Managing Your Book of Business
Once you understand how companies and plans are structured, the next step is learning to create, organize, and maintain them. Whether you're onboarding a single new client or importing your full book of business during initial setup, this article covers the core operations you'll use every day.
Before You Begin
You need "clients/w" (write) permission to create or edit companies.
To perform bulk operations, you need "clients::all" permission.
Your team must be on a paid plan tier (Free tier cannot create company records).
Create a New Company
Click Companies in the left sidebar.
Click the New button in the top-right corner.
Enter the Company Name — for example, Harbor Benefits Group.
Fill in the fields as you have the information: company website, phone, EIN, business type, address, and NAICS code.
Hit Enter on your keyboard.
✓ You should see the new company record opens with a status of "Prospect" (the default). Two file directories have been automatically provisioned — one for internal files and one for portal-shared files, inside a single client folder.
💡 Tip: If you're the user who created the company and you don't have "clients::all" permission, you're automatically added as an assignee. This ensures you can see the company you just created.
Add Contacts to the Company
Open the company record and click the People tab.
Click + Add and choose the contact type: Internal (internal team member), Contact (client-side), or External (third-party advisor).
Select the person and assign a role — for example, Sarah Chen, HR/Payroll Admin as a Company Contact, or David Park, Plan Consultant as an Assignee.
Click Save.
💡 Tip: Contacts can be scoped to specific plans or deals. If Sarah Chen is the HR contact for only one of the company's three plans, set the plan scope when adding the contact association.
Use Tags to Organize Companies
From the company list or a company record, click Tags.
Select an existing tag or type a new tag name to create one. Tags are color-coded and shared across your team.
Common tag examples: "Year-End Priority," "MEP," "Needs Payroll Setup," "Vendor Conversion." Tags help your team filter the company list and run targeted bulk operations.
Run Bulk Operations
When you need to update multiple companies at once — like changing status to "Active" after a batch onboarding, or adding a tag to all companies in a specific segment:
From the Companies list, select the More menu button.
Click the Bulk Actions menu that appears at the top of the list.
Select the records you would like to bulk update.
Choose the operation: Update Status, Update Tags, Update Assignee, Update Custom Fields, or Delete.
Confirm the action. Each affected company receives an individual activity log entry.
⚠️ Warning: Bulk delete performs a soft delete that cascades to all associated plans, projects, tasks, contacts, employees, census records, and payroll connections. This action preserves data for audit purposes but removes the records from all active views.
For example, if you were to bulk delete a company, all linked plans, participants, and payroll connections would be deleted as well.
What Success Looks Like
You can create new company records, associate contacts in the correct roles, organize your book of business with tags, and perform bulk operations efficiently. Your companies list is clean, filterable, and reflects the real state of your client relationships.
Related Articles
Working with Projects and Tasks — launch workflows against your company records
Connecting Payroll — set up automatic payroll data sync for a company
Inviting Clients to the Portal — give plan sponsors access to the Client Portal
Next step: Working with Projects and Tasks →