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What is the Invitation Console?
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The Invitation Console page comprises sections for the Search Filter, Quick Filter, the "Export to Excel" option and search results containing invitation details displayed for the selected search criteria. The data displayed within the console is based on the user's security settings established by the System Administrator. Consequently, users will only have visibility to the data for which they have been granted access. For instance, if a user's access is restricted to "Research" Company data, they will exclusively view information associated with that particular company within the console.
Additionally, the "Export to Excel" button will be visible below the search fields if the logged-in user’s role is configured for the data export feature. Users with multiple roles will have access to the data export feature in this console as long as they hold at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with this capability.
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Additionally, if the invitation has additional attributes which are added as the free-form attributes through the setup and these attributes have associated values, they will also be displayed on the Information tab. However, if no values are present for these attributes, the fields will not appear. The free-form attributes can be configured only by the service provider (Smart Onboarding Support Team) upon request by the customer. Click here for more details
Below is an example of an invitation with additional attributes:
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Note: An additional section named "Attribute Information" will appear on the invitation summary if the invitation has additional attributes which have been added as the free-form attributes through the setup and these attributes have associated values. For more details on the Attribute Information section, please click here. However, if no values are present for these attributes, the "Attribute Information" section will not appear on the Invitation Summary page. The free-form attributes can be configured only by the service provider (Smart Onboarding Support Team) upon request by the customer. Click here for more details
Onboarding Summary
This option is onboarding product specific and is available for New Hire invitations that have completed Employee Information (EBI) activity. (Note: This feature is not available for the Smart I-9 product)
Click the Invitation ID link, then select the "Onboarding Summary" option.
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The page with New Hire's onboarding summary details opens as below:
Onboarding Summary - Employee Details
Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.
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Onboarding Summary - Payroll & Tax
Includes the Federal withholding, work state withholding, residence state withholding and miscellaneous details.
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The Onboarding Summary can also be accessed through Keyword Search. For more details, please click here.
I-9 Summary
This option appears only when the I-9 ID is generated in the New Hire's process i.e when the I-9 Section 1 data is entered and saved/electronically signed by the New Hire.
Note: I-9 Summary can also be accessed through the I-9 Console. For more details, please refer to the I-9 Summary page under the I-9 Console section.
To view the I-9 Summary, click the Invitation ID link, then select the "I-9 Summary" option.
| Invitation Console - I-9 Summary |
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The I-9 Summary page displays as below. To view the I-9 details, click the I-9 ID link on the summary page.
| I-9 Summary |
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Note: The I-9 page will open in read only mode and the users cannot perform any action from here.
| I-9 details |
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To view the I-9 audit details from the I-9 Summary page, click the "Audit Details" link provided on top of the summary page.
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The I-9 audit details page opens up as shown below.
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Another option to access I-9 Summary is through Keyword Search actions. For more details, please click here.
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