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What are the types of Smart Onboarding users?

There are two categories of users in Smart Onboarding: Users and New Hires.  

Types of UsersDescription
Users
  • Organization users who configure, maintain, and use the system
  • A User may have more than one role assigned
New Hires



What are the types of Users?

Users fall into two categories:  Administrative Users and Business Users. 





Types of UsersDescription
Administrative Users
  • Configure and maintain content of the Smart Onboarding system
Business Users
  • Work with New Hires in completing onboarding activities


Note: Apart from the above two, there is a temporary category of users nominated as Remote I-9 Users for completing the I-9 Section 2/Section 3 process on behalf of the employers. These users have limited access to the Smart Onboarding application.

What are the types of Administrative Users?

Administrative Users are broken down into three distinct roles that have varying degrees of responsibility. This table gives high level descriptions of their access and responsibilities.  

Click here for complete details about these roles.

Administrative UsersHigh Level Duties and Responsibilities
System Administrator
  • Smart Onboarding primary contact
  • User maintenance
Process Administrator
Content Administrator


What are the types of Business Users?

Business Users can have five role types: Recruiter, HR Specialist, I-9 Specialist, E-Verify Specialist, and Help Desk Analyst.  An individual user can be assigned multiple role types.  If a user has multiple role types, they select the role type that they are using when they log in.

This table gives high level descriptions of the access and responsibilities that are associated with each role type.  Business Users interact with New Hires. Through the online system, they are able to process New Hires in order to legally hire them. 

Click on the links provided for more information on these role types.

Business UsersHigh Level Duties and Responsibilities
Recruiter
  • Creates and launches New Hire invitations to onboard
  • May be a participant in the New Hire onboarding process based on organization setup
HR Specialist
  • Creates and launches New Hire invitations to onboard
  • Verifies employee information during the onboarding process
  • Sends data to the organization's HR system with optional integration
I-9 Specialist
  • Verifies that the correct documentation is provided by the New Hire to satisfy U.S. I-9 requirements and enters that information into the system
E-Verify Specialist
  • Maintains the Smart ERP E-Verify setup
  • Creates cases with DHS through the Smart E-Verify process
  • Works with New Hires through the E-Verify process
Help Desk Analyst/I-9 Help Desk
  • Handles New Hire security issues like password resets and locks

What can a New Hire do?

A New Hire's main responsibility is to complete the necessary activities to bring them on board as employees.





New Hire UsersHigh Level Duties and Responsibilities
New Hire
  • Complete their onboarding process
  • Interact with their homepage content



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