Create a Clear I-9 Task

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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.

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Click + New Task Template.

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From the Choose type dropdown, select Clear I-9 Task Template.

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Click Create.

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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 

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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.

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You will be redirected to the Clear I-9 system.

Review the information.

Click Next.

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Enter details from the Introduction area in Section 1 of the I-9 form.

Click Next.

Complete the Name and Address fields. Click Next.

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Complete the SSN and Add'l fields. Click Next.

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Complete the Citizenship Info fields. Click Next.

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On the last page, click Finish.

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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.

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First, verify the new hire details in Section 1.

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Click the Task History tab.

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Click the action dropdown for Section 2.

Select Complete.

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Complete each section, then click Next.

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Once all the steps are completed, click Finish.

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Verify the status is marked Complete.

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A webhook event will trigger once Section 2 is completed, marking the Clear I-9 task as completed in the Onboard portal.

 

 

 

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