Benefits-Termination & COBRA Notice Tracker: Never Miss a Notice Deadline Again

The problem this kills

When someone leaves, the benefits clock starts ticking — and it's unforgiving. Each plan has its own coverage end-date rule (end of the termination day, end of the month, the last paid day). Continuation-coverage notices have hard, legally defined send-by windows. Miss one and the company is exposed: penalties, premiums it has to eat, and an ex-employee who didn't know they could keep their coverage.

Most benefits admins run all of this from a spreadsheet and a calendar reminder. They eyeball the end-dates, hand-draft the notices, try to remember which ones went out, and hope nobody slipped through. It's stressful, it's manual, and the cost of one missed deadline dwarfs the cost of fixing the process. You don't need to be a developer to fix it.

What you'll build

A simple internal web tool. You load a termination record (last day, reason) and the employee's enrolled plans. The tool applies your configured end-date rule per plan, computes each plan's coverage end-date, and works out which continuation-coverage notices are required and their exact send-by deadlines. It drafts each notice from your templates and shows your benefits admin a clean worklist: the computed end-dates, the drafted notices, and the deadline for each. The admin reviews, confirms the dates, fixes anything off, and clicks Approve. Only then does the tool send the notices, track each one to acknowledgment (sent, delivered, acknowledged), and prepare a carrier-termination export so coverage is actually ended with the carriers. Every step is logged.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — your current offboarding process and who owns it, the HRIS or spreadsheet your terminations come from, the exact plan names and end-date rules you use, which notices you're required to send and their deadline rules, how you track acknowledgment, your typical and peak termination volume, and your messy edge cases — and then it tailors the data model, the date math, and every later step to your answers. This is not a generic template; the agent reflects a short spec back to you and waits for your thumbs-up before it builds anything. From there it walks the agent through loading terminations, computing per-plan end-dates, generating notices with deadlines, the admin review-and-approve screen, sending and acknowledgment tracking, and the carrier-termination export — each step with a ready-to-copy prompt. There's also a fallback so you can build the whole thing today even with no API to your HRIS.

The governance it includes (this is the point)

This is compliance-sensitive HR tooling, so it ships with the controls a benefits team needs: login so only your team can use it, row-level security so you only ever see your own organization's people and terminations, a complete audit trail of who computed, reviewed, and approved what and when, a hard human-approval gate so no notice is sent and no carrier file is built until the admin signs off and confirms the deadlines, and duplicate guards keyed on employee + plan so the same termination can't be processed twice. Send-by deadlines are tracked with proof of delivery, not just a checkbox.

Who it's for

Benefits admins and HR generalists who track terminations and notice deadlines in a spreadsheet and live with the quiet fear of missing a legally required window. If you can describe how your plans end and which notices you owe, you can build this.

You've got this — start with the plan, paste the first prompt, answer the interview, and you'll see your first termination's end-dates and notice deadlines computed the same afternoon.