Open Enrollment Best Practices for Brokers: Using Reporting to Manage Enrollment
During open enrollment, visibility is everything. Brokers need to know where employees are in the process, who still needs to take action, and whether enrollment data is accurate before moving to the next step. That’s where open enrollment reporting becomes essential.
In this part of our Open Enrollment series, we’ll cover how brokers can use enrollment reports to track progress, improve follow-up, and ensure a successful benefits enrollment period. We surveyed our broker customers as well as our team internally and compiled their feedback into this easy-to-use guide to help you get the most out of the reports available in Employee Navigator.
This is Part 4 of Our Open Enrollment Series for Brokers
- Getting Enrollment Ready
- Setting up Payroll & Benefits Integrations
- Managing Carrier, TPA & 834 EDI Integrations
- Reporting (You are here)
- Closing Out Open Enrollment
Missed Part 3? Learn how to manage carrier, TPA & 834 EDI Integrations during open enrollment
Why Reporting Matters During Open Enrollment
Open enrollment reports give brokers and HR teams real-time insight into employee progress and enrollment activity.
With the right reporting strategy, brokers can:
- Track employee participation
- Identify incomplete enrollments
- Monitor election changes
- Ensure data accuracy before closeout
This visibility allows brokers to proactively manage enrollment instead of reacting to issues at the end.
Key Open Enrollment Reports to Use
Understanding which reports to use, and when, is critical for effective open enrollment management. Here are the top reports our customers use here at Employee Navigator and some tips on how to make them work for you.
Status Reports: Track Employee Progress
Status reports show where each employee is in the enrollment process.
Common enrollment statuses include:
- Can’t Start: Missing required HR information
- Haven’t Started: No enrollment activity yet
- In Process: Employee has begun enrollment
- Completed: Enrollment is fully submitted
Brokers can use this report to identify employees who need follow-up to help keep enrollment on track.
Enrollment Reports: Monitor Election Activity
Enrollment reports provide detailed insight into employee benefit elections.
These reports help brokers track:
- Declined enrollments
- Changes to existing elections
- New benefit selections during open enrollment
This information is critical for validating data before it is sent to carriers or payroll systems.
Ad Hoc Reports: Analyze Current and Future Elections
Ad hoc reports offer more flexibility and deeper analysis.
They allow brokers to:
- Combine current and future benefit elections
- Review enrollments across both new hire and open enrollment windows
- Analyze benefit selections in greater detail
These reports are especially useful for agencies managing complex reporting needs during open enrollment.
Best Practices for Open Enrollment Reporting
To get the most value from your benefits enrollment reports, it’s important to follow a few key strategies.
Avoid Running Reports Too Early
Running reports before enrollment windows close can lead to incomplete or misleading data.
Instead:
- Wait until employee and admin windows are finalized
- Ensure all enrollment activity is complete before reporting
Don’t Close Enrollment Just to Run Reports
Closing enrollment early to generate reports can create more problems than it solves.
Keep enrollment open until:
- All employees have completed their elections
- HR has finalized any outstanding updates
Set Clear Expectations for Each Report
Not all reports show the same data.
For example:
- Standard open enrollment reports may not include new hire enrollments
- Ad hoc reports may be required for more comprehensive analysis
Understanding these differences helps avoid confusion and ensures accurate reporting.
Confirm Carrier Reporting Requirements in Advance
Some carriers require specific report formats or templates.
Before open enrollment:
- Confirm reporting requirements with each carrier
- Prepare necessary templates ahead of time
This prevents delays during submission.
Leverage Data Exchange Integrations to Improve Future Reporting
If not already in place, consider using integrations to streamline reporting.
Integrations can:
- Reduce manual reporting work
- Improve accuracy
- Minimize errors during future open enrollment periods
Learn more in Part 2: Setting up Payroll & Benefits Integrations
Use Reporting to Drive a Successful Open Enrollment
Effective open enrollment reporting helps brokers stay in control throughout the enrollment process.
By using the right reports and strategies, you can:
- Improve employee participation
- Catch issues early
- Ensure accurate data before closeout
- Deliver a smoother experience for clients
Reporting isn’t just a final step; it’s a critical tool for managing open enrollment from start to finish.
Continue the Open Enrollment Series
Once enrollment is complete and data is validated, the final step is closing everything out properly.
