What is a Smart Onboarding invitation?

All Smart Onboarding users begin their access with an invitation from an Administrative User or a Business User.

• Business Users are invited by a System Administrator.  
• New Hires are invited by a Recruiter or an HR Specialist.

Each new user is sent an email that includes instructions for their self registration and beginning their onboarding.

The user follows a link in the email to create their Smart Onboarding account.

What makes up the invitation email?

Each new user is sent an email with two links: Smart Onboarding (self registration link) and Continue (link to continue to login page if already registered)

The other content in the invitation email can be modified by an Administrative User.

What is self registration?

In order to access the Smart Onboarding system, any user (Administrative User, Business User, or New Hire) needs a User ID and a Password, also called credentials. The users create their credentials during self registration.

How do you self register?

There are 3 steps to self registration:

1. Create your User ID and Password.
2. Verify that the Email ID and/or Telephone number on file are correct. 
3. Create an e-PIN, which needs to be a 5 character (alpha numeric) code

Create an Account

Create your User ID and Password on the Create an Account page. This step is mandatory for all Smart Onboarding users. 

Verify Contact Info 

The next step is to verify your email address/telephone number on the Verify Contact Info page. Completing this step is mandatory for all users. The email address/telephone number entered on the user invitation will be considered for contact verification. Later on, the user can update this contact information through their Manage Profile or My Profile. For more details, please click here.

The verification option(s) displaying on this page depends on the country code of the user's telephone contact (considered from user invitation information) and the delivery method selected in Authentication Preferences. For more details on Authentication Preference setup, please click here.

Note: By default, the system is pre-configured with the "Email" option chosen as the delivery method in the Authentication Preferences. The initial System Administrator will find this default setting in place when they verify their contact information. Once the organization is established, the initial System Administrator has the flexibility to modify the delivery method configuration according to the requirement in their organization for authenticating user identities.

How the verification option(s) displaying on the verify Contact Info page vary? 

If the user's telephone contact is from USA (country code equal to "001")

the delivery method selected for Two Factor authentication in the Authentication Preferences will determine the the Email/Telephone option(s) displaying on the Verify Contact Info page.

If "E-Mail" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying only their email contact during the verification process. 

The email address entered on the user's invitation is displayed here. A message with the verification code will be sent to the email provided on this page. The code sent to the email should be verified here to proceed to the next step.

If "SMS" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying only their telephone contact during the verification process. 

The telephone number entered on the user's invitation is displayed here. A text message with the verification code will be sent to the phone number provided on this page. The code sent to the phone number via SMS should be entered here to proceed to the next step.

If "SMS & Email" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying both their email and telephone contacts during the verification process. 

The email address and the telephone number entered on the user's invitation will be considered for the contact verification. In this case, the verification codes will be sent to both email and telephone contacts and those codes need to be verified to proceed to the last step.

If the user's telephone contact is not from USA (country code not equal to "001")

irrespective of the delivery method selected for Two Factor authentication in the Authentication Preferences, the users will be verifying only their email contact during the verification process. 

The details of the fields and their description are explained below:

How to verify the email address?

Click on "Send Verification Code" below your email address.

A verification code will be sent to your email address.

A sample email with verification code is given below. 

Enter the verification code sent in the email and click "Verify".

If you did not receive the verification code, you can click "Resend Verification Code" to have another code sent. If you click this, the original code is no longer valid.

If the verification code entered is correct, you will see a green check mark next to Email.

How to verify the phone number? 

Click on "Send Verification Code" below Telephone.

A text message containing a verification code will be sent to your telephone number.

Enter verification code sent to your telephone number and click "Verify".

If the verification code is correct, the telephone number is successfully verified. 

If you did not receive the verification code, you can click "Resend Verification Code" to have another code sent. If you click this, the original verification code is no longer valid.

Once you have verified both Email and Telephone you can click "Next" to go to the last step.

Setup e-PIN 

The final step is to create an e-PIN on the Setup e-PIN page. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and new hires, this step will show up only if e-PIN is enabled in Authentication Preferences. 

If no e-PIN/confirm e-PIN is entered, the following message will display when you click on "Register Now" button.

If the value entered in "Confirm e-PIN" field doesn't match with the e-PIN, the error message displays as below.

After entering the e-PIN fields click on "Register Now" to complete the registration.

The user gets the following confirmation after their account is successfully created.

Why do you need to verify your email address and phone number?

We are very conscious of your security and want to ensure that you are the proper person who should access the system. Verifying email and telephone number is essential to securing your account.

What is an e-PIN?

An e-PIN is an additional security setup element. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and new hires, this step will show up at the time of self-registration only if e-PIN is enabled in Authentication Preferences. 

How do you access the system after you self register?

You need to click on the Login link that is available in a few ways.

On the login page, enter the User ID and Password that is registered during self registration and click on "Log in".

What happens during the initial login?

During initial login, the users are required to go through the following steps:

• Verification via Telephone or Email
• Challenge Questions 

Step 1: Verification via Email and/or Telephone

The Email and/or Telephone verification options displaying on this page is based on the country code of the user's telephone number (considered from user's invitation information) and the delivery method selected in Authentication Preferences setup. For more details on Authentication Preferences, please click here. 

If the user's telephone contact is from USA (country code equal to "001")

the delivery method selected for Two Factor authentication in the Authentication Preferences will determine the the Email/Telephone option(s) displaying on the Verification page.

If "E-Mail" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying only their email contact during the verification process. 

The email address displayed here will be considered from the user invitation. When "Send Verification Code" is clicked, a code will be sent to the email address provided on this page.

If "SMS" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying only their telephone contact via SMS during the verification process. 

The telephone number displayed here will be considered from the user invitation. When "Send Verification Code" is clicked, a text message with the verification code is sent to the phone number provided on this page.

If "SMS & E-Mail" is selected as the Delivery Method in Authentication Preferences, then the Verification page will show both "Email" and "Telephone" options. 

Either one of the methods should be selected for sending the verification code.

In this case, the selected option is used for sending the verification code.

If user's telephone contact is not from USA (country code not equal to "001")

irrespective of the delivery method selected for Two Factor authentication in the Authentication Preferences, the users will be verifying only their email contact during the verification process. 

How to verify the email address?

Select the radio button under Email option and click on "Send Verification Code".

A verification code will be sent to your Email.

Enter the code received via email in the verification page and click "Verify".

How to verify the phone number?

Select the radio button for Telephone option and click on "Send Verification Code".

A text message with verification code will be sent to your phone.

Enter the verification code sent to your telephone number and click "Verify".

If the code is successfully verified, it will proceed to Set up Challenge Questions.  For more details on setting up the challenge questions and answers, please refer to the next section.

How do you set up your Challenge Questions and Answers?

The first time you login you are presented with a page to set up your Challenge Questions and Answers. 

By default, four questions will be shown on the page. You need to setup all the four questions to continue with the onboarding. Otherwise, the following error message displays on the page.

Note: The minimum number of questions displaying on the login page can be altered upon request by the customer.

Set up the answers and hints and then continue. Remember the answers that you have entered in this setup. If the Challenge Questions feature is activated in the Authentication Preferences setup, you will encounter this step every time you log in, and it will be necessary to provide accurate answers to gain access to the system.

Authentication preferences with Challenge Questions enabled

Unless the questions are answered correctly,  you will not be allowed to login and the following error displays on the page.

You can click on "Show" and refer to the hints to answer them correctly.

If you don't have the hints setup in Challenge Questions, then you can use "Forgot Answers" link on the login page to reset the answers.

Note: This "Forgot Answers" option on the login page is available only when Challenge Questions option is enabled in Authentication Preferences as shown below.

Login page with "Forgot Answers" link:

 If Challenge Questions is disabled in the Authentication Preferences, the "Forgot Answers" link will not show up on the login page. Also, you will not be asked to answer the Challenge Questions each time you login into the system.

A sample screenshot with Challenge Questions disabled in Authentication Preferences setup is given below:

The "Forgot Answers" link does not show up on the login page if Challenge Questions is disable in the Authentication Preferences:

When clicked on the "Forgot Answers" link, it will redirect to the page where you will be asked to provide email and User ID details for sending the recovery email.

Follow the instructions provided in the email to reset the answers. When you click on the link given in the email, it will redirect you to Challenge Questions setup page.

Reset your Questions and Answers as required and continue. After you setup Challenge Questions, you can alter them any time using Manage Challenge Questions option from the menu navigation on the left.

Can a New Hire have multiple invitations?

New Hires can receive more than one invitation to onboarding, if they have expressed interest in more than one position or are working with more than one recruiter or HR Specialist. If they don't want to create separate User IDs for each invitation, they can use the same User ID to work with different invitations. 

How do you associate existing User ID with a new invitation?

You can associate your User ID with multiple invitations only if "Allow same user account for multiple invitations" option is checked in the Authentication Preferences setup. For more details, please click here.

To link multiple invitations, you can use any one of the following methods:

• using "Continue" link in the email invitation
• through Invitation Personalization

Linking multiple invitations using "Continue" link in the email invitation:

If you already have an account created with the the primary invitation and want to link another invitation to the existing user account, then click on the "Continue" link in the second invitation.

This will present you with a page where you can login into your Smart Onboarding account using your existing User ID and Password.

After successful login, the new invitation gets added to the invitation(s) that is associated with the user's account and displays as shown below.

By clicking on the Invitation ID link, you can access that specific invitation process.

Linking multiple invitations through Invitation Personalization:

Another option to link invitation(s) to your existing User ID is through "Invitation Personalization". Click on "Invitation Personalization" option under "My Account" in the menu navigation on the left.

The page will display the list of all invitations associated with your User ID. Click on the "Link Invitation" link.

A popup window opens as shown below.

In the popup page, enter the code provided in the new invitation email, check reCAPTCHA and click on "Link" button.

If reCAPTCHA is not checked the following error message displays on the page.

If the invitation code entered is incorrect, the invalid code message displays as below.

If your code has been accepted, the below message will be displayed. To access the invitation added, you must log out and login again. Click OK on the message.

After logging in, the newly added invitation shows in the list as shown below. Click on the Invitation ID to select the invitation that you want to work with.

When multiple invitations option is disabled in Authentication Preferences

If "Allow same user account for multiple invitations" option is not checked in Authentication Preferences, then adding the invitation(s) to the same user account is not allowed. 

In this case, when you click on the "Continue" link in the new invitation email (which needs to be linked) and login into your existing account, you will not see the new invitation added in the linked invitation(s) list.

After login, the home page will show up if no linked invitations exist or will display the list of linked invitations associated with your User ID (if any).

In case if you are linking the invitations through Invitation Personalization, then the following error message displays when "Link Invitation" link is clicked on the Invitation Personalization page.

How do you select which invitation to use in your session?

If you have more than one invitation associated with your User ID, you will see them listed in the invitation selection page. You must select one invitation that you want to work with and continue your onboarding process.

To select the invitation, you must click on the Invitation ID link. 

But before clicking the Invitation ID link, you can set an invitation as the default, and/or add names to the invitations.

How do you distinguish the invitations?

You can distinguish the invitations by adding different names to them. It is not required to do this but adding names would make it easy to identify the different invitations. Before clicking on the Invitation ID, you can enter Invitation Name for each one. 

How do you set a default invitation to be used for future logins?

You can also set an invitation as default by checking the Set as Default checkbox. By selecting an invitation as default, you will not be prompted to select an invitation on future logins.  The default invitation will be used.

If no default is set, the invitation selection page will be presented on each login.

To save the changes to invitation names or default invitation, click on the Save button.

Can you switch between invitations after you have logged in?

After you log in, if there are multiple invitations associated with your User ID, you will see an icon at the top of your Homepage.

Clicking on the drop down icon will show a list of the invitation(s) that are associated with your User ID, other than the one that is currently in use. 

Click on an invitation in the list to switch to using that Invitation.

How do you change invitation names and defaults after you have logged in?

 After you login, you can access the multiple invitations setup page from the Menu icon. Click on Invitation Personalization.

The invitations page is presented. The page works the same way as the initial login page and allows you to make changes to your invitation names or set an invitation as default.

What is a proxy/related invitation?

New Hires can engage a proxy if they need assistance in completing their onboarding activities.

They can bring in new users by sending an email invitation to them to create their Smart Onboarding account. Following the directions furnished in the email, the recipients of the invitation can create their User ID and Password, and become eligible to engage in onboarding on behalf of the new hire. Alternatively, the New Hires can also extend invitations to Single Sign-On (SSO) users or any existing admin/internal system users who already possess onboarding accounts. For more information, please refer Proxy/Related Invitations under New Hires section.