Frequently Asked Questions

HIBCopilot is a CRM and marketing automation platform built specifically for health insurance brokers. Unlike generic CRM tools that require extensive customization, HIBCopilot comes pre-configured with the workflows, pipelines, and automations that health insurance professionals actually need — from lead capture and AEP/OEP campaign management to renewal tracking and client communication.

The platform is built on top of GoHighLevel (GHL), one of the most powerful marketing automation engines available, but every template, automation, and workflow has been tailored to the health insurance industry. That means you get appointment scheduling, drip campaigns, SMS and email follow-ups, reputation management, and pipeline tracking — all speaking the language of health insurance from day one.

Whether you are a solo Medicare broker, a group benefits specialist, or an agency owner managing a team of agents, HIBCopilot gives you the tools to organize your book of business, automate repetitive tasks, and grow your client base without hiring additional staff.

Most CRMs on the market — Salesforce, HubSpot, even other GHL snapshots — are designed for general business use. That means you spend weeks (or months) building out custom fields for policy types, creating enrollment period workflows, and configuring pipelines that reflect how health insurance sales actually work. With HIBCopilot, all of that is done for you before you ever log in.

HIBCopilot includes pre-built automations for AEP, OEP, and SEP campaigns. It has pipeline stages that match the health insurance sales cycle: lead, quoted, application submitted, enrolled, active client, and renewal. Contact records include fields for carrier, plan type, effective date, and other insurance-specific data points that generic CRMs simply don’t account for.

Beyond structure, HIBCopilot also includes industry-specific content. Email and SMS templates are written with CMS compliance in mind. Campaign calendars align with Medicare and ACA enrollment periods. And our onboarding process is designed for insurance professionals, not generic small businesses — so you are productive faster with less friction.

The result is a platform that feels like it was built by someone who understands your business, because it was.

HIBCopilot includes a comprehensive suite of tools designed for every stage of the health insurance broker workflow. At its core, you get a full CRM with insurance-specific contact fields, pipeline management, and opportunity tracking. Every contact record can store policy details, carrier information, effective dates, and enrollment history.

For marketing and lead generation, HIBCopilot includes a website and funnel builder, landing pages optimized for insurance lead capture, appointment scheduling with calendar sync, and automated email and SMS sequences. You also get reputation management tools to collect and respond to Google reviews, social media scheduling, and a unified inbox that consolidates messages from email, SMS, Facebook, Instagram, and Google Business Profile into one place.

On the automation side, the platform includes pre-built workflows for AEP and OEP campaigns, birthday and policy anniversary outreach, renewal reminders, missed appointment follow-ups, and new lead nurture sequences. AI-powered features help with conversation follow-ups, lead qualification, and appointment booking — reducing the manual work that eats into your selling time.

Higher-tier plans add advanced reporting dashboards, multi-user support for agencies, white-label client portals, and dedicated account management. Every plan includes access to our insurance-specific template library, which is updated regularly to reflect current CMS guidelines and market trends.

HIBCopilot is designed with CMS compliance as a foundational consideration, not an afterthought. Our pre-built email and SMS templates are written to align with current CMS marketing guidelines for Medicare and ACA communications. Campaign workflows include built-in safeguards such as scope-of-appointment documentation prompts, opt-in verification steps, and appropriate disclaimers.

That said, it is important to understand that no CRM platform can guarantee compliance on its own. CMS rules change frequently, and compliance ultimately depends on how you use the tools. HIBCopilot provides the guardrails and best-practice templates, but you are responsible for ensuring your specific messaging, marketing materials, and sales practices meet current TPMO and CMS requirements.

We stay current with CMS regulatory updates and adjust our templates and guidance accordingly. When new rules are published — such as changes to the 48-hour contact rule, call recording requirements, or permissible marketing channels — we update our template library and notify users of any changes that may affect their workflows.

For brokers who need additional compliance support, our higher-tier plans include access to compliance review resources and best-practice guides tailored to your market segment.

No, HIBCopilot does not natively track insurance commissions. The platform is built on GoHighLevel, which is a CRM and marketing automation engine — not a commission management or accounting system. While you can use custom fields and notes to record basic commission information on contact records, the platform does not include carrier commission feeds, reconciliation tools, or commission statement parsing.

For brokers and agencies that need robust commission tracking, we recommend pairing HIBCopilot with a dedicated commission management platform such as AgencyBloc, Commissionly, or your carrier’s portal tools. These systems are purpose-built for tracking commission statements, reconciling payments against enrollments, and identifying discrepancies — tasks that require direct integration with carrier data feeds.

The good news is that HIBCopilot and a commission tracking tool complement each other well. HIBCopilot handles the front end of your business — lead generation, client communication, enrollment workflows, and retention — while your commission platform handles the financial back end. Together, they give you full visibility into both the relationship side and the revenue side of your book of business.

We are exploring integration options that would allow basic commission data to sync between platforms in the future, but we believe in being transparent about current capabilities rather than overpromising.

HIBCopilot offers four pricing tiers designed to match brokers at every stage of their business, and every plan starts with a 14-day free trial so you can experience the platform before committing.

The Cadet plan at $97 per month is ideal for solo brokers just getting started with CRM and automation. It includes the core CRM, basic pipeline management, appointment scheduling, and a starter set of email and SMS templates. The Pilot plan at $297 per month adds advanced automation workflows, AEP/OEP campaign templates, AI-powered follow-ups, and reputation management tools — this is our most popular plan for established individual brokers.

For agencies and high-volume producers, the Captain plan at $497 per month includes everything in Pilot plus multi-user access, advanced reporting dashboards, white-label client portals, and priority support. The Managed Growth plan at $997 per month is a full-service option that includes dedicated account management, custom workflow buildouts, campaign strategy sessions, and ongoing optimization — essentially an outsourced marketing operations team for your brokerage.

All plans include access to our insurance-specific template library, onboarding support, and regular platform updates. Annual billing discounts are available, and we offer custom pricing for large agencies with 10 or more users. Visit our pricing page or start your free trial to see which plan fits your needs.

Yes, importing your existing client list into HIBCopilot is straightforward. The platform supports CSV file imports, which means you can export your contacts from virtually any existing system — whether that is a spreadsheet, another CRM, an agency management system, or even your carrier portals — and bring them into HIBCopilot with their associated data intact.

During the import process, you can map your CSV columns to HIBCopilot’s contact fields, including insurance-specific fields like carrier name, plan type, effective date, and policy status. This mapping step ensures your data lands in the right places so that automations, pipelines, and reporting work correctly from the start.

For brokers with large books of business or complex data structures, our onboarding team can assist with data migration to ensure everything transfers cleanly. We can help with data cleanup, deduplication, and field mapping so you do not start with messy records. Higher-tier plans include hands-on migration support as part of the onboarding process.

Once your contacts are imported, HIBCopilot automatically enrolls them in relevant workflows based on their data — for example, clients with upcoming renewal dates will be added to your renewal reminder sequence, and contacts tagged as leads will enter your nurture pipeline. This means your CRM is working for you from the moment your data is loaded.

Yes, data security is a top priority for HIBCopilot. The platform is hosted on GoHighLevel’s infrastructure, which maintains SOC 2 Type II certification — an industry-standard security audit that verifies controls around data security, availability, processing integrity, confidentiality, and privacy are in place and operating effectively.

All data transmitted between your browser and the platform is encrypted using TLS (Transport Layer Security), and data at rest is encrypted using AES-256 encryption. Access controls include role-based permissions, so you can limit what team members can see and do within your account. Two-factor authentication is available and recommended for all users.

For brokers who handle Protected Health Information (PHI) and need to comply with HIPAA requirements, a HIPAA add-on is available. This add-on includes a Business Associate Agreement (BAA), additional access logging, and enhanced data handling procedures that align with HIPAA’s technical and administrative safeguard requirements. If you work with Medicare or individual health insurance clients and store any health-related information in your CRM, we strongly recommend enabling this add-on.

We also perform regular security assessments, maintain detailed audit logs, and follow responsible data retention practices. Your client data belongs to you — if you ever decide to leave HIBCopilot, you can export your complete dataset at any time. We do not hold your data hostage or charge export fees.