Reporting Requirement: If a benefit plan is a) structured as a trust and b) pays service providers out of plan assets, the employer is required to file a 'Schedule C' to the Form 5500. We observe that roughly 20% of employers meet this filing requirement.*
# General Data Questions
Source: https://docs.benefitflow.com/knowledge-base/general-data-questions
# Getting Started
Source: https://docs.benefitflow.com/knowledge-base/getting-started
Basic guides to help you get started with BenefitFlow
# Getting Started: First Time Logging In to BenefitFlow
Source: https://docs.benefitflow.com/knowledge-base/getting-started-first-login
Welcome to BenefitFlow! Whether you’re a sales leader, account exec, or growth marketer, this guide will walk you through your first login and how to get up and running—fast.
## 🔐 Logging In for the First Time
You'll get an email from [onboarding@benefit-flow.com](mailto:onboarding@benefit-flow.com) inviting you to BenefitFlow. Your account is ready right away, with no password to set up.
**Go to:** [www.benefitflow.com/login](https://www.benefitflow.com/login)
**Enter your work email.** We'll email you a one-time code that's good for 15 minutes. Enter it to sign in. Prefer a password? Choose **Try another way** on the sign-in screen, see [Signing in](/knowledge-base/signing-in).
**Verify it's you (if your organization uses MFA)**
If multi-factor authentication is turned on for your organization, you'll be asked for a one-time verification code after you sign in. Enter the code we send by email or text. More on this below.
Once logged in, you'll land on **Employer search**, your home base for prospecting.
## 🔐 Multi-Factor Authentication (MFA)
MFA adds a one-time verification code to your login for an extra layer of security. Whether it's required, and how the code reaches you, is set by your organization's admin.
This is separate from **signing in with a one-time code**, which anyone can choose on the sign-in page instead of typing a password. That code is always emailed and expires in 15 minutes.
You'll see one of three things:
* **Email code.** A six-digit code is emailed to you. Enter it to finish signing in.
* **Text message code.** A six-digit code is texted to your phone. The first time, you'll enter your mobile number with your country code in front. For U.S. numbers, that's `+1` before the area code (for example, `+15551234567`).
* **No code.** If your organization doesn't use MFA, you go straight in after signing in.
Codes expire after a few minutes and can only be used once. If yours expires, request a new one.
**Email code**
**Text message code**
Not getting your code? Check your spam folder for the email, confirm your phone number includes the `+1` country code, and make sure emails from benefit-flow\.com aren't blocked by your email security. Still stuck? Reach out to [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
## ✅ What New Users Should Know
Here are the top things to keep in mind when logging in for the first time:
### 1. You’ll See Three Primary Tabs
* **By Broker** – Reverse-engineered client lists of every benefits broker, by office.
* **By Employer** – Search U.S. employers with benefits data, renewal dates, and sentiment insights.
* **By Contact** – Access 100K+ verified broker and decision-maker contacts.
### 2. Every Filter Updates the Platform in Real Time
As you adjust filters (location, funding type, renewal date, etc.), the system instantly updates brokers, employers, and contacts that match.
### 3. Your Credits Only Count When You Click “Get Contact”
You can view firmographics and filters freely—credits are only used when revealing verified emails and phone number, adding to a list, or exporting contacts.
### 4. Most Data Is Exportable
Click the three-dot menu on any result to export broker lists, employer profiles, or contact records to CSV—or sync directly to your CRM (if integrated).
### 5. You Can Always Press “More Info”
On any broker or employer result, click **More Info** to dive deeper into:
* Client lists
* Broker office locations
* Renewal dates
* Carrier relationships
* Sentiment data
* Decision-maker contacts
## 🧭 Platform Navigation Guide
Here’s a quick tour of each tab:
### 🔹 **By Broker Tab** (Start Here)
* See brokerages sorted by highest amount of commissions reported on the 5500
* Click into any firm to see office locations and associated employers (book of business)
* Use filters like geography, employer size, funding type, and renewal date to zero in
**Key Actions:**
* Press **“See Clients”** to view which employers each broker office serves
* Click **“See Contacts”** to access producers/account managers by office
### 🔹 **By Employer Tab**
* Search employers directly by name, EIN, or website URL, plus location, industry, or headcount
* View employer profiles with:
* Benefit eligible employee counts
* Renewal dates
* Self-funded or fully insured status
* Sentiment trends and vendor usage
**Key Actions:**
* Use this tab when targeting specific employer accounts
* Filter by employer traits or benefit gaps to create smart outreach lists
### 🔹 **By Contact Tab**
* Search across our full broker + employer contact database
* Filter by job title, location, carrier appointment, tenure, and more
* Great for building outreach or email campaigns
**Key Actions:**
* Use **"Get Contact"** to reveal verified email + phone
* Add contacts to lists and push directly to your CRM
# Getting Started with FlowPilot
Source: https://docs.benefitflow.com/knowledge-base/getting-started-flowpilot
Learn how to use FlowPilot, BenefitFlow's AI sales assistant, to prospect, research, and draft outreach in minutes, not hours.
## What Is FlowPilot?
FlowPilot is BenefitFlow's AI sales assistant for benefits and insurance professionals. **You describe the outcome; FlowPilot does the legwork** — turning plain-language requests into structured searches, account research, and ready-to-send outreach. No filters to configure, no menus to navigate. FlowPilot is included for all BenefitFlow users at no extra cost.
Built for Benefits & Insurance: FlowPilot runs on BenefitFlow's proprietary dataset across Benefits, P\&C, and retirement — so it answers with real plan data, broker relationships, and renewal timing, not internet guesses.
## What You Can Do with FlowPilot
FlowPilot works across three core jobs:
### Build target lists, conversationally
Describe the accounts that fit your ideal customer in plain language and FlowPilot builds the list — ready to research deeper, or save to a list and sync it to your CRM. It searches across 100+ filters for employers, brokers, and contacts.
> *"Show me all self-funded employers in Michigan, 500–1,000 employees, in Retail"* · *"Add these results to my list"*
### Instantly surface account intelligence
Ask about any company and get a research brief right in the chat — benefits plan history, carrier and broker relationships, renewal timing, and key contacts. On a profile, page-specific prompts surface the right questions automatically.
> *"Summarize this employer's benefits profile"* · *"Give me talking points for my meeting with Acme Corp"*
### Draft outreach that leads to outcomes
Identify the right decision-maker and generate personalized, ready-to-send outreach — no blank page.
> *"Find the top HR decision-maker and draft a first-touch email"*
**Plus:** ask FlowPilot how the product works, like *"how do I sync to my CRM?"*, and it answers straight from our Knowledge Base. You can also revisit any past conversation from the history menu to pick up where you left off.
**The payoff: GTM in minutes, not hours.** Ask a question, get an answer, take action.
## Where to Find FlowPilot
FlowPilot is available across the entire BenefitFlow app. You can open it two ways:
* **Open FlowPilot from the top nav** — Click **Open FlowPilot** (top right) from anywhere to open the assistant.
* **Ask AI on any result** — On a search result, employer, broker, or contact, click **Ask AI** to start FlowPilot with that record already in context.
## Try These First
Copy and paste any of these into FlowPilot to see it in action. Replace the bracketed details with your own targets.
**Build a target list**
* `Show me self-funded employers in Michigan with 500–1,000 employees in Retail`
* `Find employers in Texas with 500+ employees renewing in the next 90 days`
* `Show me employers in [city or state] that aren't working with [broker name]`
**Find the timing: signals and competitive openings**
* `Show me employers with a broker change in the last 90 days`
* `Which of [competitor]'s clients have a benefits rating of 3 stars or below?`
* `Find employers with an upcoming renewal in the next 90 days and a recent decision-maker change`
* `Show me employers with a year-over-year premium increase in the last 12 months`
**Research an account**
* `What can you tell me about [employer name]?`
* `Give me talking points for my meeting with [employer name]`
**Draft outreach**
* `Find the top HR decision-maker at [employer name] and draft a first-touch email`
* `Draft a shorter, more casual version of that email`
Replace `[employer name]` with an actual employer in your BenefitFlow database for the best results.
## Tips for Best Results
* **Be specific.** Include the entity type, location, size, and any other criteria that matter.
* **Have the website but not the name?** Paste the company's URL into your prompt and FlowPilot finds the account.
* **One entity type per query.** Stick to employers, brokers, or contacts in a single request.
* **Rephrase rather than follow up.** If a result isn't quite right, start a fresh query with different wording.
* **Use page-specific prompts.** When you're already on a profile, the suggested prompts are tuned to that entity.
## Share Your Feedback
Your feedback directly shapes what gets built next.
* **Rate responses** — Use the thumbs up / thumbs down buttons on any FlowPilot response.
* **Tell your Customer Success Manager** — If something feels off, or FlowPilot surprises you in a good way, reach out to your BenefitFlow point of contact or email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
## FAQs
No. FlowPilot is included for all BenefitFlow users across all plans at no additional cost.
FlowPilot is controlled by a per-team admin toggle in your account settings. Admins can enable or disable it for the team at any time. Some accounts ship with FlowPilot **off by default** — if you don't see it, an admin can switch it on in **[Team Settings](https://benefit-flow.com/Team?tab=settings)**.
Yes. Just ask in plain language — for example, *"Add these search results to my list"* or *"Create a new list called Q4 Texas Prospects and add these."* FlowPilot adds the results to an existing list or creates a new one, right from the chat. You can manage the list anytime from your **Lists** page.
Yes. Ask FlowPilot to unlock a contact's details and it will — but because unlocking uses **contact credits**, FlowPilot asks you to confirm every time. Nothing is unlocked or charged until you approve.
A few things to set expectations:
* **Export to CSV directly** — to export, either **add results to a list** or use the **Export** button in the search UI.
* **Send emails for you** — FlowPilot drafts outreach; you review and send.
* **Update your CRM automatically** — all CRM changes stay user-initiated.
* **Reach outside BenefitFlow** — answers come from BenefitFlow's data, not the open internet or other tools.
Try being more specific — include the entity type (employer, broker, or contact), a location, and key criteria. If follow-up queries aren't working well, start a fresh query instead.
**Questions about data, AI, and security?** See [FlowPilot Security & Data Handling](/knowledge-base/flowpilot-security) for how FlowPilot handles your data, what it can access, and the controls available to your team.
# What is BenefitFlow?
Source: https://docs.benefitflow.com/knowledge-base/getting-started-video
See a quick overview video of how BenefitFlow works.
This video gives a high-level overview of the product and explains its core value and use cases.
# How to Sync BenefitFlow Data to Your CRM
Source: https://docs.benefitflow.com/knowledge-base/how-to-sync-to-your-crm
Push Employers, Brokers, and Contacts from a list into your connected CRM.
This guide shows you how to push BenefitFlow records into your CRM — Employers, Brokers, Broker Office Locations, and Contacts — straight from a list.
**First time?** Your CRM has to be connected before anyone can sync. That's a one-time setup an admin does — see [Connecting Your CRM (Admin Setup)](/knowledge-base/crm-integrations-getting-started). Already connected? Keep going.
## Step 1: Add records to a list
Run a search on any tab (Brokers, Contacts, or Employers) and apply your filters. On the **Employers**, **Broker Contacts**, and **Employer Contacts** searches, you can also use the [CRM Filter](/knowledge-base/crm-filter) to focus on records that aren't already in your CRM.
Use the checkbox on each row, or click **Select All**.
Click **Add to List**, then choose an existing list or create a new one.
If you're using FlowPilot, skip the manual steps and just ask in plain language, e.g. *"Add these search results to my list"* or *"Create a new list called Q4 Texas Prospects and add these."*
## Step 2: Open the list
Go to the **Lists** tab and open the list you just built.
## Step 3: Sync to CRM
From inside the list, click **Push to CRM** on any record to sync it, or select records and use the **Push to CRM** button up top to sync in bulk.
**Smart Sync Logic** — BenefitFlow checks your CRM before pushing anything:
* ✅ **Net-New** — the record doesn't exist in your CRM yet, so it gets added
* 🔁 **Update** — the record already exists; only approved mapped fields are updated
* ✔️ **Synced** — the record exists and no changes are needed
**Other tools in the list view:**
* **Assign Owner** — manually reassign CRM record ownership
* **Export** — send records to CSV instead of (or alongside) a CRM sync
## How matching works
BenefitFlow prevents duplicates by matching on these unique identifiers:
| Object | Unique Identifier | Example |
| :---------------------- | :--------------------- | :------------------------------------------------------ |
| Employers | Website | walmart.com |
| Employer Contacts | Email | [john.smith@walmart.com](mailto:john.smith@walmart.com) |
| Brokers | Website | mercer.com |
| Broker Office Locations | Website + City + State | mercer.com + New York + NY |
| Broker Contacts | Email | [john.smith@mercer.com](mailto:john.smith@mercer.com) |
BenefitFlow retains historical email addresses, so it can still match a contact even if your CRM has a stale email on file.
## Good to know
* The **broker → office → contact hierarchy** is built automatically on every sync. You don't need to create it. (See [Association Architecture](/knowledge-base/crm-association-architecture).)
* **Employers sync as standalone accounts** and are *not* automatically linked to their primary broker office. That association has to be added manually. See [Linking Employers to Their Primary Broker Office](/knowledge-base/crm-employer-broker-linking).
* **Field mappings are set by your admin.** If a field isn't syncing the way you expect, check with them. (Admins: see [Connecting Your CRM](/knowledge-base/crm-integrations-getting-started).)
## Where to go next
# HubSpot Integration: Setup Instructions
Source: https://docs.benefitflow.com/knowledge-base/hubspot-integration-setup-instructions
## Est. Setup Time: 5 minutes
**To setup the integration, you must be a BenefitFlow Admin and a HubSpot Admin with read/write privileges for all fields**
**Login to BenefitFlow and** **navigate to the “Integrations” page**
**Click the “Establish Connection” button to connect to HubSpot**
**Click the “Connect” button to connect to HubSpot**
You can connect to either a sandbox or your main production account.
**Success!**
**To configure your mapping settings, click "Integration Settings"**
**Specify how fields across BenefitFlow's employer and broker objects are mapped to your HubSpot fields**
**Once you're ready to begin syncing data, navigate to your lists, click the sync button on the desired list and begin syncing!**
# Integrations
Source: https://docs.benefitflow.com/knowledge-base/integrations
Getting started with our integrations
# January 2026 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/january-2026-product-updates
We kicked off 2026 with some highly requested features — a new way to view search results and expanded CRM options to help you work faster.
### Table View
A brand new display format for navigating and comparing search results, alongside the existing card view.
Highlights:
* Compare multiple records simultaneously in a tabular format
* Toggle between card and table views with the **Display** button on any search tab
* Collapse filter panels to maximize screen space for wide tables
* Your view preference persists across sessions
### Microsoft Dynamics 365 Integration
BenefitFlow now supports Microsoft Dynamics 365 as a CRM option alongside Salesforce and HubSpot.
Highlights:
* Direct sync of contacts and accounts to your Dynamics environment
* Intelligent duplicate detection and field mapping, matching the Salesforce and HubSpot integrations
* Support for custom fields and multi-environment configurations
### Other Improvements
* Multiple CRM synchronization bug fixes for enhanced reliability
* Typography and UI refinements across the platform
### Thanks for reading!
We hope you're as excited as we are about these updates. If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# July 2026 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/july-2026-product-updates
Signals launch, smarter search, one-time code sign-in, and CRM Enrichment early access
BenefitFlow Users,
This month is about knowing *when* to reach out, not just who to reach. Signals is live for everyone, search got a lot smarter, and signing in no longer requires remembering a password. Here's what's new 👇
### Signals: know when to reach out
Every employer, broker office, and contact in BenefitFlow now carries live trigger events. Over 30 signal types tell you when something changed that's worth acting on.
Highlights:
* **Benefits signals** show upcoming renewals, broker-of-record changes, carrier switches, plan changes, and drops in employee benefits sentiment
* **P\&C signals** flag renewals, X-Mod spikes, and OSHA/DOT activity
* **Retirement signals** track compliance events, recordkeeper changes, and jumps in plan participants
* **Contact signals** catch job changes and new decision-makers the moment they land
Every signal type, where signals appear, and how to work them
### Search that finds what you mean
A batch of search and filter upgrades, all aimed at one thing: you type what you know, we find the company.
Highlights:
* **Search by URL.** Have the website but not the exact company name? Paste the domain into the search bar and go. Works in FlowPilot too.
* **Smarter location results.** The most common match shows up first, and metro areas rank ahead of small towns with the same name.
* **Presence controls.** Ask "who has *any* PEO?" separately from "who uses this specific PEO?" And every filter now supports include and exclude.
* **Search within a profile.** The Contacts tab on employer and broker profiles now has its own search bar.
* **Office-level client filters.** Broker office client lists can now filter by Primary Broker, Broker Tenure, and Broker Commissions.
### Sign in with a one-time code
Signing in no longer depends on remembering a password. Type your email, and choose between your password or a one-time code sent to your inbox. Same account, one less thing to remember.
### Early access: CRM Enrichment
Enrichment writes BenefitFlow data directly onto the records already in your CRM, on a schedule you control. Pick the fields, set the cadence, and your Salesforce, HubSpot, or Dynamics records stay current without manual exports.
Enrichment is in early access now. If you'd like in, talk to your CSM.
### Under the hood: cleaner, fuller company data
We rebuilt the foundation this summer. Company records are now unified across employers, carriers, brokers, and service providers, which means sharper names ("Home Depot USA Inc." is now just "Home Depot"), fewer duplicates, and fuller profiles. Employer website coverage is dramatically improved and a June data refresh added more than 63,000 new contacts in the industries that matter to you.
### New in the Knowledge Base
Two new guides walk through turning BenefitFlow data into a repeatable pipeline process, from linking employers to the right broker office to tracking closed-won ROI inside your CRM.
### Thanks for reading!
We hope you're as excited as we are about these updates. If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# Lists
Source: https://docs.benefitflow.com/knowledge-base/lists
Build, share, and export prospect lists in BenefitFlow
Lists let you collect specific broker offices, broker contacts, employers, or employer contacts into named groups for tracking, exporting, or pushing to your CRM.
## Creating a List
1. Run a search on any tab and apply your filters
2. Select the records you want (checkbox on each row, or "Select All")
3. Click **Add to List**
4. Choose an existing list or create a new one
## What You Can Do with Lists
* **Export to CSV** — download your list for offline use or sharing
* **Push to CRM** — sync list records directly to Salesforce, HubSpot, or Dynamics
* **Track accounts** — use lists as working pipelines or territory trackers
* **Add over time** — grow lists incrementally as you find new prospects across sessions
## View Contacts from Employer Lists
You can access contacts directly from an employer list without leaving the list view.
1. Open any employer list
2. Click **More** in the top right
3. Select **View Contacts** to see associated HR decision-makers, executives, and Form 5500 signatories
This lets you move from a target account list to outreach-ready contacts in one step, without navigating back to the main search.
## Private Lists & Saved Searches
List visibility is controlled by the same admin toggle as saved searches.
**Setting:** "Private Lists & Saved Searches"
**Location:** [Team Management → Settings](https://benefit-flow.com/Team?tab=settings)
When **toggled on:**
* Users will only see lists **they created**
* Admins always see everything regardless of this setting
When **toggled off:**
* All lists are visible to all users on the account
For more details on this setting, see [Saved Searches → Private Lists & Saved Searches](/knowledge-base/saved-searches#private-lists--saved-searches).
# Trouble logging in?
Source: https://docs.benefitflow.com/knowledge-base/login-troubleshooting
Fixes for password problems, missing verification codes, and emails that don't arrive.
Most login problems come down to one of three things: a password that won't take, a verification code that doesn't show up, or an email that never arrives. Work through the section that matches what you're seeing.
Password not cooperating? You don't need it. Enter your email on the sign-in page and choose **one-time code** instead. We'll email you a code that signs you in directly.
## Your password isn't working
1. Skip the password entirely. On the sign-in page, choose **one-time code** and we'll email you a code that gets you in, no password required.
2. Remove extra spaces. Copying and pasting your email often grabs a trailing space, which causes a login error.
3. Still stuck? Email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) and we'll get you in.
## Your verification code didn't arrive
Codes show up in two situations: you chose to **sign in with a one-time code** (emailed, expires in 15 minutes), or your organization uses **multi-factor authentication** and sends a code by email or text after you enter your password. If yours doesn't show up:
* **Email code:** check your spam or junk folder, and make sure emails from benefit-flow\.com aren't blocked by your email security.
* **Text code:** confirm your phone number includes the country code. For U.S. numbers that's `+1` before the area code (for example, `+15551234567`).
* Sign-in codes expire after 15 minutes; MFA codes expire after a few minutes. Both are single-use. If yours expired, request a new one and the old one stops working.
See [Multi-Factor Authentication](/knowledge-base/getting-started-first-login#multi-factor-authentication-mfa) for what each method looks like.
## You never got your welcome email
The welcome email comes from [onboarding@benefit-flow.com](mailto:onboarding@benefit-flow.com). If it didn't land:
* Check your spam or junk folder.
* Ask your IT team to allow email from benefit-flow\.com. Some company filters quarantine our messages.
* Ask your admin to resend your invite from the **Team Management** page.
Still locked out after trying these? Email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) and we'll get you in.
# How do I add, reassign or remove a license?
Source: https://docs.benefitflow.com/knowledge-base/manage-licenses
BenefitFlow now has a team management page!
**Note**
you must have an "admin" license to complete the below
If you are an admin logged in to BenefitFlow, you can click your name in the upper right hand corner and click "Team Management"
**BenefitFlow User Admins Have the Ability to:**
* Assign/reassign licenses
* Remove users
* View contact credit utilization by user
* Assign credit limits to users
* Manage and setup a Salesforce Integration
**Please reach out to [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) if you need to be an admin for your subscription with us.**
# How to Manage Users (Admin Guide)
Source: https://docs.benefitflow.com/knowledge-base/manage-users
Admins can manage users in BenefitFlow from the admin dashboard: adding and removing users, viewing contact credit usage, and managing roles and licenses.
## ➕ How to Add Users
Log into your BenefitFlow admin account.
Navigate to your name in the upper right corner **> Team Management**.
Click “**Add User**” and enter the new user’s:
* Full name
* Work email
* Role (User or Admin)
Click “**Send Invite**” – they’ll get an email to sign in. Their account is active right away, and they sign in with a one-time code (no password needed).
**Note:**
Each user added will count toward your license tier.
## ❌ How to Delete Users
Go to **Settings > Team Management**.
Find the user you want to remove.
Click the “•••” menu next to their name.
Select **“Remove from Account.”**
This action immediately revokes access and cannot be undone.
### 📊 View Contact Credit Usage
Navigate to **Team Management > Manage Users**.
View lifetime contact credit usage per user.
**Reminder:**
Each time a user clicks "Get Contact," it uses 1 credit.
### 👤 View Sign-In Status
The **Status** column on Manage Users shows whether each user is **Active** or has **Never signed in**, so you can quickly spot teammates who still need to get started.
### 🔁 Password Resets
There are no password resets to manage. Users sign in with a one-time code emailed to them, so there's nothing for an admin to reset. If a user can't get in, they sign in again with a fresh code at [www.benefitflow.com/login](https://www.benefitflow.com/login). See [Signing in](/knowledge-base/signing-in) for the full flow.
# March/April 2026 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/march-april-2026-product-updates
Broker Office Insights, improved list management, new privacy controls, and admin tools.
### Broker Office Insights
A brand new analytical view for any broker office in BenefitFlow — understand their market position, book composition, and growth trajectory at a glance.
Highlights:
* **Market Share** — see how a broker office ranks in its MSA and state by commissions
* **Client Mix** — funding type breakdown, employee size distribution, and top industries
* **Growth** — client count trends, net new clients, retention rate (3-year avg), and clients won/lost/stopped filing
* **Key Partners** — top medical carriers, ancillary carriers, and vendors with premium breakdowns
* **Key Contacts** — producers and account managers with verified licensing badges
To get there: search for a broker → find an office → click **View Insights**.
Market share, client mix, growth, key partners, and key contacts — explained in detail
### View Contacts from Employer Lists
You can now access contacts directly from any employer list — no need to navigate back to the main search.
Open an employer list, click into any row, and view associated HR decision-makers, executives, and Form 5500 signatories in one step.
Creating, exporting, and managing lists
### Private Lists & Saved Searches
Admins can now toggle list and saved search visibility across the account. When enabled, users only see lists and saved searches they created. Admins always see everything.
Find the setting under [Team Management → Settings](https://benefit-flow.com/Team?tab=settings).
Saving, reusing, and sharing search criteria
### CRM Sync Permissions
Admins can now control what sync operations standard users are allowed to perform — create new records, update existing, or both. Default: create new only.
Configure under **Integration Settings → Preferences**.
Full sync permissions setup guide
### DNC & Contact Masking
Admins can upload a Do Not Contact list to restrict outreach to specific individuals. When enabled, email and phone fields are hidden across the platform for any contacts on the list.
How to set up and manage contact masking
### Thanks for reading!
We hope you're as excited as we are about these updates. If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# May/June 2026 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/may-june-2026-product-updates
FlowPilot is now generally available — plus search result sorting and richer contact exports.
### FlowPilot is here
FlowPilot — BenefitFlow's AI sales assistant — is now generally available to all customers. Describe what you're looking for in plain language, and FlowPilot builds lists, researches accounts, and drafts outreach in minutes.
Highlights:
* **Build target lists conversationally** — describe your ideal accounts and FlowPilot builds the list, ready to save and work
* **Surface account intelligence** — get a research brief on any company right in the chat
* **Draft outreach** — identify the right decision-maker and generate a personalized first-touch email
* **Save results to a list** — just ask; FlowPilot adds results to a new or existing list
* **Chat sessions** — open a new chat tab and revisit past conversations anytime
* **Smarter search** — semantic search for industries and job titles, regional location search ("midwest", "tri-state"), and PEO filter support
What FlowPilot does, where to find it, and how to get the best results
### Sort your search results
You can now sort search results by any column, ascending or descending — in both card and table views. Open **Display**, pick a sort field (Broker Commissions, Renewal Date, Benefits Rating, Total Employees, and more), and surface your best prospects first.
### More on every contact export
Contact exports now include additional company fields, so you get richer context about each contact's employer without a separate lookup.
Exporting records and how credits work
### Thanks for reading!
We hope you're as excited as we are about these updates! If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# Modeled Commissions and Premiums
Source: https://docs.benefitflow.com/knowledge-base/modeled-commissions-and-premiums
How BenefitFlow estimates per-benefit premiums and commissions when a Form 5500 filing reports only a combined total, and medical spend when a self-funded employer files none at all.
BenefitFlow's premium and commission numbers come from what employers file on Form 5500. Usually the filing shows exactly what was paid for each benefit. Two things make that harder:
* **Several benefits bundled on one contract.** The filing shows one combined premium, not the split.
* **A self-funded employer with no medical policy.** There's nothing filed for medical. No premium, no commission.
When that happens, BenefitFlow estimates the missing number instead of leaving it blank, and always marks it as an estimate.
## Benefits bundled on one contract
Sometimes multiple benefits are bundled into a single policy, making it unclear what commissions or premiums are attributable to each specific benefit. For example, a contract might bundle life insurance, long-term disability, and temporary disability under one reported premium, without showing how much of that premium went to each benefit.
To estimate the split, we look at employers who file those same benefits as separate policies. Their filings show the actual split, which we apply to the bundled contract.
## Self-funded medical
A self-funded employer pays medical claims out of pocket instead of buying a policy, so there's no medical premium or commission to file. About seven in ten have no medical figure on file at all. Because medical's usually the biggest line in a benefits program, the employer's spend and the broker's commission both look much smaller than they really are.
To fill that gap, we look at what similar fully insured employers pay per person per month on medical, and what their brokers earn, then apply that rate to the people covered by the plan over a year.
## FAQs
No. On a bundled contract the pieces add up to the filed total. We're just showing the breakdown. For self-funded medical there's nothing filed to change; the estimate sits next to whatever was reported.
Usually there isn't enough filed data. Either too few separate filings exist to measure a reliable split, or the employer's below the Form 5500 filing threshold with no Schedule A at all.
No. Search and filters only look at what was actually filed, so an estimate alone can't be why an employer shows up in a search.
***
## Related
What every field on an employer or broker profile means
What the filing includes, and what BenefitFlow adds
How reported commissions decide the lead broker relationship
Which fields you can search and filter on
# My Account
Source: https://docs.benefitflow.com/knowledge-base/my-account
# How do I purchase more licenses and/or contact credits?
Source: https://docs.benefitflow.com/knowledge-base/new-customer-pricing
## Looking for pricing? Need another demo?
Reach out to [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)
We'll respond within 24 hours!
# Interested in purchasing BenefitFlow for your team?
Source: https://docs.benefitflow.com/knowledge-base/new-sales
Thank you for your interest in BenefitFlow!
We would be happy to answer any questions you have regarding our product and our pricing. Use the link below to set up a meeting with one of our team members. You can also reach our general inbox at [info@benefit-flow.com](mailto:info@benefit-flow.com).
### **[Link: Set up a meeting with a BenefitFlow team member](https://benefit-flow.na.chilipiper.com/book/benefitflow)**
**Already have a subscription with us and looking to add to your package?**
Please reach out to [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)
# October 2025 Product Updates
Source: https://docs.benefitflow.com/knowledge-base/october-2025-product-updates
BenefitFlow Users, We're excited to announce major upgrades to how BenefitFlow connects with your CRM, making it easier to manage lists, eliminate duplicates, and keep your Salesforce or HubSpot in sync. Here’s what’s new 👇
### Introducing: New List & CRM Syncing Experience
Managing your CRM syncs just got easier. The new list experience gives your team full visibility and control when pushing records to your CRM.
Build, edit, and review lists in a faster, cleaner interface.
You can now push thousands of records to your CRM in one click.
The new Activity Log shows every push, sync, and update initiated from BenefitFlow, so your team has full visibility.
Any field you can export from BenefitFlow can now also be synced to your CRM.
### Thanks for reading!
We hope you're as excited as we are about these powerful new additions to BenefitFlow! If you have any questions, please don't hesitate to reach out.
\- The BenefitFlow Team
# What is the Primary Broker?
Source: https://docs.benefitflow.com/knowledge-base/primary-broker
Credit is given to the broker that reports the greatest share of commissions for a given Employer based on the reported policies on the form 5500
An employer often works with more than one broker across its benefit plans. The
**primary broker** is the one BenefitFlow credits as the lead relationship: the
broker that reports the largest share of commissions for that employer across the
policies on its Form 5500 filings.
## How it's determined
BenefitFlow totals reported commissions by broker across an employer's Form 5500
policies. The broker with the greatest share is the primary broker. Because it's
based on filed commission data rather than a single policy, it reflects who holds
the deepest relationship with the employer, not just whoever placed the most recent
line of coverage.
Commissions come from Form 5500 filings, so the primary broker reflects the most
recent filing year available. It can change as new filings are processed.
## Primary broker office
A broker firm has many offices. The **primary broker office** is the primary
broker's closest office to the employer. This is the office BenefitFlow surfaces on
the employer profile, and the one you can link to in your CRM. See [Linking Employers
to Their Primary Broker Office](/knowledge-base/crm-employer-broker-linking).
## Related resources
# Privacy Policy
Source: https://docs.benefitflow.com/knowledge-base/privacy-policy
How BenefitFlow collects, uses, maintains, protects, and discloses your information.
**Last modified:** March 26, 2026
## Introduction
Compound Tech, Inc. d/b/a BenefitFlow, together with our subsidiaries and affiliates, ("BenefitFlow" or "we" or "us" or "our") respects your privacy and is committed to protecting it through our compliance with this policy.
This policy describes the types of information we may collect from you or that you may provide when you visit our website [https://www.benefitflow.com/](https://www.benefitflow.com/) (our "Website") and when we receive, use, disclose, or otherwise process personal information in providing our products and services (collectively, our "Services"). This policy also describes our practices for collecting, using, maintaining, protecting, and disclosing that information.
**CCPA NOTICE:** We adopt this policy to comply with the California Consumer Privacy Act of 2018 and all amendments ("CCPA"). Any terms defined in the CCPA have the same meaning when used in this Privacy Policy.
**This policy applies to information we collect:**
* On this Website
* Through our Services
* In email, text, and other electronic messages between you and this Website or our Services
* In connection with our provision of our Website or Services, including when we receive personal information from our business customers and disclose information to third-party service providers
* Offline or through other means where necessary to provide the Website or Services
**It does not apply to information collected by:**
* Any third party (excluding our affiliates and subsidiaries that link to or otherwise provide this Privacy Policy on their website), including through any application or content that may link to or be accessible from the Website or Services
This privacy policy does not apply to information collected from BenefitFlow employees, contractors, or job applicants.
***
## Information We Collect About You and How We Collect It
We collect several types of information from and about users of our Services, including:
| Category | Examples |
| :------------------------------ | :-------------------------------------------------------------------------------------------------------------------------- |
| **Personal information** | Name, company name, job title, postal address, email address, telephone number, IP address, payment and billing information |
| **Non-identifying information** | Anonymous analytics data |
| **Technical information** | Internet connection details, equipment used to access our Services, usage details |
| **User-provided information** | Any other information you provide while using our Services |
**We collect this information:**
* Directly from you when you provide it to us
* Automatically as you navigate through the Services (usage details, IP addresses, cookies)
* From third parties, such as our business partners
***
## Information You Provide to Us
The information we collect on or through our Services may include:
* Information provided when filling in forms, registering, or requesting services
* Records and copies of your correspondence (including email addresses) if you contact us
* Your search queries on the Services
* Information provided when making purchases
* Information provided when interacting with our AI and large-language model (LLM) features, such as FlowPilot — see our [AI Data Handling Statement](/knowledge-base/ai-data-handling) for details
***
## Information We Collect Through Automatic Data Collection Technologies
As you navigate through and interact with our Services, we may use automatic data collection technologies to collect information about your equipment, browsing actions, and patterns, including:
* Details of your visits to our Services, including traffic data, location data, logs, and other communication data
* Information about your computer and internet connection, including your IP address, operating system, and browser type
**Technologies we use:**
| Technology | Description |
| :-------------- | :------------------------------------------------------------------------------------------------------------------------------------------ |
| **Cookies** | Small files placed on your computer. You may refuse cookies via browser settings, but some parts of the Services may not function properly. |
| **Web Beacons** | Small electronic files (clear gifs, pixel tags) that allow us to count page visitors and gather related website statistics. |
**CCPA categories collected in the past 12 months:** Identifiers; personal information listed in the California Customer Records statute; customer record information; Internet or other electronic network activity information; and commercial information.
We collect these from: (i) you directly; (ii) our business customers; and (iii) service providers and contractors that support our Services.
We do not sell or share personal information, as defined by CCPA.
***
## Third-Party Use of Cookies
Some content or applications on the Services are served by third parties, including advertisers, ad networks and servers, content providers, and application providers. These third parties may use cookies to collect information about you when you use our Services and may use this information to provide interest-based advertising or other targeted content.
We do not control these third parties' tracking technologies or how they may be used. For information about opting out of targeted advertising, see [Choices About How We Use and Disclose Your Information](#choices-about-how-we-use-and-disclose-your-information).
***
## How We Use Your Information
We use information that we collect about you or that you provide to us, including any personal information:
* To present our Services and its contents to you
* To provide you with information, products, or services that you request
* To fulfill any other purpose for which you provide it
* To process or facilitate payments related to our Services
* To carry out our obligations and enforce our rights arising from any contracts between you and us
* To notify you about changes to our Website or Services
* To allow you to participate in interactive features on our Services
* In any other way we may describe when you provide the information
* For any other purpose with your consent
***
## Disclosure of Your Information
We may disclose personal information that we collect or you provide:
* To our subsidiaries and affiliates
* To contractors, service providers, and other third parties we use to support our business
* To a buyer or other successor in the event of a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of assets
* To fulfill the purpose for which you provide it
* For any other purpose disclosed by us when you provide the information
* With your consent
We may also disclose your personal information:
* To comply with any court order, law, or legal process
* To enforce or apply agreements to which we are a party
* If we believe disclosure is necessary to protect the rights, property, or safety of BenefitFlow, our customers, or others
***
## Choices About How We Use and Disclose Your Information
**Tracking Technologies and Advertising.** You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. Some parts of the Services may not function properly if you disable cookies.
**Disclosure for Third-Party Advertising.** If you do not want us to share your personal information with unaffiliated or non-agent third parties for promotional purposes, you can opt out by emailing [support@benefitflow.com](mailto:support@benefitflow.com).
You can also opt out of receiving targeted ads from members of the Network Advertising Initiative (NAI) on the NAI's website.
***
## Accessing, Correcting, and Deleting Your Information
You can review and change your personal information by emailing [support@benefitflow.com](mailto:support@benefitflow.com) to request access to, correct, or delete any personal information you have provided to us.
***
## State Privacy Laws
Depending on your state of residency, you may have certain rights related to your personal information:
| Right | Description |
| :--------------------------------- | :---------------------------------------------------------------------------------------------------- |
| **Access and Data Portability** | Confirm whether we process your personal information and access a copy in a portable format |
| **Correction** | Request that we correct inaccuracies in your personal information |
| **Deletion** | Request that we delete personal information about you, subject to certain exceptions |
| **Opt Out** | Request that we do not use your personal information for targeted advertising, profiling, or sales |
| **Limiting Sensitive Information** | Request that we limit use and disclosure of sensitive personal information to permitted CCPA purposes |
The exact scope of these rights varies by state. To exercise any of these rights, email [support@benefitflow.com](mailto:support@benefitflow.com).
***
## Non-Discrimination
We will not discriminate against you for exercising any of your privacy rights. Unless permitted by the CCPA, we will not deny you goods or services, charge different prices, or provide a different level or quality of goods or services.
***
## Data Security
We have implemented measures designed to secure your personal information from accidental loss and from unauthorized access, use, alteration, and disclosure. However, we cannot guarantee the security of your personal information transmitted to our Website. Any transmission of personal information is at your own risk.
***
## Data Retention
We keep personal information for as long as reasonably necessary to provide the Services or as otherwise legally permitted or required. We consider our legal and business obligations, potential risks of harm, and nature of the information when deciding how long to retain personal information.
***
## Children Under the Age of 13
Our Website and Services are not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected personal information from a child under 13 without parental consent, we will delete that information.
***
## Changes to Our Privacy Policy
We will post any changes to our privacy policy on this page. If we make material changes to how we treat our users' personal information, we will notify you by email or through a notice on the Website home page. The date the privacy policy was last revised is identified at the top of the page.
***
## Contact Information
To ask questions or comment about this Privacy Policy and our privacy practices, contact us at:
**BenefitFlow**
[support@benefitflow.com](mailto:support@benefitflow.com)
888-260-2095
***
## Related Resources
# Can I tie a specific producer to their clients?
Source: https://docs.benefitflow.com/knowledge-base/producer-client-mapping
Unfortunately, there isn’t a publicly available data source that will tell you which Producer is the broker of record. However, BenefitFlow can tell you which brokerage owns the account, the specific office location, and then provide the list of Producers and Account Managers that work out of that office location.
**Tip**:
Filter to "producers" and go to a specific producer's LinkedIn page. They may be connected to or following the employers that they service
# Referrals from Existing Employer Relationships
Source: https://docs.benefitflow.com/knowledge-base/referrals-from
## How to leverage your existing employer relationships to secure referrals
## Using BenefitFlow for Customer Referrals
**Navigating to the Employer Tab:**
* Start by navigating to the employer tab.
* Look up a few employers that are already your customers. For this example, we'll use Colgate.
**Reviewing Contacts:**
* Click into their profile and go to the contacts tab to see all the HR professionals you might be working with.
* Identify your existing relationships within the group.
**Requesting Referrals:**
* If you have a relationship with someone, look at the top of Colgate's profile to understand their primary broker (e.g., Pacific Resources, Southborough, Massachusetts office).
* Craft a note to your contact requesting an introduction to their broker to explore other potential clients in the broker’s book of business.
**Researching the Broker:**
* If you secure a referral, click on the broker's name to go to their office profile.
* Research the broker’s book of business to identify other employers similar to Colgate that could be a good fit for your solution.
* Prepare for your meeting with the broker by understanding their book of business and identifying potential matches.
**Maximizing Your Network:**
* Repeat this process across all your clients with good relationships to open doors with brokers who aren't yet referring new business to you.
# Referrals from Existing Broker Relationships
Source: https://docs.benefitflow.com/knowledge-base/referrals-from-existing-broker-relationships
## How to leverage your existing broker relationships to secure referrals
## Using BenefitFlow for Account Management and Referrals
BenefitFlow can be an excellent tool for account management and obtaining customer referrals from your broker relationships.
**Identifying Your Territory:**
* Identify your territory (e.g., Ohio) and filter down to brokerages with office locations in that area.
**Creating and Exporting Lists:**
* Export the list of brokerages to see who you are working with and who you are not.
* Use this to decide where to spend your time.
**Leveraging Existing Relationships:**
* Click into a brokerage you have a relationship with (e.g., McGohan).
* Access their office locations and identify offices not on your radar.
* Use connections from known offices (e.g., Dublin or Columbus, Ohio) to get introductions to other offices (e.g., Cincinnati, Ohio).
**Researching Employers:**
* Access the client list of a known office and research employers you haven't talked to.
* Dive into employer profiles to understand their policies and where your product could fit.
* Use the history tab to understand enrollment trends, broker commissions, and carrier premiums.
**Employer Contacts:**
* Use the employer contacts tab to identify decision-makers at the employer level.
* Have these contacts ready when talking to your broker contacts.
**Broker Contact Database:**
* Dive into the broker contact database to identify producers at the office you may not be aware of.
* Use the "Years at Company" filter to find newer producers and use your contacts to help make introductions.
# Release Notes & Product Updates
Source: https://docs.benefitflow.com/knowledge-base/release-notes-product-updates
# How is 'Renewal Date' defined?
Source: https://docs.benefitflow.com/knowledge-base/renewal-date-definition
This references the renewal date of the plan's largest insurance policy (as measured by premiums paid).
# What's the difference between 'Reported' and 'Closest' office locations?
Source: https://docs.benefitflow.com/knowledge-base/reported-vs-closest-renewal
**Reported Broker Office**: This is the location that employers list on the Form 5500. However, this data can be misleading. Large brokers often use lockboxes to collect commission checks. When filling out Form 5500, employers often list the lockbox location rather than the office actually serving them. For instance, if you rely solely on Form 5500 data, you'd think that 2,000 of Mercer's 2,700 clients are in Chicago, IL, where their lockbox is, despite many likely being served by local offices.
**Closest Broker Office**: This method is based on a proprietary approach. BenefitFlow first maps out the universe of broker office locations based on various sources, such as the Form 5500, LinkedIn, and company websites. Employers are then connected to the closest office location, measured by geographic distance from their headquarters. This is the default option on the BenefitFlow platform and is generally much more reliable than 'Reported Broker Office.'
Caveat: The "Closest Broker Office" approach may not always be accurate. For example, if an employer is actually served by an office located far away, the system's reliance on geographic proximity could be misleading.
**Toggling between the two methodologies in BenefitFlow**
# Salesforce Integration: Manual/Advanced Setup Instructions
Source: https://docs.benefitflow.com/knowledge-base/salesforce-integration-setup-instructions
Most customers should use **1-click authentication** from the [Integrations page](/knowledge-base/crm-integrations-getting-started). The instructions below are for manual or advanced setups only.
## Est. Setup Time: 10 minutes
**To setup the integration, you must be a BenefitFlow Admin and a Salesforce Admin with read/write privileges for all fields**
**Login to Salesforce and click the “Setup” button in the top right of your screen**
**Search for “App Manager” on the left side of the screen**
**Create a new connected app by clicking the “New Connected App” button on the top right of the screen**
**Enter in the values exactly as they are below and click save at the bottom of the screen**
**Callback URL:** [https://prod-api.benefit-flow.com/crm-integration/callback](https://prod-api.benefit-flow.com/crm-integration/callback)
**Note: \*\* Ensure that PKCE is Disabled\*\***
**Scroll to the bottom and click "Save"**
**Note:** It may take \~10 minutes for the new App to save in Salesforce.
**Get the login credentials by clicking the “Manage Consumer Details” button below**
**Copy the consumer key and secret**
**Navigate to the “Integrations” page in BenefitFlow**
**Click the “Connect” button to connect to Salesforce**
**Enter in the “Consumer Key” and “Consumer Secret” from Salesforce then click “Save”**
**Success!**
# Saved Searches
Source: https://docs.benefitflow.com/knowledge-base/saved-searches
Save, reuse, and share your filter combinations in BenefitFlow
Saved Searches let you store your filter combinations so you don't have to rebuild them every session. Any search you run on the Broker, Broker Contacts, Employer, or Employer Contacts tabs can be saved and recalled later.
## Saving a Search
1. Apply your desired filters on any search tab
2. Click **Save Search** in the filter bar
3. Choose **New Search** and give it a descriptive name (e.g., "Brokers in Kansas"), or choose **Overwrite Existing** to update a previously saved search
4. Click **Confirm**
Your saved search will appear in the **Saved Searches** dropdown on that tab every time you log in.
## Managing Saved Searches
* **Load** — select any saved search from the dropdown to instantly apply those filters
* **Overwrite** — update an existing saved search with your current filters using the "Overwrite Existing" option
* **Delete** — remove saved searches you no longer need
* Filters persist when navigating between sections, so you can explore profiles without losing your search state
## Private Lists & Saved Searches
Admins can toggle a single setting that controls visibility for both lists and saved searches across the account.
**Setting:** "Private Lists & Saved Searches"
**Location:** [Team Management → Settings](https://benefit-flow.com/Team?tab=settings)
When **toggled on:**
* Users will only see lists and saved searches **they created**
* Admins always see everything regardless of this setting
When **toggled off:**
* All lists and saved searches are visible to all users on the account
This is a single toggle that controls both lists and saved searches together — there is no separate setting for each.
# Security & Privacy
Source: https://docs.benefitflow.com/knowledge-base/security-privacy
# Using Signals
Source: https://docs.benefitflow.com/knowledge-base/signals
Signals surfaces timely events on every employer and broker account — renewals, broker changes, compliance flags, and more — so you know when to reach out and why.
## What Is Signals?
Signals shows you the timely events happening on every employer and broker in BenefitFlow — things like upcoming renewals, broker or carrier switches, compliance flags, and key contact changes. Instead of manually checking each profile, you see the relevant moments grouped by category, right where you're already working.
## Where to Find Signals
Signals appear in three places across BenefitFlow:
* **Employer profiles.** Open any employer to see all active signals on the Signals tab, or hover the domain cards on the Overview for a quick count by category.
* **Search results.** A signal badge appears on every result card — hover to preview what's active before clicking in. Works on Employer Search and any broker's or office's Clients list.
* **Broker office pages.** Signals on an office reflect that office's own book — client composition, carrier concentration, and growth. There's no rolled-up parent broker view.
No setup required. Signals is available to everyone.
## Filtering Your Search by Signal
You can narrow a search to only the accounts carrying a signal you care about — every employer with an upcoming renewal, say, or every account whose carrier recently changed.
On **Employer Search** (or **Broker Search**), open **Browse all filters** and choose the **Signals** tab. Pick a signal and set it to:
* **Has** — only accounts with that signal
* **None** — exclude accounts with that signal
* **Any** — don't filter on it
You can also choose a recency window — last 7, 30, or 90 days, 6 months, or 12 months — to focus on how recently the event happened. Signal filters combine with any other search filter, so you can build a precise target list in one pass.
**Tip: find accounts that recently moved to a specific broker or carrier.** Combine the current-broker (or current-carrier) filter with the matching change signal. For example, set **Benefits Broker** to the broker you're targeting and **Broker Change** to **Has** in the last 90 days to surface employers that recently landed with that broker.
## Signal Categories
Signals are grouped by category: Contacts, Benefits, P\&C, Retirement, and Broker. Within each category, the most recent signal appears first.
Each signal card is color-coded by tone:
* **Red** — a negative change (premium up, sentiment down, X-Mod increase)
* **Green** — a positive change (client growth, sentiment spike, rising contributions)
* **Amber** — a risk or compliance flag (OSHA, late filing, DOL action, high X-Mod)
* **Blue / Neutral** — a factual event or upcoming date (carrier or broker switch, renewal coming)
### Benefits
| Signal | What it means |
| :-------------------------------- | :----------------------------------------------------------------------- |
| Upcoming Benefits Renewal | Renewal date is within 90 days — the typical decision window. |
| Carrier Change | Primary carrier switched in the most recent filing cycle. |
| Broker Change | Primary broker changed. |
| Large Renewal Increase / Decrease | Health insurance cost per employee changed significantly year-over-year. |
| Sentiment Spike / Drop | Employee benefits sentiment shifted meaningfully in the last 12 months. |
| Plan Participation Change | Health plan enrollment rose or fell significantly year-over-year. |
| Benefits Change Detected | Multiple benefit changes flagged in the most recent filing. |
### P\&C
| Signal | What it means |
| :----------------------------- | :------------------------------------------------------------ |
| Upcoming Workers' Comp Renewal | WC renewal is within 90 days. |
| High X-Mod | Workers' Comp modifier is significantly above industry peers. |
| X-Mod Increase | Workers' Comp costs may be rising for this account. |
| OSHA Trends | Repeated OSHA violations across multiple years. |
| DOT Safety Flag | Poor DOT safety metrics or recent incidents flagged. |
| Significant Loss Event | A major workplace injury or loss event on record. |
| Workers' Comp Carrier Change | The employer's WC carrier switched. |
| Workers' Comp Broker Change | The broker on the WC policy changed. |
### Retirement
| Signal | What it means |
| :----------------------------- | :---------------------------------------------------------------------------------------------------- |
| Compliance Flags | Covers insufficient fidelity bonds, corrective distributions, late contributions, and audit findings. |
| YoY Asset / Participant Change | Plan assets or participant count changed significantly year-over-year. |
| Employer Contribution Trend | Employer contributions per participant shifted significantly. |
| Recordkeeper Change | Recordkeeper switched (e.g., Fidelity to Empower). |
### Contacts
| Signal | What it means |
| :------------------------------ | :----------------------------------------------------------- |
| New Decision Maker / Job Change | A key contact recently joined the employer or changed roles. |
### Broker Office
These signals appear on broker office pages and reflect that office's book of business.
| Signal | What it means |
| :----------------------------------- | :---------------------------------------------------------- |
| Significant Client Growth / Losses | Client count changed significantly year-over-year. |
| Industry Focus | A majority of clients are concentrated in one industry. |
| Company Size Focus | Book is concentrated in a particular employer size segment. |
| Funding Focus | Most clients are fully-insured or self-funded. |
| Favorite Medical / Ancillary Carrier | Majority of premium placed with one carrier. |
### Compliance Events
These span both Benefits and Retirement.
| Signal | What it means |
| :--------------------- | :------------------------------------------ |
| Late Filing | Form 5500 was filed significantly late. |
| DOL Enforcement Action | Active DOL enforcement action recorded. |
| DOL Investigation | Active DOL investigation flagged. |
| Filing Anomalies | Anomalies flagged in the regulatory record. |
## How to Read a Signal Card
Each signal card shows:
* **An icon, color-coded by tone.** Red, green, amber, or neutral. The icon shape echoes the event — an arrow for a trend, a clock for a renewal, a warning for a risk.
* **A headline and detail.** The event in plain language, with real names and numbers (e.g., "PEPM for primary medical policy increased 20.9% YoY, from $180 to $218 — Carrier: Transamerica").
* **A category tag.** Benefits, P\&C, Retirement, Contacts, or Broker.
* **A brief note on what the signal means for this account.**
* **A source, on hover.** The underlying record and when BenefitFlow detected it — for example, "Source: Form 5500 (2025) · Detected: Sep 2025."
## Common Ways to Use Signals
**Act on upcoming renewals.** When you see a renewal signal, that employer's benefits renewal is within 90 days — the typical decision window. It's the right time to reach out before coverage decisions are finalized.
**Follow relationship changes.** A broker or carrier switch signals recent change — the employer may still be evaluating options.
**Engage new decision-makers early.** A contact change signal flags when a key decision-maker is new to the role — typically a good window to introduce yourself.
**Lead with something specific.** Risk signals — a high X-Mod, a compliance flag, a sentiment drop — give you a concrete starting point for the conversation.
**Size up a broker office before you engage.** Broker office signals show the book's industry mix, funding preferences, and carrier relationships — so you know what you're walking into.
## Where the Data Comes From
Every signal traces back to a real record — no predictions or AI scores. Hover any signal card to see the source and detection date.
Sources include:
* Form 5500 filings (benefits and retirement signals)
* State workers' comp data (X-Mod and WC renewals)
* OSHA and DOT records (safety violations and loss events)
* DOL enforcement records (compliance and filing events)
* Employee review platforms (benefits sentiment)
* Contact data (job changes and new decision-makers)
Signals refresh daily to weekly, not in real time. Public records like Form 5500 file annually, so some signals reflect the most recent available filing rather than last week's activity. Signals age off automatically once an event is no longer timely.
## FAQs
Not necessarily. Smaller or private employers file less data, so they have fewer signals. An account can also go quiet between events. No signals means there's nothing timely to surface right now, not that data is missing.
Signals integration with FlowPilot is on the way — soon you'll be able to ask FlowPilot about an account's signals directly. Filtering your search by signal is already available today (see [Filtering Your Search by Signal](#filtering-your-search-by-signal)).
No. Signals is on for all BenefitFlow accounts automatically. There's no toggle, and nothing for a customer admin to enable.
Signals reflect the underlying source record, and public data can lag. A renewal date or carrier pulled from an older filing isn't necessarily wrong — it's the most recent data available. If a signal seems repeatedly or clearly incorrect, reach out to your Customer Success Manager or email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com).
# Signing in to BenefitFlow
Source: https://docs.benefitflow.com/knowledge-base/signing-in
How to sign in to BenefitFlow with a one-time email code. No password required.
Signing in is passwordless. Enter your work email and we send you a one-time code. There's no password to remember or reset.
## Sign in with a one-time code
Go to [www.benefitflow.com/login](https://www.benefitflow.com/login).
Enter your work email.
Check your inbox for a code from [onboarding@benefit-flow.com](mailto:onboarding@benefit-flow.com) (subject "Your BenefitFlow authentication code"). It's good for 15 minutes and works once.
Enter the code and you're in.
Don't see the code? Check your spam or junk folder, and ask your IT team to allow email from benefit-flow\.com. More fixes in [Login troubleshooting](/knowledge-base/login-troubleshooting).
## Prefer a password?
You can still use one. On the sign-in screen, choose **Try another way**, then **Password**. If you've never set a password, the one-time code above is the fastest way in.
## Can't get in, or forgot your password?
There's nothing to reset. Sign in with a one-time code using the steps above, that's the way back in for everyone. Team admins can't reset passwords on your behalf.
Still stuck? Email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) and we'll get you in.
# Support Policy
Source: https://docs.benefitflow.com/knowledge-base/support-policy
How to reach the BenefitFlow team, what to expect for response times, and what our support covers.
**Last updated:** July 24, 2026
Need help? This page explains how to contact the BenefitFlow team, how quickly you can expect a reply, and what our support team can help with.
## How to Get Help
| Channel | Use it for | How to reach us |
| :----------------------------- | :------------------------------------------------------------------- | :-------------------------------------------------------------------- |
| **Email support** | Product questions, troubleshooting, data questions, integration help | [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) |
| **In-product chat** | Quick questions while you're working in BenefitFlow | Chat widget on [benefitflow.com](https://www.benefitflow.com/) |
| **Billing, plans & licensing** | Subscription changes, invoices, adding seats | Your Customer Success Manager |
The chat widget on our platform is **not a live chat**. Messages route to our support team and are answered by email within the response times below.
## Response Times
We respond to all support requests within **24–48 business hours**, and usually faster. Every request is acknowledged and tracked through to resolution.
For issues that require investigation — such as a data discrepancy or an integration error — we'll confirm we've received your request, give you an expected next step, and keep you updated until it's resolved.
## Support Hours
Our support team operates **Monday through Friday, excluding US holidays**. Requests submitted outside of business days are answered on the next business day.
## What Support Covers
Our team can help with:
* **Platform questions and troubleshooting** — search, filtering, saved lists, exports, and login issues
* **CRM integrations** — setup and troubleshooting for [Salesforce](/knowledge-base/salesforce-integration-setup-instructions), [HubSpot](/knowledge-base/hubspot-integration-setup-instructions), and [Microsoft Dynamics](/knowledge-base/dynamics-integration-setup-instructions)
* **Data questions** — how our data is sourced, what a field means, and reporting a record that looks inaccurate
* **Account access** — signing in, managing users, and resending invites
For complex or technical issues, our support team works directly with our product and engineering teams to investigate and resolve them, and keeps you informed on status along the way.
## Handled Outside of Support
A few requests are best handled by another team:
| Request | Where it goes |
| :------------------------------------------- | :--------------------------------------------------------------- |
| Billing, invoices, and plan changes | Your [Customer Success Manager](/knowledge-base/account-billing) |
| Adding or removing seats | Your [account admin](/knowledge-base/manage-licenses) |
| Removing your personal data from BenefitFlow | [Data removal request](/knowledge-base/data-removal-request) |
## Reporting a Data Issue
If a record looks inaccurate — a wrong contact, an outdated broker relationship, or an employer detail that's off — email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) with the employer or contact name and what looks incorrect. We review every report and update our data accordingly.
## FAQs
No. The chat widget routes your message to our support team, who reply by email within 24–48 business hours. It isn't staffed for real-time conversation.
We respond to all requests within 24–48 business hours, Monday through Friday (excluding US holidays), and usually sooner. Requests sent over a weekend or holiday are answered the next business day.
Billing, invoices, and subscription changes are handled by your Customer Success Manager rather than general support. See [Account & Billing](/knowledge-base/account-billing) for details.
Yes. Our support team helps with setup and troubleshooting for Salesforce, HubSpot, and Microsoft Dynamics. Start with the [CRM integration guides](/knowledge-base/crm-integrations-getting-started), and email us if you get stuck.
Email [customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com) with the employer or contact name and what looks wrong. We review every report and update our data.
Sign in with a one-time code, there's nothing to reset. See [Signing in](/knowledge-base/signing-in). Still stuck? See [Login troubleshooting](/knowledge-base/login-troubleshooting).
# Team Management
Source: https://docs.benefitflow.com/knowledge-base/team-management
## How admins can manage team access in BenefitFlow
## Team Management for Admins
BenefitFlow makes it easy to manage your users. Admin users can navigate to the upper right corner of the page when logged in, click their name, and access the team management page.
Key Features:
* No Admin Limits: There are no limits to the number of admins you can have on your account.
* User Overview: View all users, total credit consumption, number of licenses versus open licenses.
* Adding Users: Click the plus button and add the name, email address, role, and optionally a user group for the new user. **You can also send bulk invites by uploading a CSV file.**
* Removing Users: Click the trash icon next to the user and confirm deletion.
* Editing Users: Click the pencil icon next to a user to:
* Edit contact credit limits for the user.
* Change their role (e.g., from standard user to admin).
* Modify user group assignment.
* Bulk Actions: Select multiple users and use the More Actions button to make changes to several users simultaneously.
* Signing In: Users sign in with a one-time code emailed to them, so there are no passwords to reset. Admins can't reset a user's password. If someone can't get in, they sign in again with a fresh code. See [Signing in](/knowledge-base/signing-in).
* User Groups: Create, rename, and manage user groups from the Team Management page.
For more information on the differences between Standard vs. Admin users, check out [this guide.](/knowledge-base/user-roles)
# The Basics
Source: https://docs.benefitflow.com/knowledge-base/the-basics
# BenefitFlow Use Cases
Source: https://docs.benefitflow.com/knowledge-base/top-benefitflow-use-cases
We asked power users how they put BenefitFlow into action. This guide captures how a few of those strategies are used in practice.
## Deepening Existing Broker Relationships
You've already done the hard work of getting 'buy in' from several benefit brokers... help them help you!
Access the client lists of brokerage offices that you have existing relationships with
Identify the employer groups in those offices that match up with your **Ideal Customer Profile ("ICP")**
Pitch your broker contacts on getting introductions with those employer groups
*Ideal Customer Profile = the type of company that would realize the most value from your product or solution*
## Cultivating New Broker Relationships
Don't waste time and energy chasing brokers that will lead to dead ends. Target the brokers (and offices) that have exposure to your Ideal Customer Profile ("ICP").
Isolate the brokerages that have exposure to your ICP
Drill down to the office locations within those brokerages that have the greatest exposure to your ICP
Launch outreach to the producers and account managers that work out of those office locations
**Pro Tip:** Every EB Vendor and Carrier is going to target the National Brokerages (Marsh, Gallagher, Mercer, Lockton, WTW, so on). Consider targeting 2nd and 3rd tier brokers to differentiate from the herd! Using BenefitFlow, you should be able to identify those 'hidden gems' that are smaller, yet have great exposure to your ICP.
## Go Direct to Employer
Direct outreach to HR decision-makers can shorten the sales cycle dramatically... however, the probability of success can be much greater if this is also coupled with outreach to the employer's benefits broker.
Isolate the employers that have exposure to your ICP
Identify the HR leaders that make benefits decisions at those employer groups
Identify the benefits brokers that consult with the HR leaders at those employer groups
Launch outreach to both parties to put your offering at the center of discussions between HR decision-makers and their benefits brokers
## Carrier-Specific Tips
Carriers have some unique tools at their disposal in BenefitFlow. With the ability to filter on Line of Business ("LoB") and by Carrier, you can quickly identify the Brokers and Employers that matter most.
Let's first assume I'm a rep that's focused on distributing our Dental products in the state of Texas. In that region, we like taking market share from \[X Carrier].
In BenefitFlow, you can filter our database of thousands of brokers to see the firms that are placing the most Dental premium with \[X Carrier] in the state of Texas.
I can then drilldown into those brokerages and see which *office locations* are placing the most premium, giving me a sense of where I should target my efforts.
Lastly, you can access contact info for key producers in those offices to get the conversation started.
# Updating Plan & Subscription
Source: https://docs.benefitflow.com/knowledge-base/updating-plan-subscription
To make changes to your plan (upgrade, add users, or purchase more contact credits):
[customerteam@benefit-flow.com](mailto:customerteam@benefit-flow.com)
OR
We'll help you explore plan options and adjust your billing preferences based on your team’s needs.
# What are the different user roles?
Source: https://docs.benefitflow.com/knowledge-base/user-roles
## The different permissions available to standard and admin users
There are two license types available in BenefitFlow, **Standard Users** and **Admin Users**. Below are the privileges that are available to each user type.
| | **Standard Users** | **Admin User** |
| :-------------------------------------------- | :----------------- | :------------- |
| **General** | | |
| Run searches and export data | X | X |
| Use contact credits | X | X |
| Add and remove users | | X |
| Set contact credit limits for users | | X |
| | | |
| **CRM Integrations** | | |
| Setup and manage CRM integrations | | X |
| Manage CRM mapping table | | X |
| Sync net-new records to CRM | Configurable\* | X |
| Sync updates to existing CRM records | Configurable\* | X |
| Configure sync permissions for standard users | | X |
\* Admins configure which sync operations standard users can perform (create new, update existing, or both) for Contacts and Accounts under **Integration Settings > Preferences**. By default, standard users can create new records only.
# Pinpoint Verified Producers Using VerifyPro
Source: https://docs.benefitflow.com/knowledge-base/verifypro
## How BenefitFlow uses state licensing data to enrich broker contacts
## How It Works
VerifyPro is a proprietary method BenefitFlow uses to a) correctly identify health and benefits producers and b) enrich broker contacts with carrier information. At the heart of this feature is Producer Licensing data.
Every insurance producer in the U.S. is required to keep an active license with the Departments of Insurance for every state they do business in. For example, if a producer wants to place insurance products with clients in the state of New York, they MUST have an active producer license with that state.
## Producer Verification
Importantly, producers can have several different types of licenses - the common ones are: Health, Life, Property, and Casualty. **BenefitFlow reads from this licensing data on a monthly basis to keep an active record of which broker contacts are licensed to sell Health and Life products. These contacts are marked as 'Verified' when searching in BenefitFlow.** **We also use this data to remove contacts that are only licensed to sell Property and Casualty products.**
## Carrier Appointments
BenefitFlow also leverages this data to understand each producer's carrier appointments. Carrier appointments represent an authorization from a carrier to place their products in a specific state. Said another way, if I want to place products with \[Carrier A] in the state of \[New York], I must be authorized (aka "appointed") by that carrier.
**This data can be highly valuable when determining which producers to target.** For example, I may want to understand which producers in the state of \[New York] place products with \[Competitor A]. Or understand which producers are *not* licensed to sell my products.
Carrier appointments can also help identify which producers have the largest books of business. Generally speaking, producers who have a long list of carrier appointments have more experience and work with a wider range of clients.
*(Brandon has clearly been around the block)*
## FAQs
Producers and anyone directly involved in the sale, solicitation, or negotiation of insurance products are required to have an insurance producer license. This includes roles such as Account Managers and Vendor Specialists who work closely with Producers. Consultants who provide advice but do not directly sell insurance may not always need a license.
BenefitFlow updates its producer licensing and carrier appointment data on a monthly basis to ensure the information remains current and accurate.
There could be a few reasons why a contact is not verified:
* Some roles (like 'Benefits Consultants') that aren't directly placing products won't always have licenses. We'll still have those contacts in our database but won't be able to mark them as 'verified'.
* If a producer's license has expired or been terminated, they will no longer show as verified until they renew their license.
* We're currently only pulling data from 40 states; if someone doesn't have a license in any of those 40 states, we won't be able to verify them.
VerifyPro currently verifies producer licenses across the 40 states listed below.
It's important to note that as long as a producer is licensed in one of these 40 states, we are able to pull licensing data. However, if a producer is *only* licensed in one of the 10 missing states, we will not yet have data on that individual.
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| Texas |
| Florida |
| New York |
| Illinois |
| Georgia |
| North Carolina |
| New Jersey |
| Arizona |
| Massachusetts |
| Tennessee |
| Indiana |
| Missouri |
| Maryland |
| Wisconsin |
| Colorado |
| Minnesota |
| South Carolina |
| Alabama |
| Oregon |
| Oklahoma |
| Connecticut |
| Utah |
| Iowa |
| Nevada |
| Arkansas |
| Kansas |
| New Mexico |
| Nebraska |
| Idaho |
| West Virginia |
| Hawaii |
| New Hampshire |
| Montana |
| Rhode Island |
| Delaware |
| South Dakota |
| North Dakota |
| Alaska |
| District of Columbia |
| Vermont |
| Wyoming |