This is one of the self service options available for the New Hire's in their menu navigation to create/manage proxy users in the onboarding process. Through Invitation Personalization, New Hires can invite proxy users at any instance in their onboarding process whenever they need help in completing the onboarding activities. From Form I-9 Section 1, New Hires can invite proxy users as Preparers/Translators. 

Once the proxy users create their Smart Onboarding account, they can complete the pending activities of the New Hire and also sign the electronic forms on their behalf. 

How to access Invitation Personalization?

Click on the Menu icon and select 'Invitation Personalization' under 'My Account'.

How do you invite a proxy user through Invitation Personalization?

In Invitation Personalization page, click on 'Create Proxy Invitation'.

Read the instructions carefully and enter the details.

Enter First Name, Last Name, Phone and Email details of the proxy user and click 'Invite'. 

Click on 'OK' to confirm. 

This will send an email invitation to the user with a link for self registration. 

This will open 'Manage Proxy Invitation(s)' page with the new proxy user details.  If you wish to add more users click on the 'Add Invitation' button that is enabled at the right top corner of the page.  

Click on 'Return' to navigate back to 'Invitation Personalization' page.

Add a name to the invitation (optional) and click 'Save'. Note that the link "Create Proxy Invitation" is now changed to "Manage Proxy Invitation(s)". This is because the proxy user(s) exists for that invitation.

The email invitation sent to the proxy user looks like below. By clicking on the 'Start I-9 Process' link the user can self register and begin onboarding. If it is an already registered user, the code present in the email can be used to link the invitation to their account. This topic is discussed in detail in the following sections.

How to invite proxy user (preparer/translator) from Form I-9 Section 1?

The proxy users (preparers/translators) can also be invited from Form I-9 Section 1. If the New Hire needs preparer help for completing I-9 Section 1, they can invite them from Form I-9 Section 1.

Click the radio button for Preparer/Translator assistance. A button is enabled to invite a new Preparer. Click on 'Invite New Preparer'.

Enter First Name, Last Name, Phone & Email ID and then click on 'Invite'. 

Click 'Yes' on the message to confirm.

This confirms an email is sent to the user.

The email invitation looks like below. By clicking on 'Start I-9 Process' link, the users can self register and start onboarding.

After self registration, the preparer can click on the 'I-9 Section 1' link under 'Outstanding Tasks' to access Section 1 activity.

The user added through Invitation Personalization as well as from Form I-9 Section 1 appear in Preparer/Translator drop down in the preparer section. You can select any of these users from the drop down for completing I-9 Section 1.

 Like wise, you can add maximum of five preparers from I-9 Section 1. The users invited/added in Section 1 will be added to the proxy users list in Invitation Personalization.

How many proxy users can you invite from Invitation Personalization?

Through Invitation Personalization, you can invite as many proxy users as required to complete the pending activities. But from Form I-9 Section 1, you can invite/add only maximum five preparers/translators for completing Section 1 activity.

The following error message displays, if you try to add more than five preparers in Section 1.

What actions can you perform on the active proxy invitations?

New Hires can perform three actions on an active proxy invitation.

1. Resend Welcome information to the proxy user 
2. Revoke permission of the proxy user to access onboarding 
3. Account Unlock if the proxy user's account is locked. 
   
   

Note: The 'Account Unlock' option is visible only when the proxy user's account is locked.

Resend Welcome

Clicking Resend Welcome information sends an email invitation to the proxy user again to create their User ID and Password.

In the Proxy Invitations page, for the newly invited proxy user click on Actions hyperlink and select Resend Welcome. This will send out a new invitation to the proxy user.

Using this email, proxy user can create User ID and Password.

Once the user completes Self Registration, the option to resend invitation ‘Resend Welcome’ will not be available under 'Actions’.

Revoke

Using this action, the New Hire can revoke the proxy user access to their onboarding account. 

Click Actions hyperlink and then select Revoke.

Click Ok on the message to confirm revoke action.

After this, the status becomes Revoked and the proxy user can not access his/her onboarding account.

If the New Hire wants to reinstate proxy user’s account, he/she must send a new invite to the proxy user.

Account Unlock

After five unsuccessful attempts, the users’ account may get locked and restrict them from accessing their account.

The user will be notified about this via email as given below:

This status can be seen by the New Hire in the Proxy Invitations page as given below.

To unlock user’s account, the New Hire must click on Actions hyperlink and select Account Unlock.

Note: The Account Unlock option is available only for the locked user accounts.

Click OK on the message to confirm account unlock.

This confirms the user account is unlocked.

After account unlock, the user status shows as active in the Proxy Invitations page as given below.