Adding Employers and Groups

This guide walks Brokers through creating Employers and their associated Groups in MonarkHQ.

1. Understanding Employers and Groups

In MonarkHQ, an Employer is the legal company entity offering benefits to its employees.

A Group represents the benefit-eligible population for a specific plan year under that Employer.

This distinction is important:

Employer = long-lived company record (persists across years)
Group = plan-year–specific population that changes over time
Census, Quotes, and Proposals are all tied to a Group

This guide focuses on creating and managing Employers. Groups are created when you begin quoting or building proposals for a specific plan year.

Each Employer contains:

Company information (legal name, tax ID, SIC code, etc.)
Location details (headquarters address, billing address, FIPS code)
Contacts (HR representatives, decision makers)
Renewal information
Associated Groups and Proposals

2. View Your Employers

Employer List

Navigate to Employers in the sidebar to see all your employer clients. The list displays:

| Column | Description | | ------------- | ------------------------------------- | | Employer Name | Legal business name | | Location | City and state of headquarters | | Groups | Number of Groups (plan years) created | | Renewal Date | Next renewal date | | Status | Employer status |

Sorting and Filtering

Click column headers to sort the list
Use the search bar to find employers by name
Filter by status or other criteria using the filter options

3. Creating a New Employer

Starting Employer Creation

Click Create New Employer from the Employers page
Or click + New Employer from the dashboard

Employer Creation Form

The employer creation form is organized into collapsible sections. All sections can be completed in any order.

| Field | Required | Description | | --------------------- | -------- | ------------------------------------------- | | Employer Name | Yes | Legal business name | | SIC Code | No | Standard Industrial Classification code | | Tax ID (EIN) | No | Employer Identification Number | | Established Date | No | When the company was founded | | Chamber / Association | No | Indicates chamber or association membership | | Employer Type | No | Small Business, Large Enterprise, etc. | | Employee Count | No | Total number of employees | | Street Address | Yes | Headquarters address | | City | Yes | City | | State | Yes | State | | ZIP Code | Yes | 5-digit ZIP code | | FIPS Code | No | Federal geographic identifier | | Rating Area ID | No | Insurance rating area identifier |

You may optionally enter a separate billing address if different from the headquarters address.

Contacts Section (Optional but Recommended)

Add key contacts at the employer company:

Click + Add Contact
Enter contact details:
- Display Name (required)
- Email address
- Phone number
- Mark as Primary Contact (optional)
Repeat to add additional contacts

Tip: Adding at least one contact with an email address is required to send proposals later.

Renewal Information Section (Optional)

| Field | Description | | ------------ | --------------------------------------------------------------- | | Renewal Date | Date current coverage expires (defaults to first of next month) |

Saving the Employer

Review all entered information
Click Create Employer & Continue
You’ll be redirected to the Employer detail page

What Happens Next

After creating an Employer, you can:

Create a Group for a specific plan year
Upload a Census for that Group
Retrieve Instant Quotes or send RFPs
Build and present Proposals

4. Viewing Employer Details

Click any employer in the list to open its detail page.

Overview Tab

Employer information summary
Location details
Primary contacts
Recent activity

Groups & Proposals Tab

All Groups associated with this Employer, including:

Group name / plan year
Effective date
Member count
Proposal status

Each Group represents a distinct plan year and may have multiple proposals.

Contacts Tab

A complete list of employer contacts with options to:

Add new contacts
Edit existing contacts
Set a primary contact
Remove contacts

5. Editing an Employer

Navigate to the Employer detail page
Click Edit in the header
Modify fields as needed
Click Save Changes

Editable Fields

Company information
Location details
Contacts
Renewal information

6. Managing Employer Contacts

Adding Contacts

Open the Employer’s Contacts tab
Click + Add Contact
Enter:
- Display Name
- Email address
- Phone number
- Primary Contact flag (optional)
Click Save

Editing Contacts

Locate the contact
Click Edit
Update the information
Click Save

Setting the Primary Contact

The primary contact is automatically selected when sending proposals.

Edit the desired contact
Check Is Primary Contact
Save changes

Removing Contacts

Locate the contact
Click Remove
Confirm removal

⚠️ Warning: Removing a contact is permanent and cannot be undone.

7. Employer Actions & Best Practices

Employer Actions

From the Employer detail page, you can:

| Action | Description | | --------------- | -------------------------------------- | | Create Group | Start a new plan-year Group | | Create Proposal | Build a proposal for an existing Group | | Edit Employer | Modify employer details | | View Groups | See all Groups and Proposals |

Best Practices

Create the Employer Once

Employers persist across plan years. Reuse the same Employer record for renewals instead of creating duplicates.
Keep Contacts Current

Accurate contact information ensures proposals, magic links, and communications reach the right people.
Set Renewal Dates Early

Accurate renewal dates help you:
- Plan renewal workflows
- Avoid coverage gaps
- Prioritize time-sensitive Groups

Next Steps

Now that your Employer is created, continue with:

Creating Groups & Uploading Census
Creating Proposals
Quoting Coverage