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/I-9 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/I-9 activities. Also, there is another option to invite proxy users from From I-9 Section 1 as preparers/translators. For more details, please click here.. 

Once the proxy users create their Smart Onboarding/Smart I-9 E-Verify account, they can complete the pending activities of the New Hire and also sign the forms electronically 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?

On the Invitation Personalization page, click the "Create Proxy Invitation" link associated with the invitation to which you want to add the proxy user.

Read 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. 

An email invitation will be sent to the user with a link for self registration. 

The proxy user details will be added on the page as shown below. If you wish to add more users click the "Add Invitation" button that is displayed at the right top corner of the page.  

To navigate back to the "Invitation Personalization" page click the "Return" button.

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 proxy user(s) exist 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 the process. 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.

What is the another way of inviting proxy users?

Another way of inviting proxy users is from Form I-9 Section 1. Should a New Hire require assistance from a preparer in completing I-9 Section 1, they can extend an invitation to them directly from Form I-9 Section 1.

For more details on inviting preparers/translators, please click here.

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.

What actions can you perform on the proxy invitations?

New Hires can perform the following actions on the active proxy invitations.

1. Resend Welcome  - resend welcome information to the proxy user 
2. Revoke - to revoke the proxy user's access to the onboarding/I-9 process 
3. Account Unlock  - Unlock account when the proxy user's account is locked. Note: This option is visible only when the proxy user's account is locked.
   
   

Resend Welcome

This option is visible only until proxy user completes self registration by creating their User ID and password. This will resend the onboarding/I-9 invite to the user.

Click on "Actions" and select "Resend Welcome".

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/I-9 account. 

Click "Actions" hyperlink and then select "Revoke".

Click "Ok" on the confirmation message.

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 be added and sent a new invite.

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 on 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 confirmation message.

This confirms the user account is unlocked.

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

How to link multiple invitations through Invitation Personalization?

New Hires can link multiple invitations to the same user account. For more details on linking the invitations, please click here.