Open Enrollment: Engaging a Distributed Workforce

For large employers, open enrollment is a massive undertaking. Hundreds or even thousands of employees, spread across multiple states, must understand their options, make timely decisions, and enroll correctly. For HR leaders, that means coordinating communication across worksites, navigating compliance rules, and ensuring systems don’t fail under pressure.

The risk is real: when employees don’t engage, organizations end up paying for underutilized programs while turnover, morale issues, and administrative costs rise.

With the right approach, open enrollment becomes an opportunity, not a burden. SBMA works with Qualified Applicable Large Employers (ALEs) to simplify communication, streamline administration, and increase adoption across complex, distributed workforces.

Download the Open Enrollment Guide

The Challenges Large Employers Face During Open Enrollment

Workforce size and distribution: Multiple worksites and state-by-state regulations make communication difficult.
Employee confusion: Complex plan designs, unclear communication, and multiple vendors discourage enrollment.
Administrative burden: Paper forms, fragmented systems, and manual processes slow HR teams down.
Low adoption rates: When employees skip enrollment, companies absorb the cost of unused programs.

Why Employee Engagement Is Critical

When a large, diverse workforce understands and uses their benefits, the impact is significant:

Turnover decreases. National restaurant chains and large hospitality groups that boosted enrollment saw measurable reductions in churn, even among hourly and seasonal staff.
Morale improves. A workforce that feels supported by accessible healthcare and benefits is more engaged and productive.
Costs stabilize. Preventive care, telehealth, and pharmacy benefits reduce reliance on high-cost emergency services, improving plan ROI.

How SBMA Supports Large Employers

SBMA was built to handle the complexity that comes with scale:

Employer portal access: Centralized eligibility tracking, enrollment status, and reporting for hundreds of employees across multiple sites.
Digital ID cards through the HealthWallet App: Benefits are delivered instantly to employees’ smartphones, wherever they are.
Integrated communication support: Templates for emails, posters, and payslip notes tailored for large, distributed teams.
California-based support teams: Responsive service that reduces HR burden and keeps employees informed.

Communication Steps for Large-Scale Open Enrollment

Pre-Enrollment (4 weeks out)

Announce open enrollment dates enterprise-wide.
Share benefit summaries and FAQs in multiple formats (email, intranet, printed notices).
Provide login instructions for the benefits portal.
Begin awareness campaigns through manager talking points and payslip notes.

During Open Enrollment

Send weekly reminders across all channels: email, SMS, intranet banners, worksite posters.
Encourage managers and supervisors to discuss enrollment in shift meetings.
Spotlight high-value benefits (telehealth, pharmacy, voluntary add-ons) in quick-hit communications.

Final Days

Send daily countdown reminders.
Place urgent “Last Chance” messaging in high-traffic areas (breakrooms, timeclock screens, digital signage).
Provide onsite or virtual enrollment support sessions to catch late adopters.

Tools Large Employers Can Leverage

Email Cadence
- Week 1: “Open Enrollment is Here , Review Your Options”
- Week 2: “Don’t Miss Out , See What’s New This Year”
- Final 3 Days: Daily reminders with portal links and deadlines
Payslip Notes
- “Reminder: Open Enrollment starts next week. Check your email for details.”
- “Need your digital ID card? Download the HealthWallet App.”
Breakroom Posters / Digital Displays
- “Your Benefits. Your Health. Enroll Today.”
- “Deadline Approaching: Don’t Miss Open Enrollment.”

Case Study Examples: Engagement at Scale

A multi-state restaurant group with 4,000 employees struggled with low enrollment, particularly among hourly staff. By implementing a structured email cadence, standardized posters across all locations, and emphasizing digital ID cards, enrollment doubled year-over-year. Turnover decreased during peak seasons, saving millions in recruitment and training costs.

A large ski resort operator with seasonal workers across multiple sites faced similar issues. Employees often skipped enrollment, assuming temporary work meant no real coverage. By promoting telehealth and pharmacy benefits, and by delivering ID cards digitally, the resort significantly improved adoption. The result: employees stayed longer into the season, morale improved, and HR reduced its administrative workload.

Why Communication Matters

Open enrollment only works if employees know when it is, what their options are, and how to take action. Clear, repeated communication builds trust, prevents missed deadlines, and reduces HR headaches.

This guide gives employers ready-to-use messaging across multiple channels.

1. Pre-Enrollment Email (2–3 weeks before opening)

Subject line: Get Ready: Open Enrollment Starts Soon

Open enrollment for your 2025 employee benefits is almost here. This is your annual opportunity to review, enroll in, or make changes to your health, dental, vision, and other benefits.

Key Dates:

Open Enrollment Start: [insert date]
Deadline to Submit Elections: [insert date]

Next Steps:

Watch for more details on plan options.
Review your current benefits.
Prepare any dependent documentation you may need.

Don’t miss this important window, your elections will remain in place until next year unless you experience a qualifying life event.

2. Kickoff Email (first day of open enrollment)

Subject line: Open Enrollment Is Now Live – Act by [deadline]

Open enrollment is now open! You have until [deadline date] to make your benefits selections for the upcoming plan year.

How to Enroll:

Log in to [system link]
Review plan options and costs
Submit your choices before the deadline

Need help? HR is available at [contact info].

Your benefits matter, don’t miss your chance to make the right choices for you and your family.

3. Reminder Email (midway through window)

Subject line: Reminder: One Week Left to Complete Your Enrollment

We’re halfway through the open enrollment period, and the deadline is quickly approaching.

If you haven’t yet reviewed your options and submitted your elections, please log in to [system link] today.

Deadline: [insert date/time]

After this date, you’ll need a qualifying life event to make changes. Don’t wait, act now.

4. Final Call Email (24-48 hours before deadline)

Subject line: Final Call: Benefits Enrollment Closes Soon

This is your last chance to complete open enrollment for 2025 benefits.

Deadline: [insert date/time]

If you do not take action, your current benefits may roll over, or you may miss coverage for the year ahead.

5. Poster / Notice Board Copy

Headline:
Open Enrollment is Here! Don’t Miss Out.

Body:
Your once-a-year opportunity to choose or change your benefits is open from:
[start date] – [end date]

Take action:

Review your options
Update your elections
Submit before the deadline

For questions, contact HR at [phone/email].

Footer
“Benefits elections lock in after the deadline. Act now!”

6. Additional Communication Opportunities

Payroll stuffer or paystub message: Short reminders like “Open Enrollment ends [date]. Log in to enroll.”
Shift meeting announcements: Supervisors give 1-minute reminders at daily huddles.
Text message reminders: For workforces without regular computer access, a short text like: “Open Enrollment closes [date]. Visit [link] or see HR.”
Intranet homepage banner: Quick link to the enrollment portal.
QR code posters: Post around breakrooms and time-clock stations linking directly to enrollment.

The Bottom Line for Large Employers

For Qualified ALEs, open enrollment is a high-stakes moment. Low adoption creates wasted spend and frustrated employees. High adoption delivers a healthier, more loyal workforce and stronger organizational ROI.

SBMA provides the systems, digital tools, and dedicated service teams needed to engage hundreds or thousands of employees across multiple sites, making open enrollment smoother, more effective, and more valuable for everyone.

Simplify administration. Increase adoption. Build a healthier workforce. Choose SBMA.