Enboarder now offers native Out of the Box i9 capabilities. You can contact your Customer Success Manager or Account Director to discover how you can access our i9 Module.
Here is a brief video showcasing the advantages of utilizing the Compliance Module within your new or exisiting Journeys.
Set Up
The setup process will be handled by Enboarder. After our team completes the setup, the Compliance Module will be accessible in your Workflows.
How to add the Compliance Module to a workflow?
Simply hover your cursor over the Sequence you wish to add the Compliance Module into and click on the '+' icon. Then, scroll down to find the 'Compliance' Module, click on it to automatically have it added to your Sequence.
Within the Compliance Module
When you go into the Compliance Module, you will see two fields that need to be completed.
1. The Compliance Form Field
Here you can select from two different Forms, whichever is relevant for you.
Form 1: Employment Eligibility Verification, I-9 Authorized Rep: The Employee will be provided with a form to fill out Section 1 of the I-9. The Employee has the option to have their documents verified by individuals they know and are willing to confirm their eligibility to work.
Form 2: Employee Eligibility Verification, I-9 E-Verify: The Employee will be provided with a form to fill out Section 1 of the I-9.
Form 3: Employee Eligibility Verification Standard: Once the Employee has submitted Section 1, a notification will be sent to the employer regarding their requirements.
It is the Employer's responsibility to review the Employee's documents after they have submitted Section 1.
2. Notifications
The Employer is required to fill out Section 2. This field will allow you to add the relevant Admins that need to be notified. To do this, you need to access the Account and Security Settings of your Enboarder account and locate the list of Admins. On the Profile we have added a user-level authorization called 'Compliance Section for Authorize Signatory' which you will need to enable.
Note: This is not enabled by default.
This permission is for admin-level users, so any user with this permission will have their name displayed in the notification field as an option to select.
The selected Admin(s) will be notified via email about the task they must fulfill for an Employee.
Note: Sequence Preview is not available for the compliance module.
Employee's Experience
An Enboarder Notification will be received by the Employee as they normally would with any other Sequence. When accessing the Compliance Module from their side, they will be able to locate the start button to fill out the I-9 form.
Once the Form is accessed, the relevant information will be automatically populated.
Once the Employee has filled out Section 1, the module will be marked as finished.
Note: There is an auto-save feature that will save any entered data in case the window is closed. This allows users to resume from where they left off.
Alerts
Once Section 1 is completed by the Employee. An alert will be sent to the designated Admin(s).
The Admin will receive an email regarding this Task and be asked to log into their Enboarder account. Once logged in, they will be presented with the Compliance Tile. The Tile will automatically be accessible if the integration is connected.
The Compliance Tile will show the total count of employees currently going through Section 1 and the upcoming assignments for those Employees, including those in Progress, Completed, and Overdue. You will also see the status of Section 2.
When clicking the Compliance Tile, you will be navigated to the Compliance Tab.
Compliance Tab
The Compliance Tab shows the progress of both the Employee and Employer. The default statuses that will be shown include 'In-progress', 'Overdue section 1', and 'Overdue section 2'. You can apply or remove statues using the Status Filter.
The following fields will be displayed:
Total Progress - The overall progress of the form in both Section 1 and 2.
Employee - The name of the Employee completing the form.
Section 1 - The status of Section 1 (Indicated by a green mark if it is on schedule, or a red mark if it is past due).
Section 2 - Status of Section 2 (Form).
Status - The current status of Section 2.
Due Date - Deadline for filling out the Compliance form (Key Date - this cannot be modified).
Last Modification - When the Employee made changes to the form.
Section 2 Actions - Once Section 1 is finished, this will become accessible. By clicking on it, the assigned Admin can access section 2 and review the provided documents.
Once both Section 1 and Section 2 have been filled out, the Compliance tab will show the data in the following format and the Status will appear as 'Completed':
Reporting
You can review the reports to see all of the steps that have happened. To review this report, navigate to the Reports Tab and select the Workflow option, then search for the Employee Report.
Next, click on the Sequence in question and then the Module.
If the form has been filled out, the module will be labeled as Completed and you will be able to view the details such as the date and time on the right side of the screen.
You can also view the Activity on the report that took place while completing Sections 1 and 2.
Got questions? 🧐
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