Employee Benefits Operations Platform

The challenge

First Gen runs a supplemental benefits program that employers offer their hourly workforce through payroll: virtual care, a health plan and whole life insurance. The operation behind it was spread across several Google Sheets. Employers sent changes through forms, those submissions landed on the team, and someone had to open the right sheets and update them by hand, for every new hire, termination or product change, across three products at once.

What we built

One platform for First Gen's employers and its internal team: guided employer onboarding with DocuSign, an employer portal with roster, census and request tracking, a customer success task queue for every benefits change, and internal tools for the master census, payroll job review, monthly payroll reconciliation and an activity log.

About the project

First Gen Financial Group runs a supplemental benefits program that employers offer their hourly workforce through payroll: virtual care, a health plan and whole life insurance. Behind it, the operation was spread across several Google Sheets. Employers sent changes through forms, the submissions landed on the team, and someone had to open the right sheets and update them by hand, for every new hire, termination or product change, across three products at once. Base Flows moved thousands of employee records out of those sheets into one database and built the platform on Softr with Vibe Coding. A new employer follows a guided onboarding, from sign-up and eligibility to the proposal, an engagement letter and account opening signed through DocuSign, and the census. Once live, each employer works from its own portal: the roster, a census grid that flags missing data, pending tasks and the status of every request. Every change becomes work someone owns. When an employer adds a new hire, reports a termination or asks for a product change, the platform creates the tasks for each benefit, assigns them to a customer success manager and tracks them in one team queue until they are resolved. Status and product changes keep their full history, so the team can see what was requested, when it was applied and who processed it. The internal team runs the rest of the operation in the same app. A master census brings every employee from every employer into one table with filters and exports, a review queue lets CS operations verify each payroll job before it is finalized, and a monthly review matches every payroll run against the roster, flagging who was paid but is missing from the roster and who is on the roster but was not paid. An activity log records what changed and who changed it. The platform has been in production since April 2026, and it was built to be extended: First Gen's in-house developer keeps adding tools and connecting it to the rest of the team's stack on the same data. "The team at Base Flows was extremely collaborative, knowledgeable, and accommodating. We will likely work with them again in the future. If you are looking for a true partner to build something, please run, not walk, to work with Base Flows!" Evan Walker, Operations Manager, First Gen Financial Group