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What is the Invitation Console?
The Invitation Console is used to view a New Hire's invitation details, manage invitation and process actions, and view the process simulator and process insights.
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Click the menu icon in the top left corner of the page, then select "Invitation Console" from the Invitations section in the menu navigation.
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Access via Quick Links:
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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 for the New Hire's process i.e when Hire’s process, which occurs after the I-9 Section 1 data is entered, and saved /or 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 Clicking on the I-9 Summary page displays as below. To view the ID link will open the Form 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 Clicking on the "Audit Details" link provided on top of the summary page.
The will open the Form I-9 audit details page opens up as shown below.Section 1 & Section 2 audit information.
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Another option to access I-9 Summary is through Keyword Search actions. For more details, please click here.
What can you do on the process viewer page?
As an HR Specialist or Recruiter, you can download the signed forms and attachments, see what is needed to be completed and at what time all of these activities were initiated and completed, track outstanding tasks, and view the initiation and completion times for all activities. You can also see which activities are locked and which can be accessed at the same timesimultaneously.
To open the process viewer for any an invitation, click the "View Process" link for in the corresponding invitationrow.
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Another option is to access the "View Process" option is via through the Invitation Summary page.
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Click on the The "View Process" clickable image on the invitation summary is available as an clickable image on the right bottom corner of the page.
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The page displays Through process viewer you can view the process details, including a list of activities. To download activities and download the signed forms and attachments for the entire process, click on the "Download" dropdown menu..
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Download Signed Forms
Select this option if you want to download all of the New Hire's signed forms. When clicked , it on the "Download" button, it starts downloading a .zip file.
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Click on the .zip file to view the signed forms.
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The downloaded forms will be in the PDF format.
| Signed Forms as PDFs |
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Download Attachments
This link will download attachments from both the primary and restarted processesof the corresponding process, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 and Section 2 activities. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.
When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.
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Open the downloaded .zip file to view attachments. The attachments will be in PNG format. Click on each file to open the respective attachment.
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If attachments uploaded during process activities have the same file name, a number will be appended to the name , as shown in the screenshot belowwhen downloaded.
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If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file.
| Attachment |
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If no attachment is present, the option "Download Attachments" will not be seen in the Download drop-down.
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Download Packet
Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.
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Opening the zip will display individual folders for each activity. Click on the relevant folder to view the attached documents within the activity and the signed pdf form.
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