The distribution list is where your RFP starts to work for you. With the right setup, Plansight automatically knows who should receive each RFP based on the details of the case — benefit type, state, group size, and the offices within your organization. The goal is simple: make sure the right carrier reps get the right RFPs without any extra effort.

How automatic distribution works

After you complete the initial steps of creating an RFP, you'll land on the distribution list. If you've created preset rules, the list will often populate on its own. You'll see contacts already selected because their rules match the specifics of the RFP you're building.

These rules live under Carriers > Carrier Reps, where each rep can have conditions that tell the system when they should be included.

If no rule matches the RFP, no reps are pre-selected. You can still build the list manually before sending.

What a rule is made of

Rules are created and edited in the RFP Distribution window, which opens from the rep's row on the Carrier Reps page. Each rule has five parts:

• Benefit Type(s) — the lines of coverage the rule applies to
• Service State(s) — the states where the rule applies
• Market Size(s) — small group, large group, or both
• Office(s) — which of your brokerage's offices the rule covers (only visible when your brokerage has offices set up)
• Employee Count — a minimum, a maximum, or both

A rep is added to the distribution list only when the RFP matches every part of the same rule. A part left blank matches everything: no benefit types selected means every benefit type, no states selected means every state, and so on. An employee count with only a minimum matches any group at or above that number.

Reading rules on the Carrier Reps page

On the Carrier Reps page, each rep's rule is displayed across six columns grouped under the Distribution Rule heading:

• Benefit Types
• States
• Markets
• Offices
• Region
• Group Size

A blank part in a rule does not mean something is missing. It reads as All Benefit Types, All States, All Markets, All Offices, All Regions, or Any Size — meaning the rule covers all of them.

Region is not set directly on a rule. It is derived automatically from whichever offices the rule names.

The RFP Distribution column shows a summary of the rep's setup: 1 rule, 2 rules, No rule, or Set by another office.

Adding, editing and deleting rules

Use the three-dot menu at the end of the rep's row to manage rules.

• A rep with no rule shows Add rule
• A rep with an existing rule shows Add another rule, plus an Edit and Delete item for each rule already on file

When a rep has more than one rule, each menu item is labeled with the detail that tells the rules apart — for example, Edit · Boise or Edit · Medical. This keeps it clear which rule you're modifying.

Multiple rules are how one rep covers different conditions. A rep might have a Boise rule for medical and a Dallas rule for dental, each with its own states, market sizes, and employee count range.

Finding reps by their rules

The Add Filter menu on the Carrier Reps page lets you filter by any part of a rule:

• Rule: Benefit Type
• Rule: State
• Rule: Market Size
• Rule: Office
• Rule: Region
• Rule: Covers Group Size — takes a single number and returns reps whose rule would include a group of that size
• Has Distribution Rules — returns only reps who have at least one rule set up

Filters follow the same blank-means-all logic that RFPs use. Filtering on Office = Boise also returns reps whose rule names no office, because a rule with no office specified covers Boise too.

When you combine filters, one rule has to satisfy all of them. A rep is not returned because one rule matches the state and a different rule matches the benefit type — both conditions have to be met by the same rule.

Use this to answer questions like "who receives our California medical RFPs for the Boise office" without opening each rep individually.

Who can see and edit which rules

This section applies only to brokerages that use offices and regions.

Broker Admins see and can manage every rule across all offices and regions.

Other users see rules that name one of their assigned offices or regions, plus rules that name no office. A rule that belongs only to offices outside their assignment reads Set by another office — its values are hidden and its menu is unavailable. The rep's row is always visible; only the rule details are restricted.

Making updates as you go

If you haven't set up presets yet, or if an RFP needs something different, you can update the distribution list directly on that RFP before sending:

• Add existing contacts from your carrier rep directory
• Remove contacts you don't need for this RFP
• Enter a new rep by typing in their name and email

When adding a new rep by email, the domain must match the carrier's authorized domain.

Once a rep is added to an RFP, you can create rules for them later so future RFPs select them automatically. For adding reps who aren't yet in the system, see How to Add New Carrier Contacts.

Common Questions

• Why does a rep show All Offices? The rule was saved with no office selected, which means it applies to every office. A blank office field is intentional — it tells the system the rule covers all offices, not that the setup is incomplete.
• Why can't I edit a rule? The rule belongs to an office outside your assigned offices or regions. It shows as "Set by another office" and can only be edited by a Broker Admin or a user assigned to that office.
• Can one rep have more than one rule? Yes. Open the three-dot menu on the rep's row and choose Add another rule. Each rule can have its own benefit types, states, market sizes, offices, and employee count range, so one rep can cover different conditions for different parts of your book.
• How do I find every rep who gets a certain state or benefit type? Use Add Filter on the Carrier Reps page. Select Rule: State or Rule: Benefit Type, enter the value you're looking for, and the list returns every rep whose rule covers it — including reps with a blank in that field, since blank means all.
• What happens if no preset rule matches my RFP? No reps are pre-selected on the distribution list. You can still add contacts manually before sending.
• How do I set up a rule based on group size? Open the RFP Distribution window for the rep and enter a minimum, maximum, or both in the Employee Count fields. A minimum with no maximum matches any group at or above that number.
• Where do distribution rules live in Plansight? Under Carriers > Carrier Reps. Each rep's rules are visible in the Distribution Rule columns and managed through the three-dot menu on their row.

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