What is Login and Account Management?

Login is how you access your account and the system Account management is what allows you to help restore your forgotten login information and perform other actions related to your account.

What does a normal login look like?

Enter your User ID and Password in the login fields and click "Log In".

Note: When attempting to login if the User ID/Password entered is incorrect, the following message will be displayed on the page and an email will be sent to the user's preferred email.

After successful login, the additional verification steps are determined by the organization's Authentication Preferences.  In this example, both Two Factor authentication and Challenge Questions are enabled.  If you like, you can disable either or both of them in Authentication Preferences.

When Two Factor authentication is enabled, an option to select the Delivery Method displays on the page.  The Delivery Method value selected in this drop down in Authentication Preferences will determine which option to display for the user during verification. For more details on Two Factor authentication, please click here.

When Two Factor authentication is enabled, you will be directed to the Verification page where the verification code can be generated by clicking on the "Send Verification Code" button.  Here, you can choose either of two ways to receive this code: Email or Phone.

Select either one of the options and click on "Send Verification Code".

A message will be sent with verification code to your email.

Enter the code which you received via email and click on "Verify".

Once it is successfully verified, you will be presented with Challenge Questions that you specified when creating the account. They are presented only when Challenge Questions are enabled in Authentication Preferences. For more details, please click here. 

Enter the correct answers and then click "Continue".

If the answers entered are incorrect, you are prompted to answer them again. However, if they are correct, you will be granted access and logged into the system.

The following error message will be displayed if any of the answers is incorrect:

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 provided on the login page to reset the answers.

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

Login page with "Forgot Answers" link:

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

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. Click on the "click here" link given in the email.

Note: If Two factor authentication is enabled in Authentication preferences, it will redirect you to the verification page for verifying the authentication. This step will not be encountered if Two factor authentication is not enabled in Authentication preferences

Select either one of the options and click on "Send Verification Code". Based on the delivery method selected on this page, the verification code will be sent to your email or phone as a text message.

Enter the code received on this page and verify. Once this is successfully verified the page will navigate to Challenge Questions.

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.

 If you forgot answers to the Challenge Questions, then click "Forgot Answers" link on the login page. For more details on completing the Challenge Questions, please click here.

What should you do if you forgot your User ID?

A wrong User ID will not allow you to login into the system. If you forget your User ID, click on "Forgot User ID" link below the "Log In" button on the login page.

On the Forgot User ID page, enter the email id which is used while registering your account.

Note: The email address is not validated for case sensitivity. However, make sure it is entered correctly as mentioned in your profile.

 A recovery email will be sent to your inbox when you click "Email User ID".  

A message appears after you click "Email User ID" confirming that the information was sent. Click "OK".

The following email will be sent to you with your User ID.

What should you do if you forgot your password?

A wrong password will not allow you to login into the system. If you forget your password, select the "Forgot Password" link below the "Log In" button on the login page.

On the Forgot Password page, enter your email address and User ID, then click "Reset Password". Note: The email address is not validated for case sensitivity. However, make sure it is entered correctly as mentioned in your profile.

Note: If challenge Questions is enabled for your Organization, you may have to go through this additional security step in order to receive the recovery email.  When you click on "Reset Password" the page will navigate to Challenge Questions.

Answer all the questions correctly and click on "Continue".

The following message will confirm that the recovery email is sent to your registered email. Click "OK".

The following email will be sent with the link to reset your password. Click on the link provided in the email.

Note: If Two factor authentication is enabled in Authentication preferences, it will redirect you to the verification page for verifying the authentication. This step will not be encountered if Two factor authentication is not enabled in Authentication preferences

Select either one of the options and click on "Send Verification Code". Based on the delivery method selected on this page, the verification code will be sent to your email or phone as a text message.

Enter the code received on this page and verify. Once this is successfully verified the page will navigate to the Reset Password page.

Enter a "New Password" that conforms to the password rules.  Re-type the password to confirm and then click "Reset Password".

The following message shows when the password is successfully changed. Click "OK".  

You will receive the following email after the password is successfully updated.

Why did your account get locked?

The following are the possibilities why your account is locked.

After 5 unsuccessful log-in attempts, your account will be automatically locked, restricting you from your account for one hour and you may see this message.

An email will be sent with status of your account.

If this was your mistake, your account unlocks in one hour letting you attempt to log-in again. If this was not done by you, make sure to contact your System Administrator.

Note: The System Administrator can see the account is locked for your user in the Manage Users/Contacts page.

The System Administrator can unlock your account by clicking on "Account Unlock" option under "Actions".

Upon unlocking the account, you will receive the following email notification to your registered email ID. After this you will be able to login into your account without any issue.

Another reason is, the System Administrators may set a lock on user accounts for terminated/completed invitations. This can be done using "Account Lock" option under Actions through Manage Users/Contacts page or by enabling the User Account Lock option in the Authentication Preferences. 

When "Enable User Account Lock" checkbox in the Authentication Preferences is checked on, options will display to specify the days for locking the terminated/completed invitations. 

By specifying the number of days in both or either of the fields, the System Administrator can set a lock on user accounts associated with it after the mentioned days. Locking the account prevents users from accessing the system.

The user will be notified by the following email.

In either case, if you are not able to access your Smart Onboarding account, make sure to contact your System Administrator.

Note: If there is an issue accessing their accounts for New Hires, they may reach out to their HR point of contact to get their account unlocked.

Is your password supposed to expire?

Smart Onboarding requires that each user change their password at least once every 60 days.  You are sent a warning message 5 days before your account password is about to expire.

From this page you can reset your password or choose to skip this process and reset your password at a later time.

After 60 days, if you have not reset your password yet, you are forced to reset your password before entering the Smart Onboarding system.

How can you switch between roles?

Business Users in the Smart Onboarding system are allowed to have multiple user roles.  It may be a requirement for a certain organization to allow a single User to have the roles of both an HR Specialist as well as an E-Verify Specialist.  In this case, the user with multiple roles is able to quickly switch between role types whenever they want.

If you have multiple roles, when you log into the system you can choose which role type you wish to work with in the session by clicking on the link. 

You can also set a specific role type as default and skip the process of selecting the role every time you log in into your account.

Select the "Set as Default" check box for the role and click Save.

If you wish to change roles at a later time within the session, you do not need to log out and log back in.  You can select your desired role type from the drop-down list on the navigation bar.