SCENARIOS
do my employees HAVE TO MEET with a representative every year?

Maybe.  What does 'maybe' mean?  Well, there is no reason an employee has to talk about voluntary insurance every year.  But some of your programs, for example, flexible spending accounts, might require that your employees make an election every year,

A process must exist to capture the elections that are required.  That process might include a representative meeting one-on-one with all employees, it might involve use of a 'form drop' at human resource offices, or it might include an online process.
making a difference with voluntary benefits