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I-9 Setup & Configuration
I-9 Setup & Configuration

Easily set up and assign an I-9 task to your newly-hired employees

Meghan Dinkle avatar
Written by Meghan Dinkle
Updated over a week ago

Fountain makes it easy to get started with the Worker Experience I-9 Center. Follow the steps below to work with us to get up and running on the I-9 Center:

1). E-Verify Account

If your company plans to utilize any of the following features, then you will need to have your own E-Verify account with web services enabled [1]:

  • Remote verification of documents (over video)

  • E-Verify case creation

If you do not plan on using any of these features, you can still take advantage of the Fountain I-9 Center functionality, but only with the standard in-person document verification for Section 2.

I do not have an existing E-Verify account, but I would like one:

No problem - let’s get one set up! Go to the E-Verify account site here and follow the instructions to get set up.

While setting it up, make sure to select Web Services - Employer as the account type.

Once that’s complete, continue on to the next setup steps down below.

I have an E-Verify account. How do I know if it has web services enabled?

Follow these steps to verify that your account has web services enabled [1]:

  1. Log in to your E-Verify account here

  2. Once logged in, click on your name in the top right corner

  3. Click on Company Account and then Company Profile

  4. Scroll down to the bottom of the page and find the Company Access and MOU section > under “My Company is Configured to”, see if ‘Use Web Services’ is listed:

✅ If it is listed, great! You’re ready to use your account.

🚧 If it is not listed, you’ll need to create a new account with E-Verify. Please see the steps under I do not have an existing E-Verify account on how to set up a new account.

2). Intake Form

Once you have a web service-enabled E-Verify account created, fill out and submit this WorkBright-enabled new customer intake form.

Note: if your company has multiple EINs, you can specify that on this form.

Note that the Subdomain field will appear in the URL that your employees see. We recommend putting your company name in this field.

3). Set up I-9 tasks in Worker Experience

Now that you have I-9 enabled on your account, you’re ready to start assigning the I-9 form to your workers! This is done through an onboarding flow in the WX platform.

Follow these steps to create an onboarding flow that will assign an I-9 form to your workers:

  1. Click Onboard in the WX sidebar

  2. On the Flows and tasks page, click Add Flow in the top right

  3. This will open the Onboard Flow editor, starting with the Flow details page > give your flow a Flow Name and Flow Description

  4. Click Next to go to the Add Tasks page

  5. Click Add Task and select the I-9 option to pull in a new I-9 task

  6. Fill out the Title field and adjust the Estimated task completion time if needed (the default is ten minutes)

  7. Currently, there are three options for Section 2 Completion Methods:

    1. On-site: Document review is done in-person, with the employer

    2. Live Video Verification: Document review is done remotely, with the employer

    3. Authorized representative: Allows workers to choose an authorized representative to review their documents in-person with them

If more than one option is added, then your workers will get the choice between those options. This selection will happen in their worker portal, immediately after they submit their Section 1 form.

If you have a preferred option, you can mark that as Recommended, which will highlight it to the worker.

For more information on what the workflow looks like for each of these options, please see the Section 2 help article.

From there, add any other tasks that are needed for this flow, and complete the onboarding flow setup as outlined here.

Making use of segments allows you to create different flows with I-9 tasks for different segments of your employee population.

For example, if you would like to offer the Authorized Representative Section 2 completion option for one of your locations but not another, then create two flows (one for each location).

I-9 Center Workflows

After a flow with an I-9 task has been published, then each worker in that flow will be automatically assigned an I-9 task with a status of Pending Section 1.

To see each worker’s status, go to Onboard in the sidebar > click I-9 Forms. This will open the I-9 Center table, where you can view and act on I-9 statuses and forms for each of your workers.

See the I-9 worker table help article for more information.

Sources:

[1] Creating an E-Verify account to connect to WorkBright: informational article from WorkBright, our I-9 partner, on E-Verify account setup

Related Articles

⬅️ Previous articles: I-9 Center 101 and I-9 FAQs

➡️ Next article: I-9 Worker Table

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