Overview
Client and policy information in GydeOS comes from your insurance carriers — not from manual entry. Carriers provide Book-of-Business (BoB) reports: structured data files listing all the members enrolled in their plans through your agency. Gyde ingests and normalizes these files so your clients and their policies appear automatically in GydeOS.
What Is a Book-of-Business File?
A BoB file is an export from a carrier (such as Oscar, Humana, or Aetna) containing per-member data for every client enrolled in that carrier's plans through your agency.
Depending on the carrier, this typically includes:
Client name, date of birth, phone, email, and mailing address
Plan details: carrier, plan ID, and line of business (Medicare Advantage or ACA)
Policy status (Active, Pending, Lapsed, or Cancelled)
Enrollment date and effective dates
Premium information
Gyde works directly with each carrier to receive these files on a regular cadence — brokers do not need to download or manage them.
How Gyde Processes the Data
When a carrier delivers a new BoB file, Gyde's pipeline handles everything automatically:
The file arrives via a secure, carrier-specific connection managed by Gyde.
The file is validated and loaded into Gyde's data pipeline.
Carrier-specific field names and status codes are normalized into a consistent format — so various statuses from different carriers all resolve to the same Active or Lapsed status in GydeOS.
Duplicate records within the same file are deduplicated automatically.
The normalized data is synced into GydeOS and attached to the appropriate client and policy records.
This process runs end-to-end without broker involvement. If a file fails validation or processing, Gyde's team is notified internally and investigates.
What You'll See in GydeOS
Once a file has been processed, open Clients in the left navigation, select the client, then open their Plans tab. Their policies are listed there under Policies, and for each one you'll see:
Carrier name and plan
Policy status (Active, Lapsed, Pending, or Cancelled)
Enrollment date and effective start and end dates
Premium (if available in the carrier book of business report)
A filter on that section lets you narrow it to active policies only.
Client contact details — phone, email, and mailing address — are also populated from this data and used by Gia when reaching out to clients. You'll find those on the client's Client Details tab.
When Does Data Update?
Data updates on a cadence — this is not a real-time sync. The frequency depends on the carrier and the schedule Gyde has established with them. If a client's information looks out of date, the latest carrier file may not yet have arrived. Contact Gyde Support if you believe data is missing or incorrect.
Secure Upload
You can also send client and plan documents to Gyde yourself, securely and without email, using Secure Upload in GydeOS. Gyde receives them, then normalizes and processes them into GydeOS for you.
How to use Secure Upload
From the left-hand navigation panel, select Secure Upload
Choose the files you want to send
Upload them
Gyde receives the documents securely, then normalizes and processes them into GydeOS for you.
Don't see Secure Upload in your left navigation? Email [email protected] and Gyde Support will turn it on for your account.
Watch a quick demo
See Secure Upload in action: Secure Upload demo.