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.

Upon successful login, you may be required to complete additional verification steps before accessing the system. These steps could include:

• Two-factor authentication (authenticating via Email or Telephone)
• Answering security questions

You may encounter either or both of these steps, depending on how authentication is configured in the system.

If two-factor authentication is enabled, you will be directed to the Verification page. The Verification page may display either Email, Telephone, or both as delivery methods, depending on how the options are configured to appear on the page.

To generate the verification code, select either Email or Telephone as the delivery method, then click the "Send Verification Code" button. You can choose either option to receive the code.  

A message containing the verification code will be sent to your email or telephone, depending on the delivery method you selected.

Enter the code received on the Verification page and click "Verify".

If the code is successfully verified, you will either be presented with security questions (if enabled in the system) or be directed to the homepage.

If security questions are enabled, the questions you configured during account setup will be displayed. Provide the correct answers as set, then click "Continue". If the answers are correct, you will be granted access and successfully logged into the system.

What should you do if you forgot answers to the challenge or security questions?

Answering the challenge or security questions correctly is necessary to gain access to the system. If you forget the answer to any question and provide an incorrect response, you will not be granted access. Instead, you will be prompted to provide the correct answer with the following message displayed.

If you have already set up hints to help you remember the answers, you can view them by clicking the "Show" link below the corresponding question.

If you did not set up hints to the answers, you can use the "Forgot Answers" link on the login page to reset your answers. This link will be visible only when security questions are enabled in the system.

Below is a sample login page that shows the "Forgot Answers" link:

When you click on the "Forgot Answers" link, you will be redirected to a page where you will need to provide your email and User ID details to receive the recovery email.

Follow the instructions in the email to reset your answers. Click the "click here" link included in the email to access the page where you can change your answers.

In order to proceed with changing your answers you need to confirm your identity by verifying your email or telephone. This additional security step will be displayed only if the two-factor authentication is configured for your organization.

Select either one of the options and click "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 it. Once successfully verified, you will be directed to the setup page for the Security or Challenge Questions.

Reset your questions and answers as needed, then click "Continue". Once this is done, you will be logged out and will need to log in again to access the system.

After setting up these questions, you can modify them at any time using the "Manage Challenge Questions" option in the left menu navigation.

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 next 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 confirming that the information was sent. 

The email sent with your User ID will look like this:

What should you do if you forgot your password?

Entering a wrong password will prevent you from logging into the system. If you have forgotten your password, select the "Forgot Password" link located below the "Log In" button on the login page.

On the next 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.

If security or challenge questions are enabled for your organization, you may need to complete this additional security step to receive the recovery email. When you click the "Reset Password" button, you will be directed to the security questions page. If security questions are not enabled, this step will be skipped.

If you encounter this step, please provide correct answers to all the questions and click "Continue".

The following message will confirm that the recovery email has been sent to your registered email. 

The email sent with the link to reset your password will look like below. Click on the "click here" link provided in the email to access the page where you can create a new password.

In order to proceed with changing your password you need to confirm your identity by verifying your email or telephone. This additional security step will be displayed only if the two-factor authentication is configured for your organization.

Select either one of the options and click "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 received code on this page and verify it. Once successfully verified, you will be directed to the Password Reset page.

Enter a "New Password" that meets the password requirements. Re-type the password to confirm, and then click "Reset Password".

The following message will be displayed when the password has been successfully changed.

You will also receive a confirmation email after your password has been successfully updated.

Why did your account get locked?

The following are the possible reasons why your account may be locked:

After five unsuccessful login attempts, your account will be automatically locked, restricting access for one hour and you may see the following message:

An email will be sent to you with your account status. 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.

Is your password supposed to expire?

Smart Onboarding requires each user to change their password at least once every 60 days. A warning message will be displayed 5 days before your account password is set to expire. 

From this page, you can either reset your password or choose to skip the reset for now and do it at a later time.

If you have not reset your password within 5 days of receiving the warning message, you will be forced to reset your password before you can access the Smart Onboarding system.

How to select a role you want to work with during login?

Business Users in the Smart Onboarding system can hold multiple roles. For example, an organization may allow a single user to have both the I-9 Specialist and E-Verify Specialist roles if necessary. In such cases, users with multiple roles can easily switch between roles whenever needed.

If your account is assigned multiple roles, you will be prompted to select a role on the role selection page during login.

Review the available roles and select the one you want to work with. You can also set a specific role as your default to bypass selecting a role each time you log in.

To set a default role, check the "Set as Default" check box next to the desired role and click "Save".

If you wish to change roles later during your session, there's no need to log out and log back in. Simply select your desired role from the drop-down list available on the navigation bar.