Remote Users or I-9 Authorized Representatives are the temporary category of users nominated for completing Section 2 / Section 3 activity on behalf of the employer. The I-9 Specialists can either invite a new user or select one among existing users in the system as Authorized Representatives. Unlike other role types, Remote Users have limited access to Smart onboarding process. The actions they can perform on an I-9 are limited by their role such as recording employee data in Section 2 or Section 3, attaching documents, attesting the documents, and saving the transaction.

How to invite a new Authorized User?

Inviting Remote user from Section 2:

Login as a I-9 Specialist and open any Complete I-9 section 2 activity via My Tasks. At the bottom of the Section 2 page, click on 'Assign Remote I-9' button.

Inviting Remote user from Section 3:

Login as a I-9 Specialist and open any Complete I-9 section 3 activity (Reverification/Name Change) via My Tasks. At the bottom of the Section 3 page, click on 'Assign Remote I-9' button.

To invite a new Remote User, click on 'Invite New' link.

A page opens to enter the Remote User details.

Enter name, phone and email ID and click 'Invite'.

NOTE: This has to be done only the first time while adding the External Authorized Representative to the system. Once added, this user will show up in the drop down ‘Select Existing’ for the next transaction.

Click 'Close' on the confirmation message.

The details will be populated on the Assign Remote I-9 page. Enter 'Reason' and click 'OK'. 

If the I-9 Specialist also has ‘Authorized Representative’ role type, below message will be displayed to the I-9 specialist when the transaction is assigned to Remote I-9 user and not electronically signed yet.

Note: At any point before the Authorized Representative does electronic signature, the I-9 Specialist can use ‘Undo Remote I-9’ to unassign this I-9 ID to already assigned Authorized Representative.

Remote Authorized Representative gets two email notifications, one is Smart Onboarding email invitation for Self Registration and another is about assignment of Complete I-9 activity of the New Hire.  
NOTE: The Self Registration email will be sent only when the Remote Authorized Representative is invited the first time. Once the Remote Authorized Representative creates user id as is active in the system, they only get an email notification about the transactions assigned to them but not for the Self Registration.

The Remote User registers by clicking on the Smart Onboarding link given in the email. Self Registration process is only for the first time to create an User ID and Password for account login. 

Once this user has an user ID and completes user onboarding, they can use the hyperlink provided in the below email to log in to the system and complete the I-9 activity.

The "click here" link will redirect them to the login page.

When the Remote User clicks "Smart Onboarding" link given in the Self Registration email, the following page displays to create user account.

Enter User ID and Password and click 'Register Now'. This completes the Self Registration process. 

Login using the above account credentials. The Remote User must complete User Onboarding before the system Use. This is a one time process and the users must complete this when they login into the system initially.  

Read and sign Electronic Disclosure.

This completes User Onboarding. Log out and login again to use the system.

When logged into the system, the Remote User can see the list of all assigned I-9s. Click on any I-9 ID link from the pending tasks.

Based on the I-9 ID state, Section 2 or Section 3 opens up for the Remote User to complete the activity. The Remote user enters the relevant details and saves/signs the activity.

How to undo remote assign of the I-9 activity?

At any point before the Authorized Representative does electronic signature in Section 2 activity, the I-9 Specialist can use ‘Undo Remote I-9’ to unassign the I-9 ID that was assigned to them. Below example shows Section 3 activity of an I-9 Specialist after assigning I-9 to a Remote User.

A page will be displayed to enter the reason for cancelling the assigned I-9. Enter 'Reason' and click OK.

The Remote User will be notified about this via an email.

Now the I-9 Specialist can either complete the process themselves or assign I-9 to another Remote User.

How does a Remote User sends back the assigned I-9?

The ‘Send Back’ option is provided at the bottom of Section 2/Section 3 activity for the Remote User, in case the transaction has to be sent back without completing I-9 Section-2 or Section 3 to the original I-9 Specialist. Click on the "Send Back" button.

This opens a page where the Remote User has to enter the reason for sending back the I-9. After entering the reason, click OK.

The sent back I-9 ID will no longer be available in the pending tasks of the Remote User. 

The Remote User will receive the following email about the I-9 transaction that is sent back to the I-9 Specialist.

The I-9/E-Verify Specialist will also get an email about the I-9 that is sent back by the Remote User.

How does a Remote User completes Section 2 or Section 3 activity?

Completing Section 2:

Select an I-9 ID with I-9 state "Awaiting Remote I-9".

This opens Section 2 activity. Record the document details in List A or List B & C.

Click on "Add Additional Information" button, if manual input of text in the Addition Information field is required. This value will be passed on to the Additional Information field of Section 2 for the I-9 Specialist. 

Check "I Agree" and click "Electronically Sign" to complete Section 2. 

On the Home Page, the transaction that was under "My Pending Tasks" before completing Section 2 activity, is now seen under "Already Completed Tasks".

Once the Remote User completes the assigned I-9 activity, the I-9 Specialist gets an email notification about this.

The I-9 Specialist can now access this transaction without any warning message (that was displayed earlier) through My Tasks console or Elasticsearch My Tasks.

Complete Section 2  activity by clicking on ‘Complete Review’ button.

The activity shows as complete for the Remote User as shown below.

Completing Section 3:

Click on an I-9 ID with I-9 state "Awaiting Remote I-9 Sec 3".

This opens Section 3 activity (Reverification/Name Change). Enter Section 3 details, check "I Agree" and click "Electronically Sign".

On the Home Page, the transaction that was under "My Pending Tasks" before completing Section 3 activity, is now seen under "Already Completed Tasks".

Once Remote User completes the assigned I-9 activity, the I-9 Specialist gets an email notification about this.

The I-9 Specialist can now access this transaction without any warning message (that was displayed earlier) through My Tasks console or Elasticsearch My Tasks.

Completes Section 3  activity by clicking on ‘Complete Review’ button.

The activity shows as complete to the Remote User.

How to assign I-9 to an already existing Authorized User?

I-9 Specialists can also assign I-9 to the users that are already added as Authorized Representatives in the system. They can be either the employees of the organization that have other role types such as HR Specialist, I-9 Specialists etc or added exclusively as Authorized Representatives in the system like in the above case. 

The steps to add a new Authorized user or assign Authorized User role type to an existing user are briefly described below. For more details, check Manage Users/Contacts under System Administrators.

Adding a new Authorized User :

Login as System Administrator and access Manage Users/Contacts via Quick Links bar or through Menu links available in the left navigation.

Click 'Add New User/Contact'.

Enter user information as shown below. Select role type as Authorized Representative for Onboarding/I-9 Process and click Invite. 

An email invitation will be sent to the user with a link to self register and start onboarding. The user has to follow the steps given above to complete their Self Registration and User onboarding.

When assigning Remote I-9, you can see this user available in the existing list of Authorized Representatives. Use the look up icon to search for the user.

The Look Up Authorized Representative page displays all the users by default. To search for a specific user, use "Search by" or "Quick Filter" options.

In "Search by", use any of the search options (Authorized representative/First Name/Last Name) to search for the user. 

When the search results display, click on the link to select the user.

The user details populates on the Assign Remote I-9 page. Enter 'Reason' and click 'OK'.

Assign Authorized Representative roletype to an existing user :

Login as System Administrator and access Manage Users/Contacts via Quick Links bar or through Menu links available in the left navigation.

Click the user name link to make changes to the selected user's information.

Click on Add to add a new role to the user for Onboarding/I-9 Process.

In the dropdown, select Authorized Representative role and save.

The user will now have Authorized Representative role added to his/her other existing roles.

When assigning Remote I-9, you can see the user available in the existing list of Authorized Representatives.

As an I-9 Specialist, navigate to 'My Tasks' and access I-9s with pending Complete I-9 activity. Click on Complete I-9 link for any I-9 ID.

Click 'Assign Remote I-9' button given at the bottom of the Complete I-9 page.

Click on ‘Select Existing’ lookup to view the list of users eligible to be assigned as Remote I-9 Users to complete I-9 Section 2.

In the Look Up Authorized Representative page, search for the user and click on the user link to select.

The user details populates on the Assign Remote I-9 page. Enter 'Reason' and click 'OK'.

Login as Authorized Representative or if the user has multiple roles, choose roletype = 'Authorized Representative'. Click on I-9 ID.

Enter Section 2 details, check 'I Agree' and click on 'Electronic Signature'.

The I-9 Specialist gets an email notification and can now access this transaction without any warning message (that was displayed earlier) through My Tasks console and completes ‘Complete I-9’ activity by clicking on ‘Complete Review’ button.

How can the I-9 Specialist send back I-9 to the Remote User?

If any changes are to be made to the recorded details, the I-9 Specialist can send back Section 2/Section 3 process to the Remote User by clicking on 'Send Back Remote I-9' before completing the review.

On this page, enter a reason for sending back the I-9 and click OK.

Once the I-9 is sent back to the remote user, the I-9 Specialist cannot edit Section 2/Section 3 details.

The below example shows Section 2 activity for the I-9 Specialist after I-9 is sent back to the Remote User.

The Remote User will be notified about this via an email.

The sent back activity is available under pending tasks for the remote user as shown below. By clicking on the I-9 ID the Remote User can access the I-9 activity.

After the Remote User completes I-9 activity, this will be available for the I-9 Specialist for review.