Our OOTB Compliance Module now offers US Federal Compliance forms “i9” and “W4” with centralised reporting for HR to manage new hire pre-onboarding all in one place without any context switch. 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
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.
Form 4: Federal Withholding [W-4]: The information the Employee provides here will be used to complete their Employee's Withholding Certificate (W-4). This enables your employer to withhold the correct federal income tax from your pay. For more information about completing this form, visit the IRS website here.
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.
Here is a sample of what the Form 4: Federal Withholding [W-4] looks like:
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.
i9 Re-Verification
i9 Re-Verification
🔁 Understanding How Re-Verification Works
The Re-Verification Workflow helps you automatically remind employees to re-submit or update documents that are about to expire — for example, work permits, IDs, or certifications.
Once enabled, Enboarder automatically launches a re-verification journey for employees whose documents are approaching expiry, based on the rules you’ve set in Settings.
⚙️ How the System Determines When to Trigger a Re-Verification
In Settings, you can choose how far in advance Enboarder should check for expiring documents — for example, 30, 60, or 90 days.
When this is set, Enboarder checks for employees whose documents are due to expire exactly on that selected day from today’s date.
Example:
If today is November 20 and your re-verification setting is 30 days, the system will identify employees whose documents expire on December 20 (exactly 30 days from now).
This ensures document checks happen consistently according to the selected time frame.
🚀 When Does the Re-Verification Workflow Launch?
The re-verification workflow is launched immediately once the system identifies employees whose documents meet your configured threshold (e.g., 30, 60, or 90 days before expiry).
As soon as this condition is met, Enboarder automatically begins the re-verification workflow for that employee — there’s no manual action required.
🧭 Why Does the Re-Verification Workflow Sit at “–7 Days” on the Timeline?
You might notice that the re-verification sequence appears on your workflow timeline as –7 days.
This placement is visual only — it does not mean the workflow starts seven days before expiry.
Enboarder is a time-based workflow engine, so every workflow needs an anchor point relative to a key date. To fit within this model, we position the re-verification sequence at –7 days from the document expiry date.
This allows you to view it within your overall workflow timeline, while the actual trigger happens immediately once the expiry data is received.
✏️ Can I Edit the Re-Verification Workflow?
Yes — you can edit the content of your re-verification workflow to match your company’s tone and process.
You can:
Update the text, videos, or form questions shown to employees.
Add or remove modules like acknowledgements, forms, or content blocks.
However, the trigger logic and placement (–7 days) are system-defined and cannot be edited.
🕒 Can I Edit the Timeline or Change When It Triggers?
The timeline position (–7 days) cannot be changed, as it’s used only for visual consistency.
The trigger itself happens automatically when Enboarder identifies documents approaching expiry — based on your selected re-verification period (30, 60, or 90 days).
💡 Quick Summary
Setting | What It Does | Example |
Setting | What It Does | Example |
30 / 60 / 90 days | Defines when Enboarder checks for expiring documents | “30 days” means documents expiring exactly 30 days from today |
Launch timing | Workflow launches immediately when an employee meets the criteria | Instant trigger |
Timeline position | Shows as –7 days (visual only, not actual trigger) | Keeps consistency in timeline view |
Editable content | ✅ Yes, you can edit modules and messaging | Update text, forms, videos |
📋 Note for Customers Migrating from Another I-9 Platform
If you’re moving to Enboarder from another I-9 management platform, make sure that your existing I-9 data and employee profiles are imported into Enboarder.
Only profiles that exist in Enboarder will be eligible for re-verification workflows. Employees whose data hasn’t been imported will not trigger a re-verification flow.
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? 🧐
Start a chat with the team in the top right of any Enboarder page!