Onboarding Agent
Send the right welcome package, every time.The Onboarding Agent automates member onboarding at scale—assembling employer-specific welcome messages, attaching the correct benefits documentation, and delivering securely through your EMR. No more manual template selection or compliance gaps.
How It Works
Six steps to fully automated member onboarding
Retrieve Onboarding Queue
The workflow starts by pulling the onboarding list from your reporting system (e.g., Metabase)—eliminating manual exports and ensuring no new members are missed
Assemble Member Context
XY compiles the required inputs across systems, including employer-specific member details from your EMR and configuration signals needed to select the right templates and attachments
Select Correct Templates
Based on employer, region, and plan type, the agent automatically selects the appropriate welcome message template and benefits documentation
Generate Welcome Package
The Onboarding Agent generates a tailored welcome message and attaches the right documentation—extensible for employer-specific and region-specific variations
Deliver Securely via EMR
Messages are delivered through secure EMR messaging (not external email) to maintain HIPAA compliance and enable read tracking
Track & Audit
Every onboarding action is logged for compliance reporting, with full visibility into delivery status and member engagement
Key Capabilities
Everything you need for seamless member onboarding
End-to-End Automation
From queue retrieval to message delivery, the full onboarding cycle runs without manual intervention
Dynamic Template Selection
Automatically selects the correct welcome message and attachments based on employer, region, and plan type
HIPAA-Compliant Delivery
Messages delivered through secure EMR channels—never external email—maintaining full compliance
Delivery Tracking & Analytics
Track read receipts, engagement metrics, and delivery status across all onboarded members
Scalable Architecture
Handle hundreds to thousands of members per month without adding headcount or manual processes
Why It Matters
Member onboarding at scale is deceptively hard. Each employer and region can require different welcome messaging, benefits documentation, and delivery rules—and the process must be consistent, auditable, and HIPAA-aligned. At 1,000+ members per month, this replaces work that previously required multiple FTEs while improving consistency, compliance, and member experience.
Replace multiple FTEs worth of manual onboarding work
Eliminate template selection errors and compliance gaps
Improve member experience with consistent, timely welcomes
Maintain full audit trail for regulatory requirements
Use Cases
See how teams are using the Onboarding Agent
Multi-Employer Benefits Administration
You manage benefits for multiple employers, each with their own welcome messaging and documentation requirements—the agent handles all variations automatically
Regional Compliance
Different regions require different disclosures and documentation—the agent selects the correct package based on member location and employer rules
High-Volume Onboarding
You onboard hundreds or thousands of members monthly and need consistent, timely delivery without scaling your team
Audit-Ready Operations
You need full traceability of what was sent to whom and when—every onboarding action is logged and reportable