Annual policy reviews
Annual policy reviews and allocation windows in GoHighLevel
For an annuity and life practice we delivered a review engine in GoHighLevel (GHL) that keeps every policy on its own dates: the yearly product review and, for indexed products, the carrier's allocation window. The two run on separate clocks, so a review that drags on never costs a client the window.
The job
A yearly schedule of promises, one policy at a time
An annuity and life practice owes each client a product review every year, on the anniversary of each policy. For fixed indexed annuities (FIA) and indexed universal life (IUL), the carrier also opens an allocation window, when the client can keep or change the policy's allocation. Every carrier sets its own offsets from the anniversary, and some windows are short: one carrier allows 15 days.
HighLevel can run that schedule, but not from the contact record alone. A client with three policies can have three anniversaries, three carriers and three different windows. So the engine starts from a custom Policy record linked to the client, with one row per policy and never one row per person.
Nobody types a date in. The engine works out each anniversary and each window from the carrier's offsets, and every date is pre-calculated through 2031. Several carriers close their windows one day early, so that is stored once as a carrier rule rather than corrected by hand on each policy.
The review and the allocation are kept apart on purpose, with separate triggers, separate sequences and separate task lists. If a client is slow to book the review, the allocation window still opens on time, with its own email and its own task for the advisor. Allocation covers FIA and IUL policies only.
Date-triggered workflows have a fallback as well: a weekly "due" field on each policy that the sequences can start from.
What we set up
The review engine, piece by piece
- A custom Policy record linked to each client, one row per policy
- Anniversary and allocation-window dates built from each carrier's offsets, never typed by hand
- Review sequence: an email 30 days before the anniversary, a scheduling email on the anniversary, booking open from day 1 to day 21, and a close-out on day 21
- Allocation sequence: a window-open email and a same-day task for the advisor, then a "no change" or "changes" email and a confirmation task
- A how-to-submit email in two versions, one of them for carriers that need the policyholder's signature
- A closing task that checks the recommendation reached both the client and the carrier
- Four HighLevel calendars in place of the old scheduler: phone-only discovery, product review, portfolio review (Zoom or in the office) and allocation, with Zoom on three and set booking windows
- Overdue-task escalation: after 1 day an email to the advisor, after 3 days an email to both principals plus a HighLevel notification
- The advisor's own email templates, placed word for word
- A written setup guide for the office
How a setup runs
From your carrier rules to the first review email
A 1:1 with Rob
Rob goes through your product mix, your carriers and how reviews get booked today. If you keep a carrier rules sheet, bring it, because the engine is built from it.
The plan, carrier table included
The plan document sets out every review and allocation email word for word, every task and who owns it, and the offsets for each carrier. You approve it before anything is built.
The policy book, loaded and read back
We load your policy list, link each policy to its client by policy number, and read every calculated date back to you with nothing switched on.
QA report and a test send
At handover you get a QA report with screenshots of each sequence, task and calendar, and the emails go to test contacts before any client receives one.
Switch-on by product type
The engine is turned on one product type at a time across every carrier, so each sequence is proven on one kind of policy before the next is added.
Changes after launch
A new carrier or a reworded email starts with a verdict: inside the scope we agreed, or new scope for you to approve.
What you bring
What the engine needs from your office
Your carrier rules
For each carrier: the offsets from the anniversary, the window length, and how a change is submitted, whether online, by phone or on a signed form.
Your policy list
Every policy with its number, carrier, product type and policy date. We match on policy number, never on a client's name.
Your wording
The review and allocation emails you already send, plus your close-out messages and voicemail words for the call steps. We place them as written.
Who does what
Which advisor owns the allocation tasks, and who in the office hears about it when one of them is overdue.
Where it stops
The engine never changes an allocation and never books an allocation meeting on its own. Without a clear yes from the client, nothing is acted on and the allocation renews unchanged. It makes no AI calls, leaves no ringless voicemails and uses no auto-dialer: every phone step is a task for your staff.
Services used
Before any text goes out
Texting from a local number needs an approved registration first. Until then, text steps in this build are tasks your staff send themselves.
Questions
What annuity and life advisors ask
Will the system change a client's allocation for us?
What happens with a client who has several policies?
Why custom fields and not tags?
How are spouses and joint policies handled?
What if a client never answers the review emails?
Who you talk to
Rob Eason
Rob runs HLAI Experts and takes the 1:1 calls himself.
He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.
He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.
Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.
On the call he looks at your account, not a script.
5/5 across 83 reviews in HighLevel's Certified Admin DirectoryBring your carrier rules to a call with Rob
Rob will show you how your review and allocation dates would be worked out, and what the engine needs from your policy list before anything is built.