Four steps, in this order. A standard campaign goes out three business days after both reviewers approve the proof.
Send the file in the CSV layout below over SFTP, or upload it to your account folder. We validate every row and return a rejection report the same business day. Common rejections: malformed work email, duplicate employee ID, missing plan name.
We build the message from the branding and wording you supply, then send proofs to two named reviewers. Proofs are sent to your own mailbox, not to employees. Both reviewers approve in writing before the campaign is scheduled.
Messages go out in controlled batches during the hours you specify, with a reply-to address that reaches a monitored mailbox. A campaign can be paused at any point; unsent messages are held, not discarded.
Per recipient: queued, delivered, opened, downloaded, bounced. Bounces include the receiving server’s reason code and are returned as a corrected file so your team can chase the individual directly.
One row per employee. A sample of the required columns:
| Column | Example | Notes |
|---|---|---|
| employee_id | 10482 | Must be unique in the file. Used in the retrieval link. |
| first_name | Marion | Used in the greeting only. |
| last_name | Whitfield | |
| work_email | m.whitfield@example.com | Personal addresses are accepted if you provide a consent record. |
| plan_name | PPO 1500 | Printed on the document. |
| effective_date | 2026-01-01 | ISO format. |
| notice_type | annual_notice | Selects the approved document set and wording. |
What we do with the file. It is used to produce and send the agreed documents, and for nothing else. Files are deleted 30 days after the campaign closes unless your contract keeps them for the retention period in the privacy policy.
Questions about a campaign already in progress: contact the delivery desk, quoting the campaign reference from your proofs.