I-9 Scheduling Integrations & Calendar Setup | Worker Experience Help Center

Calendar Integrations

The Fountain I-9 center makes it simple to connect your work calendar to I-9 tasks, allowing workers to set up virtual or in-person time with you to have their I-9 documents reviewed.

Scheduled appointments are automatically added to your connected calendar, making it easy to stay on schedule with your workers.

Setup Steps

Connect your calendar

To get started, go to the Calendar activity in your sidebar, and click the Integrations tab.

Here you’ll see a list of commonly used calendar providers - select the one that you use, and follow the steps to login and connect your work calendar to Fountain:

Once your account has been added, you’ll see it listed on this page. To remove it, click Edit Accounts and click the X icon that appears to delete it.

Update Availability

After linking your calendar, head to the Availability tab to update your weekly availability for Section 2 appointments.

First, make sure that your calendar is pulled in to the Included calendars field - if not, click the + button to add it in:

Below that, the interactive calendar view shows your available times in green (unavailable times are in gray).

To make any updates, click and then drag your cursor over any area, and release. If you click & release on available time slots, releasing your cursor will change them to be unavailable, and vice versa.

Any time slots highlighted in green over the next week will be available for workers to schedule a time to meet with you:

After making any changes, scroll down below the interactive calendar and click on Save new rules to apply the changes. In this section, you’ll also see two other options:

Time Zone: update this field to your location’s time zone for scheduling purposes. Workers scheduling appointments will see slots in their time zone.
Pause availability: if you will be out of office, select this option to completely pause scheduling of new appointments. When you’re back in office, click Resume Availability to allow scheduling to resume.
- This will keep your weekly availability set up in place while you’re temporarily out.

Make Calendar Groups

After you’ve connected your calendar and updated your availability, you’ll want to make a calendar group to link this setup to I-9 tasks.

To do so, go to the Groups tab, and create a new group by following these steps:

Click + New Group
Enter a Title for the group
- The title should clearly describe the purpose of this group of calendars - for example, you could name one group as “In Person I-9 Section 2 Reviewers” and one as “Virtual I-9 Section 2 Reviewers”
Click the dropdown for User Calendars to view a list of all users with enabled calendars in your account > select one or more to be added to this group
Anyone’s calendar who is listed in a group is available for workers to schedule Section 2 verification meetings with
Click Save

Your new group will now display in this tab:

After a group has been created, it can then be set up in an onboarding flow I-9 task that has On-Site and/or Live Video Verification enabled for Section 2. The I-9 Center will use the availability for all calendars in that group to determine which appointments slots will be made available to workers who are scheduling a Section 2 verification meeting.

To set this up, follow the onboard flow editor instructions here.

Additional actions

If needed, you can do the following to a group:

Edit the title by clicking the pencil icon
Edit the members by clicking the + icon to add a new calendar, or clicking the X on a calendar member’s name to remove them
Delete the group completely by clicking the trash can icon

Events

Now that your calendar is open and available for your workers to schedule Section 2 meetings, go to the Events tab to see all appointments that have been scheduled, and with whom:

Appointments will also be automatically added to your connected work calendar, making it easy to stay on top of your schedule.

If you need to cancel a scheduled event, click the more actions button (three dots) for that meeting and confirm the cancellation:

Reminders and Notifications

If your I-9 task is set up to send an email reminder for verification meetings, as shown below, then both you and the employee who scheduled the meeting will receive an email notification at the designated time before the meeting:

Email notifications will also be sent to all attendees when a meeting is scheduled, re-scheduled, or cancelled.

⬅️ Previous article: I-9 Section 2 Workflow

➡️ Next article: E-Verify Process