Book of Business Field Reference

This is the full field and matching reference for getting your book of business into careCycle. For the step-by-step walkthrough, see Import Your Book of Business.

Everything works as an upsert: if a matching record is already there, it gets updated, and if not, a new one is created. What counts as "matching" depends on how the data comes in, so CSV imports and API syncs are split out below.

How Matching Works

Medicare Plan Codes

For Medicare Advantage and Part D policies, planCode should be a CMS contract-style code. Dashes are optional in the import or sync payload, and careCycle stores the canonical dashed form.

For Medicare Advantage and Part D, the final three-digit segment is optional. If you send contract+plan only (for example H3146-036), careCycle infers the segment from CMS reference data and stores the complete code: it uses the plan's only segment when there is exactly one, defaults to -000 for a non-segmented plan, and rejects the record only when the plan has multiple segments (in which case include the segment to disambiguate).

CSV Import Options

A few settings only exist when you import a CSV:

• Customer status (required for every import): Lead (new potential customer), Active (customer with active coverage), or Inactive (legacy customer without active coverage).
• Policy type: if your file has policy columns but no policyType column, you pick one for the whole file. You can also set a Fallback policy type for rows that leave it blank.
• Add to campaign (optional): adds everyone in the file to a campaign. Only do this with a campaign that's already active. See Add Customers to a Campaign.
• Resolve Data Warnings: set default values for fields that are missing.
• Files can be up to 100MB.

The only column a CSV strictly needs is the phone number. The required fields below are what the API syncs require, and what you'll want in your CSV anyway.

Required Fields

Customer Fields

These fields are required for all books.

Medicare Customer Fields

TCPA Compliance Fields

At least one of these needs to be on every record. Without a time zone or postal code, we can't tell what time it is for the member, so campaigns skip them.

Medicare Policy Fields

ACA Policy Fields

The ACA sync sets policyType to ACA for you. On a CSV, include a policyType column or pick ACA as the file's policy type when you import.

Recommended Optional Fields

You don't have to send these, but you really should. They make your campaigns smarter, your task automations more useful, and give Cora more to work with on a call.

• Customer details: externalId, email, dateOfBirth, address, city, state, language
• Communication preferences: doNotCall, doNotSMS, doNotEmail, doNotMail
• Policy details: policySubType, policyNumber, applicationId, status (see Policy Statuses), electionPeriod, writtenAs
• ACA-specific: exchangeStatus, metalLevel, usingSubsidy, subsidyAmount, grossPremium, netPremium, paidThroughDate, gracePeriodStartDate, healthSherpaPolicyId
• Commission and financial: monthlyPremium, deductible, outOfPocketMax, initialCommission, renewalCommission, policyLives
• Ancillary premium payments: premiumMode, paymentMode, paymentMethod
• Underwriting (life and final expense): heightInches, weightPounds, smokerStatus
• Final expense and life policy details: deathBenefit, coverageLevel, draftDay, term, maturityDate, riders

Underwriting Fields

Carriers ask for these on life and final expense applications. Supplying them up front means an agent does not have to collect them mid-call.

Final Expense Policy Fields

deathBenefit is the field agents often call "face value"; there is one field for both names. draftDay is the day of the month the premium drafts, not a date. Coverage level names carry age bands at most carriers (Immediate and Graded/ROP typically apply to ages 0 to 79); the field stores the level only.

Ancillary Premium Payment Fields

These fields apply to policy types outside MA, MAPD, PDP, MS, and ACA.

CSV imports normalize common capitalization and formatting variants to these canonical values. API requests must use one of the accepted values shown above.

Communication preferences are enforced for you. Contacts marked do-not-call or do-not-SMS are automatically kept out of future campaign calls or texts.

Policy Statuses

status takes one of these values. Statuses drive a lot: automations like Win-Backs and Rapid Disenrollment Save fire when a policy's status changes, and campaign filters use them too. See Automation Triggers and Filters.

Other Accepted Values

The Medicare API sync only accepts MA, MAPD, MS, and PDP, and the ACA sync only ACA. CSV imports take any policy type.

More Fields You Can Import

The importer accepts a lot more than the fields above. A few worth knowing:

• More customer details: middleName, preferredName, suffix, salutation, gender, address2, county, ethnicity
• Medicare and Medicaid: medicarePartADate, medicarePartBDate, medicareCard, medicaid, medicaidNumber
• Current coverage: existingCoverage, existingCoverageCarrier, existingCoveragePlanName
• Household and income (ACA): householdIncome, filingStatus, dependentCount, annualIncome, subsidyEligible, desiredCoverageStartDate
• Other: veteran, vaNumber, agentName, agentNpn
• Policy IDs: carrierAssignedPolicyId, ffmApplicationId, sunFireEnrollmentCode, healthSherpaPolicyId

Anything that doesn't have a standard field can go into a custom field, for customers or policies.

Full Sync Field Coverage

For complete sync field coverage via the API, see:

• Medicare Sync
• ACA Sync