Complete the required sections as indicated below. When you access this activity, certain personal information fields, including First Name, Last Name, Phone Number, Email, and Home Address, may already be populated. These values are drawn from the information provided during the invitation creation process.

Note: When updating the legal name, registered phone number, or home address, proceed with caution, as these details will carry through to downstream activities, such as tax forms and I-9 Section 1. Once the onboarding information is submitted, they will also be passed to HR tasks like Complete Job Details, Send Candidate Data to HR, I-9 Section 2, and E-Verify. If you need to provide a name different from your legal name, use the Preferred Name fields, as this will not affect your official records.

All name fields under Name/Preferred Name and Emergency Contacts will automatically be formatted upon entry. The first letter will be capitalized, and any special characters (such as @, #, -, !, $, %, apostrophes, hyphens, spaces, etc.) will be removed.

If the default values in the personal information fields on this page are modified, relevant error messages will be displayed. Few examples are provided below.

If the registered phone number is changed:

If the registered email address is changed:

Detailed explanations for providing values in the fields are as follows:

Preferred Name

This field will only be visible if it has been enabled by the System Administrator. If these fields are displayed, you may enter a name in them if it differs from your legal name.

If this field is disabled, it will not be visible on the page.

Marital Status

Since this is a required field, selecting a value from the dropdown is mandatory. If a value is not selected, the following error message will be displayed.

This field will not appear on the page if it has been hidden through a property setup by the System Administrator. An example of the Employee Information page without the Marital Status field is shown below:

Home Phone

The Home Phone number provided during the invitation creation will appear in this field. If no Home Phone number was entered during the invitation process, the field will appear empty, and you will need to enter a number here.

This field may be marked as mandatory or optional, depending on how it has been configured by the System Administrator.

Home Phone marked as optional

Home phone marked as mandatory

The Country Code for the USA, "001," will be displayed by default. You can change this to the appropriate three-digit Country Code if different from the USA. Note: If only one or two digits are entered in the Country Code, zeros will be added to make it a three-digit code when the activity is saved or completed.

Enter the Home Phone Number in the text box next to the Country Code, as shown below.

If Home Phone field is marked as required and the value is not entered, the following error message displays when the activity is saved:

Upon completing the activity, an example of the downloaded signed form, including the Home Phone number, is shown below. Any preceding zeros in the Country Code will be replaced with a "+" sign on the printed form.

Cell Phone

The Cell Phone number provided during the invitation creation will appear in this field. If no Cell Phone number was entered during the invitation process, the field will appear empty, and you will need to enter a number here.

This field may be marked as mandatory or optional, depending on how it has been configured by the System Administrator.

The Country Code for the USA, "001," will be displayed by default. You can change this to the appropriate three-digit Country Code if different from the USA. Note: If only one or two digits are entered in the Country Code, zeros will be added to make it a three-digit code when the activity is saved or completed.

Enter the Cell Phone number in the text box next to the Country Code, as shown below.

If Cell Phone field is marked as required and the value is not entered, the following error message displays when the activity is saved:

Upon completing the activity, an example of the downloaded signed form, including the Cell Phone number, is shown below. Any preceding zeros in the Country Code will be replaced with a "+" sign on the printed form.

Note: If both Cell Phone and Home Phone are required fields in the Biographic Information, the required error messages trigger when either one of the fields is not entered.

Email

The email address provided during invitation creation will appear in this field. If you update this email address, a warning message will appear, indicating that changing the email here will not affect where future account and process notifications are sent. To update the email address for notifications, please ensure you update your profile email address, accessible through the top-right menu.

Confirm your email by re-entering it in the "Confirm Email" field. If the email addresses entered in the Email and Confirm Email fields do not match, the following error message will be displayed:

Driver's License

When "Yes" is selected in the Driver's License section, the license related fields appear below to enter the corresponding details. 

The Driver's License section may not be visible on the page if it has been hidden through a property setup by the System Administrator.

An example of the Employee Information page without driver's license section is shown below:

Address

Home Address

The home address provided during invitation creation will appear in this field. You can modify the address by clicking the "Edit" button in the corresponding section.

Examples:

If the home address was not provided during invitation creation, this section will appear empty, and you will be required to enter the address during this activity.

If the activity is saved without entering the address, the following error message will be displayed.

To enter the address details, click the "Add Home Address" button.

After entering the address information, click "OK".

After clicking "OK," all required fields - such as Address 1, City, State, Postal Code, and Country, will be validated. If any of these fields are left blank, the following error message will be displayed.

The process will return to the Employee Information page, and the newly added address will appear in the Home Address section, as shown below.

Mailing Address

If your Mailing Address is the same as the Home Address, click the "Copy from Home Address" checkbox. This will automatically populate the Mailing Address fields with the details from the Home Address.

If your Mailing Address is different from your Home Address, click "Add Mailing Address".

This will open a new page where the address details can be entered. By default, the "Country" field will display the United States. The address field format will adjust based on the selected country from the drop-down menu. 

When Country = United states

After entering the address details, click "OK".

After clicking "OK," all required fields - such as Address 1, City, State, Postal Code, and Country, will be validated. If any of these fields are left blank, the following error message will be displayed.

The process will return to the Employee Information page, and the newly added address will appear in the Mailing Address section, as shown below.

National ID 

Enter your Social Security Number as the National Identity. 

The following error message displays when the value entered in the SSN field has incorrect format.

The value entered in the SSN field does not automatically get copied to the "Confirm SSN" field; it must be entered manually. If the SSN values do not match, the following error message will be displayed on the page.

If you do not have a Social Security Number and have applied for one, check the check Applied for SSN option. You can submit the information once your SSN is assigned by using the self-service actions available in the left navigation menu. For more details, please click here.

Benefit Elections

This option will be visible only if it is enabled in the setup by the System Administrators.

If you wish to opt for the company benefits, select "Yes" for the Benefits Elections. This will enable additional benefits activities in your process, which you will need to complete after a few subsequent activities.

Note: There are other settings that administrators must configure for the benefits activities to appear in your process. If these settings are not applied, you may not see the benefits activities even after opting for company benefits in this section.

If it has not been enabled it will not show up on the page.

After entering all the details, save them by clicking the "Save" button.

How to upload documents in the Employee Information activity?

To add supporting documents as attachments, click the "Upload Document" icon located at the bottom right corner of the page.

On the Upload Documents page, click the "Upload" button.

Click "Choose File" and select the file from your local computer.

The acceptable file formats for the documents are - png, jpg, jpeg, gif, bmp and heic. Once the file is selected, click "Upload".

Once the file attached choose the relevant attachment category.

Note: To avoid issues when uploading large images in Employee Information, the system automatically compresses images that exceed 1.5 MB. Images in "png" format or those under 1.5 MB do not require compression.

For images larger than 1.5 MB in "jpg," "jpeg," "gif," or "bmp" formats, compression will be applied upon uploading as attachments. When images are uploaded, the compressed file sizes will be displayed below the corresponding image file names.

Once you have finished uploading documents, click the "Return" button to navigate back to the Employee Information page and save the details.

If documents are attached the "Upload Documents" gadget will have an indicator as shown below. 

Even after completing the activity, you can view the attached documents by clicking on the attachments gadget icon.

If these attachments are to be modified, edit the Employee Information activity. This activity can be edited until the "Submit to HR" activity is completed. 

When the activity opens in edit mode, click the "Upload Documents" gadget located at the bottom right corner of the page.

Add or delete the attachments as needed, return to the Employee Information page and save the details.

How to download the attachments that are uploaded in Employee Information?

The attachments uploaded in the Employee Information activity can be downloaded via the process viewer page. To access the process viewer, click the 'View' link under the Process Snapshot section.

The link will open the process viewer page as shown below. Click the 'Download' icon next to the Biographic Information activity.

Select 'Download Attachments' option.

The zip file containing the attachments will be downloaded to your local computer. Click on the zip file and open attachments.

Another option is to use the 'Download' button located at the top of the process viewer. This will download all documents attached or uploaded in the process, including uploads from Employee Information.

How to download signed forms from the activity page?

To download the signed forms after completing the activity, click the "Download Signed Forms" icon located at the bottom right corner of the page.

A sample form downloaded is shown below.

How to edit the biographic information after completing the activity?

New Hires can edit their biographic information after completing the Employee Information activity, but only until the onboarding information is submitted to HR. Once the "Submit to HR" activity is completed, this activity will no longer be editable.

Below is an example of a completed activity for a New Hire. To make edits, click the "Edit" button located at the bottom of the activity. This button will remain available until the "Submit to HR" action is completed.

The activity opens in edit mode with previous values populated in the fields.

Edit the values as necessary. All fields are validated and corresponding error messages are displayed if invalid values are entered.

Below is an example of an error message when the Date of Birth field is entered wrong.

Some of the important fields in this activity are shown as masked. if you want to see their values, click the "Show" option present next to their values. However, you can edit them only when the values are masked.

If the residence state on the Home Address is modified, the tax forms may be affected based on the new residence state.

Note: If the residence state changes from one taxable state to another taxable state, the New Hire must redo the tax forms. If the residence state changes from one non-taxable state to another non-taxable state, the New Hire does not need to redo the tax forms. However, if the residence state changes from a non-taxable state to a taxable state, the New Hire must complete the tax forms.

The various combinations of these scenarios are outlined in the chart below:

In this example, the taxable home state "California" has been changed to another taxable state "Colorado". 

Take a look at the activities under Payroll and Taxes before modifying the residence address in Employee Information. 

To change the address, click 'Edit' under the Home Address.

Enter the new address details and click 'OK'.

If there is an impact to tax forms, the following message displays on the page. Click 'OK' on the message. 

The new address populates on the activity page. Click 'Save' button after making all the changes.

The process will then navigate to the Section 1 activity under the Payroll and Taxes section. The tax forms will remain in hold status until Section 1 is completed.

Once Section 1 is finished, the other activities, including the tax forms under Payroll and Taxes, will become available for editing.

In Section 1, acknowledge and complete I-9 Section 1.

The process now routes to Pay Check Preferences. After completing Pay Check Preferences, click on tax forms in the navigation menu.

The tax forms open up in edit mode. All the tax forms must be completed before submitting the data to HR. For more details on completing activities under Payroll and Taxes, please click here.