Overview
Evolve Onboard offers integration with Clear I-9, a reliable, compliant, and streamlined I-9 solution for employers.
Employ Onboard has a referral model with Clear I-9, which means there is a direct connection between the Customer and Clear i-9, and all the commercials are between these two parties.
In case of support issues, customers can contact Clear I-9 or Employ directly.
Audience
New Hire, Onboarding Admin, Onboard Orchestrator
Use Case
By using the Clear I-9 task, new hires can complete Section 1 of the I-9 form, while the Onboard in-charge should complete Section 2.
Prerequisites
This section outlines the prerequisites needed before configuring the Clear i-9 integration within your Evolve Onboard system.
- Customer – Must purchase a package from Clear I-9.
- Customer – Will receive a unique client ID from Clear I-9.
- Customer – Submit a Help Center ticket for integration. Include the Client ID.
- Evolve Support – Enables the Tracking setting flag with the provided Client ID.
Once the above prerequisites are completed, you can create the Clear I-9 task.
Create a Clear I-9 Task
Navigate to the Onboard Admin tab. Select the Task Templates tab.
Click + New Task Template.
From the Choose type dropdown, select Clear I-9 Task Template.
Click Create.
Complete the form details:
- Select the desired Work Location permission policy in the body section.
- Name / Internal Name / Task Template Code- Provide your template with a unique name.
- Description – Describe what your new template will be used for.
- Default Assignee – Set to New Hire.
- Watchers—Select users with the role of Hiring Manager or Employee who should be notified about the progress of this task.
- Status—The template is marked Active by default. Active templates can be pulled into any process template and assigned to onboarding.
- Due Date – When the task should be completed.
- Activation Date—When you select Activates with onboarding kickoff, the task is assigned immediately and becomes visible to the assignee. When you select Delayed activation date, the task is assigned after a specified delay.
- Define Dependencies
- Inclusion Criteria
Click Save.
Form Completion
New Hire Experience
Upon logging into the New Hire portal, the new hire can see the list of tasks.
Click on the Clear I-9 tasks.
You may click the View Acceptable documents link to review the list of valid documents.
Work Location - Depending on the work location permission policy set by the OB Admin, the new hire can either change the address or view it.
Click Continue to Form I-9.
You will be redirected to the Clear I-9 system.
Review the information.
Click Next.
Enter details from the Introduction area in Section 1 of the I-9 form.
Click Next.
Complete the Name and Address fields. Click Next.
Complete the SSN and Add'l fields. Click Next.
Complete the Citizenship Info fields. Click Next.
On the last page, click Finish.
The onboard orchestrator/user is notified when the new hire completes Section 1.
Onboard User Experience
OB user now logs into the Clear I-9 system to complete Section 2 of the I-9 form.
OB users can view the Employee list. Click on the new hire name for whom you want to complete Section 2.
First, verify the new hire details in Section 1.
Click the Task History tab.
Click the action dropdown for Section 2.
Select Complete.
Complete each section, then click Next.
Once all the steps are completed, click Finish.
Verify the status is marked Complete.
A webhook event will trigger once Section 2 is completed, marking the Clear I-9 task as completed in the Onboard portal.