CRM - Client Information & Materials Request 1Submission Information2Stakeholders3Client Information4Enrollment Details5Fulfillment Details6Design7Announcement Materials Selection8Enrollment Materials Selection9Product Offerings10Confirmation Submission InformationSubmitted By* First Last Submitter Email* Meeting Date MM slash DD slash YYYY I have provided information about all stakeholders to ensure effective communication and the involvement of all relevant parties. Completing this form institutes the Announcement & Enrollment Materials request process. If materials are required, the contents of this form will be used to generate quote(s). The Client, Broker, CRM, Sales, and Creative will receive an email containing all of this information.I understand.* Yes No StakeholdersClientClient Type* New Established Client Name*Client Primary Contact* First Last Client Phone*Client Email* Other Client StakeholdersBrokerBroker Name*Primary Broker Contact* First Name Last Name Broker Phone*Broker Email* Other Broker StakeholdersBVI TeamCRM Name* First name Last Name CRM Phone*CRM Email* Salesperson Name* First Last Salesperson Phone*Salesperson Email* Client ProfileIndustryEmployee DemographicsEmployee GroupsEmployee Group 1*Group 1 NotesEmployee Group 2Group 2 NotesEmployeeGroup 3Group 3 NotesEE Group 4Group 4 NotesAdditional Employee GroupsAccepted file types: xls, xlsx, Max. file size: 50 MB.Attach a spreadsheet containing additional Employee Group data. Acceptable file types are .xls, .xlsx,.csv Enrollment DetailsStart Date* MM slash DD slash YYYY End Date (Soft/Advertised)* MM slash DD slash YYYY End Date (Hard/Actual)* MM slash DD slash YYYY Enrollment Method* Face-to Face Telephonic Web Other Enrollment Method DetailsEnrollment Type* Open Enrollment New Hire Voluntary Only Specialty/FSA Other Enrollment Type DetailsAnnouncement Materials Yes No Unknown Enrollment Materials Yes No Unknown Fulfillment DetailsType of Fulfillment* Print Electronic Client Other Print Fulfillment Quote* Yes No Print Fulfillment Method* Drop-Ship to Human Resources Direct Mail to Employees Other Locations & QuantitiesFulfillment Details DesignDesign Changes?* Yes - Full Yes - Partial No Unknown Design Changes DetailsAvailable Client Assets Branding Guide Style Guide Art/Images Dedicated Art/Marketing Resource Logos Color Palettes Fonts & Specifications Other Other Client AssetsLook & FeelTheme & MessagingOther Design Details Materials SelectionAnnoucement Materials* Teaser Postcard Reminder Postcard Poster Flyer Brochure Payroll Stuffer WebACES Flyer Other Unknown Teaser Postcard Arrival Date MM slash DD slash YYYY Reminder Postcard Arrival Date MM slash DD slash YYYY Poster Arrival Date MM slash DD slash YYYY Flyer Arrival Date MM slash DD slash YYYY Brochure Arrival Date MM slash DD slash YYYY Payroll Stuffer Arrival Date MM slash DD slash YYYY WebACES Flyer Arrival Date MM slash DD slash YYYY Announcement Materials Details Enrollment Materials* Envelope Guidebook Cover Letter Current Benefits Letter Rate Sheet Confirmation Statement Wellness Guide Regulatory Documents Other Unknown Envelope and/or Guidebook Arrival Date MM slash DD slash YYYY Cover Letter Arrival Date MM slash DD slash YYYY Current Benefits Letter Arrival Date MM slash DD slash YYYY Rate Sheet Arrival Date MM slash DD slash YYYY Confirmation Statement Arrival Date MM slash DD slash YYYY Wellness Guide Arrival Date MM slash DD slash YYYY Enrollment Materials DetailsTranslation Required* Yes (Spanish) No Other Unknown Translation Details Product OfferingsAdding New Products* Yes No Products To AddRemoving Products* Yes No Products To RemoveCore Benefits* Medical Dental Vision Separate Prescription Plan FSA HSA Tele-Medicine Wellness Long-Term Disability Short-Term Disability Accidental Death & Dismemberment Term Life Insurance 401(k) Other Core Benefits DetailsVoluntary Benefits* Universal/Whole Life Insurance Critical Illness Insurance Accident Term Life Insurance Disability Legal Plan Employee Assistance Program Identity Theft Protection Other Unknown Voluntary Benefits Details Acceptance of Form ContentsClient Assets & Elements If materials have been requested, It is the Client’s responsibility to provide any existing assets (including brand & style guide, images, logos, fonts, etc.) as well as any elements for which they are responsible for developing (including enrollment-specific artwork, language, regulatory documents, etc.) by the due date agreed upon during the initial project setup. If this all materials are not received by BenefitVision’s Creative Department on time, the timeline (including production and fulfillment) may be adjusted. Development & Review In order to ensure consistent messaging and design across all pieces, one piece (usually the guidebook cover) must be developed and approved before development of other pieces can move toward. The client will have the opportunity to review a maximum of two drafts (for which they may submit changes) and one final proof (which should not have any changes) per piece. One Live Editing Session will be hosted by BenefitVision’s Creative Department for first-round changes of the guidebook interior. Changes & Approvals All drafts and proofs will be provided to the client (via the BenefitVision CRM) in PDF format through a link to the Adobe Cloud. All changes must be submitted in writing, with the exception of the live editing session (which is recorded and archived for future reference). Scans of handwritten edits on printed pages are not acceptable. Acceptable methods of submission are: E-mail – Changes should be in a bulleted list as the body of the e-mail, including page number references and before/after language. (Example: “Page 19 – Change “blue” to “cerulean” in the fourth paragraph”, etc.) PDF – Documents should be downloaded and marked up using the commenting tool available in Adobe Acrobat Reader. If the client (or other stakeholder) is unfamiliar with this method, the Creative team will host a ½ hour webinar on how to use it Adobe Acrobat Reader is free and available for download here. (Link to product download page). It is the Client’s responsibility to respond quickly to requests for changes and approvals. Any variation—including those which are not under the client’s direct control—can result in a delay in production and fulfillment. Confirmed.* Yes No Δ
