Skip to main content
Back to Resources
General

Broker Sending Proposals

Sending Proposals

Once your Proposal is finalized, the final step is delivering it to your Employer for review and selection. MonarkHQ provides secure, trackable proposal delivery with a professional, employer-friendly experience.

This guide focuses on sending, accessing, and tracking Proposals—not on building or editing proposal content.

1. How Proposal Delivery Works

The Delivery Flow

  1. You select Employer recipients
  2. MonarkHQ sends secure emails with magic links
  3. Employers access a private proposal portal
  4. Employers review options and submit selections
  5. You’re notified when actions occur

What Employers See

Employers access a dedicated proposal experience that includes:

  • Coverage options organized by coverage type
  • Employer and employee costs (contributions applied)
  • Side-by-side comparisons
  • Supporting documents and notes
  • Selection and submission tools

Employers cannot edit proposal content—only review and select.

2. Preparing to Send

Before sending, confirm the Proposal is ready for Employer review.

Pre-Send Checklist

  • Quotes and offers finalized
  • Employer contributions applied
  • Recommendations clearly marked
  • Attachments included
  • Notes added (if applicable)
  • At least one Employer contact has an email address

Final Review

  1. Open the Proposal tab
  2. Review coverage sections and recommendations
  3. Confirm cost summaries are accurate
  4. Preview the employer experience (if available)

Once sent, recipients always see the latest version of the Proposal.

3. Sending the Proposal

Initiating the Send

From the Proposal tab:

  1. Click Send Proposal
  2. The Send Proposal dialog opens

Selecting Recipients

The dialog lists all Employer contacts associated with the account.

Each contact shows:

  • Name and email
  • Primary contact indicator
  • Selection checkbox

Primary contacts are pre-selected by default.

Adding New Recipients

If needed:

  1. Click + Add New Recipient
  2. Enter name and email
  3. Click Add

New recipients are saved as account contacts for future use.

Adding a Personal Message (Optional)

You may include a custom message:

  • Appears in the email and proposal header
  • Useful for context, deadlines, or next steps

Link Expiration

Choose how long the proposal access link remains active:

| Duration | Best Use | | ---------- | ------------------------ | | 7–14 days | Time-sensitive decisions | | 30 days | Standard review | | 60–90 days | Extended evaluations |

Sending

  1. Confirm recipients
  2. Add optional message
  3. Set expiration
  4. Click Send to [X] Recipients

You’ll see a confirmation once delivery succeeds.

4. What Recipients Receive

The Email

Each recipient receives a personalized email containing:

  • Your name and organization
  • Employer name
  • Optional personal message
  • Call-to-action button
  • Secure magic link

The Magic Link

Magic links are:

  • Secure and recipient-specific
  • Passwordless
  • Time-limited
  • Single-use per session

Employers are automatically authenticated when they click the link.

5. Tracking Proposal Status

Proposal Statuses

| Status | Meaning | | --------- | ----------------------------- | | Sent | Delivered, not yet opened | | Viewed | Employer accessed proposal | | Responded | Employer submitted selections |

How Status Updates

  • Sent → Viewed: First time a recipient opens the proposal
  • Viewed → Responded: Employer submits selections

Where to Check Status

  1. Open the Proposal
  2. View the status indicator in the header
  3. See timestamps for recent activity

6. Employer Selection & Response

Employer Actions

Within the proposal portal, Employers can:

  • Review coverage options
  • Compare plans
  • See contribution-adjusted costs
  • Select preferred options
  • Submit selections back to you

When Employers Submit

When selections are submitted:

  1. Proposal status updates to Responded
  2. Selections are recorded in the Proposal
  3. You can review chosen options and notes
  4. Notifications may be sent to you

After Selection

Typical next steps include:

  • Confirming selections with the Employer
  • Marking confirmed plans as sold — brokers and employers can each mark individual Proposal Items as sold directly in MonarkHQ. When an Employer marks a plan, the broker receives a notification. See Marking Plans as Sold for details.
  • Finalizing carrier submissions
  • Beginning implementation or enrollment

7. Managing Recipients & Resending

Manage Recipients

Once a proposal has been sent, a Manage Recipients button appears in the proposal. Use it to:

  • View everyone the proposal was sent to
  • Add new recipients who need access
  • Resend the proposal to specific contacts

The Manage Recipients dialog shows the current recipient list and lets you send fresh magic links to any combination of existing or new contacts without having to resend to everyone.

When to Resend

You may resend if:

  • A recipient didn't receive the email
  • Links expired
  • Additional stakeholders need access
  • Proposal content changed

How to Resend

  1. Open the Proposal
  2. Click Manage Recipients
  3. Select or add recipients
  4. Click Send to deliver fresh magic links

Previously sent links may remain active until expiration.

8. Making Changes After Sending

Updating a Sent Proposal

If changes are required:

  1. Update the Proposal
  2. Resend to notify recipients
  3. Employers automatically see the latest version

Previous selections may require reconfirmation.

9. Best Practices

Timing

  • Send during business hours
  • Allow adequate review time
  • Set realistic expiration dates

Recipients

  • Include decision-makers
  • Verify email accuracy
  • Avoid unnecessary recipients

Communication

  • Add brief personal context
  • Follow up if no response
  • Be available for questions

10. Troubleshooting

Email Not Received

  • Verify email address
  • Check spam folder
  • Resend proposal

Link Expired

  • Resend with a longer expiration
  • Notify recipient

Access Issues

  • Confirm correct link
  • Verify expiration
  • Resend if needed

11. Security & Access Control

Magic Link Security

  • Recipient-specific
  • Time-limited
  • No password required

Data Privacy

  • Employers only see their Proposal
  • No cross-client access
  • Secure authentication

Next Steps

After sending:

  • Monitor proposal activity
  • Respond to Employer questions
  • Prepare for enrollment once selections are made

Related:

  • Employer Guide — Employer-facing experience
  • Organization & Profile — Managing your settings