Phase 1
Landing page
1
Install WordPress + Elementor Pro
Provision a WordPress install on your hosting environment. Install and activate Elementor Pro. Configure the site with BestStart branding — logo, colours, and fonts matching NIB brand guidelines.
WordPress
Elementor Pro
2
Build the branded landing page
Create a private, password-protected or link-gated page. Include a short intro paragraph, a cover overview section, and the Typeform embed block. Add an optional VideoAsk or Vimeo embed for the welcome video intro.
Elementor Pro
3
Embed the Typeform using an HTML block
In Elementor Pro, drag an HTML widget to the page. Paste the Typeform embed snippet (available from the Share tab of your Typeform). Set the embed height to at least 600px. Test across desktop and mobile viewports before going live.
Elementor Pro
Typeform
Phase 2
Typeform — eligibility, details & cover selection
4
Build the eligibility screening logic
Create 5 branching questions using Typeform's logic jump feature. Questions determine the employee's pricing tier (A–F). Use hidden fields to capture and carry the assigned tier through the rest of the form.
Typeform
Tiers: A = teacher + 24hrs + no specialists. B = teacher + under 24hrs. C–F follow the remaining eligibility combinations. Confirm logic with Dieter before locking.
5
Build the personal & family details section
Collect employee details: name, DOB, gender, address, email, phone, employee number, NIB policy number. Add a repeating group for family members — up to 9 additional insured, each with name, DOB, gender, and relationship fields.
Typeform
6
Build cover selection with live pricing
For each insured person, present add-on options: Specialist, GP, Dental & Optical, Pro-Active Health, Non-Pharmac ($50k–$300k), Trauma ($20k/$50k). Add excess level selection (NIL / $250 / $500 / $1k / $2k / $4k / $6k). Use Typeform's calculated fields with hidden variables to show a running monthly total as selections are made.
Typeform
Most complex build step. Age and gender-based pricing tables must be baked into calculated fields. Primary member Non-Pharmac $50k is $0 (included in base). Family members use unsubsidised rates. Confirm all pricing tables with Dieter before building.
7
Lock all field names to the naming convention
Before connecting to Make, set and lock all Typeform hidden field and question reference names. These names must exactly match the variable names used in the PandaDoc templates. Any mismatch will cause silent failures — fields will not populate in the generated documents.
Typeform
PandaDoc
Document and freeze all field names before building Make or PandaDoc. Changes after integration is built require updating all three platforms simultaneously.
Phase 3
PandaDoc — document templates & e-signature
8
Build the NIB add-on form template
Upload the NIB Change of Plan form PDF to PandaDoc. Map all Section 1.0 fields (policy number, name, phone, email, address) and Section 2.0 per-person fields (add-on tick boxes, excess selection) using PandaDoc's field variable system. Confirm variable names match the Typeform naming convention exactly.
PandaDoc
NIB form
9
Build the direct debit authority template
Upload the direct debit authority form to PandaDoc. Pre-fill policyholder name and NIB bank code (0654483). Leave the employee's own bank account number as a blank signature-step field — employees enter this directly when signing, for security. Do not pre-populate bank account details via Make.
PandaDoc
10
Configure the e-signature envelope
Group both documents (NIB add-on form + direct debit authority) into a single PandaDoc envelope. Set the signing order so the employee receives one email with both documents to sign in sequence. Add a completion notification to the Harness Financial admin email once both documents are signed.
PandaDoc
11
Add the e-signature legal disclaimer
Ensure PandaDoc's signing page includes NZ-compliant e-signature language referencing the Contract and Commercial Law Act 2017 (CCLA). Obtain one-time sign-off from your NZ solicitor on the disclaimer wording before go-live — this language is reusable across all future enrollments.
PandaDoc
Also confirm with your PI insurer that e-signature enrollment is appropriate for this policy type before going live.
Phase 4
Make — automation & data routing
12
Create the Make scenario
Log in to Make (Core plan). Create a new scenario. Set the trigger to a Typeform webhook — this fires once per completed form submission and delivers the full JSON payload in a single operation. Name the scenario clearly: e.g. BestStart — Enrollment Submission.
Make
Typeform
13
Map Typeform data to PandaDoc — NIB form
Add a PandaDoc module to the scenario. Connect it to the NIB add-on form template. Map each Typeform field value to its matching PandaDoc variable name. For family member arrays, add an iterator module to unpack the repeating group and slot each member's data into the correct numbered row in the template.
Make
PandaDoc
The family member iterator is the highest-risk mapping step. Test with 1, 3, 5, and 9 family members. Verify every member's data lands in the correct row in the generated PDF before go-live.
14
Map Typeform data to PandaDoc — direct debit
Add a second PandaDoc module to the same scenario. Connect it to the direct debit authority template. Map policyholder name and relevant fields. Leave the bank account number field unmapped — this is intentional. The employee completes it manually during the e-signing step.
Make
PandaDoc
15
Add the Google Sheets logging module
Add a Google Sheets module to the scenario. On each submission, write a new row capturing: employee name, email, employer reference, NIB policy number, pricing tier, number of family members, monthly total, and submission timestamp. This is the master enrollment tracker for Harness Financial.
Make
Google Sheets
16
Configure error handling & failure alerts
Enable Make's built-in error handler on the scenario. Set up an email notification to the Harness Financial admin address if any module in the chain fails. Failed runs are stored in Make's execution history for 30 days — this allows manual reprocessing. Do not skip this step.
Make
Make will not alert you to silent failures — where data is sent but a field name mismatch leaves a PandaDoc field blank. Error alerts only catch hard failures. The admin review step in Phase 5 is the safeguard against silent failures.
17
Add an internal notification to Harness Financial
Add a final email or Slack notification module. On each successful run, notify the Harness Financial admin with: employee name, number of members processed, and a direct link to the draft documents in PandaDoc. This creates a human checkpoint before the e-signature envelope is sent.
Make
PandaDoc
Phase 5
Testing & review checkpoint
18
Run the submission test matrix
Submit the Typeform four times using test data: 1 member (employee only), 3 members, 5 members, and 9 members. For each submission, open the generated PandaDoc draft and manually verify every field populated correctly — name, DOB, gender, add-ons, excess, and family member rows.
Typeform
Make
PandaDoc
19
Establish the admin review workflow
Define the step-by-step process for Harness Financial staff when a new enrollment notification arrives: open PandaDoc draft, check all fields, confirm family member count, verify monthly total, then manually trigger the e-signature envelope send. Document this as an internal SOP.
PandaDoc
This manual review step is a deliberate safeguard — not a workflow inefficiency. It prevents incorrectly populated documents reaching employees or NIB.
20
Complete end-to-end sign-off test
With Dieter and Joshua, run a full end-to-end test: submit the form, verify the Make run in the execution log, open the PandaDoc draft, trigger the envelope send, complete the e-signature flow as the employee, and confirm the signed documents are received and the Google Sheet row is written correctly.
Typeform
Make
PandaDoc
Google Sheets
Phase 6
Go live & NIB submission
21
Distribute the enrollment link to BestStart HR
Share the WordPress landing page URL with the BestStart HR contact. Confirm they understand the process, the timeline for employees to complete enrollment, and who to contact at Harness Financial if an employee has questions.
WordPress
22
Review and send completed enrollments to NIB
For each completed and signed enrollment, the Harness Financial admin downloads the final signed PDF from PandaDoc and forwards it to NIB at grouphealth@nib.co.nz. Confirm receipt with NIB and update the Google Sheet enrollment tracker with the submission date and NIB confirmation.
PandaDoc
NIB
Google Sheets
23
Monitor & maintain the integration
Check Make's execution history weekly during the initial run period. Watch for any failed scenarios or unusual patterns. If either Typeform questions or PandaDoc templates are ever modified, update all field mappings in Make simultaneously to prevent configuration drift and silent failures.
Make
Typeform
PandaDoc
The Make Core plan covers approx. 2,000–2,500 enrollments per month at ~4–5 credits per submission. Upgrade to Pro only if volume exceeds this threshold.