What is a Smart Onboarding invitation?

All Smart Onboarding users begin their access with an invitation from an Administrative User or a Business User.

• Business Users are invited by a System Administrator.  
• New Hires are invited by a Recruiter or an HR Specialist.

Each new user is sent an email that includes instructions for their self registration and beginning their onboarding.

The user follows a link in the email to create their Smart Onboarding account.

What makes up the invitation email?

Each new user is sent an email with two links: Smart Onboarding (self registration link) and Continue (link to continue to login page if already registered).

The other content in the invitation email can be modified by an Administrative User through content revision..

What is self registration?

In order to access the Smart Onboarding system, any user (Administrative User, Business User, or New Hire) needs a User ID and a Password, also called credentials. The users create their credentials during self registration.

How do you self register?

There are 3 steps to self registration:

1. Create your User ID and Password.
2. Verify that the Email ID and/or Telephone number on file are correct. 
3. Create an e-PIN, which needs to be a 5 character (alpha numeric) code

Create an Account

Create your User ID and Password on the Create an Account page. This step is mandatory for all Smart Onboarding users. 

Verify Contact Info 

The next step is to verify your email address/telephone number on the Verify Contact Info page. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and New Hires, this step will show up only if Two Factor authentication is enabled in Authentication Preferences. The email address/telephone number entered on the user invitation will be considered for contact verification. Later on, the user can update this contact information through their "My Profile" page. 

The verification option(s) displaying on this page depends on the country code of the user's telephone number (considered from user's profile information) and the value of "Delivery Method" selected for Two Factor authentication in Authentication Preferences. 

Note: By default, the system is delivered with "Enable Two Factor" option checked and "Email" option selected in the Delivery Method drop down in Authentication Preferences. The initial System Administrator will have the default setup when verifying their contact information. After the organization is created, the initial System Administrator can alter these values, based on how they want to setup the authentication for verifying the users identity.

If the user's telephone contact is from USA (country code equal to "001")

then the "Delivery Method" selected for Two Factor authentication in Authentication Preferences will determine the the Email/Telephone option(s) displaying on the Verify Contact Info page.

If "E-Mail" is the Delivery Method in Authentication Preferences, then the Verify Contact Info page will show only the "Email" option. 

The email address entered on the user's invitation is displayed here. A message with the verification code will be sent to the email provided on this page. Verify the code sent to your email and proceed to the last step.

If "SMS" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying only their telephone contact during the verification process. 

The telephone number entered on the user's invitation is displayed here. A text message with the verification code will be sent to the phone number provided on this page. The code sent to the phone number via SMS should be entered here to proceed to the next step. 

If "SMS & Email" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be verifying both their email and telephone contacts during the verification process. 

Here, both email and telephone have to be verified to proceed to the last step.

If the user's telephone contact is not from USA (country code not equal to "001")

irrespective of the delivery method selected for Two Factor authentication in the Authentication Preferences, the users will be verifying only their email contact during the verification process. 

The details of the fields and their description are explained below:

How to verify the email address?

Click on "Send Verification Code" below your email address.

A verification code will be sent to your email address.

A sample email sent to users with verification code is given below. 

If the user is the initial System Administrator the following email will be sent to the user (until the Organization is active):

Enter the verification code sent in the email and click "Verify". For subsequent user logins, this step will show up only if the Two Factor authentication is enabled in Authentication Preferences. 

If you did not receive the verification code, you can click "Resend Verification Code" to have another code sent. If you click this, the original code is no longer valid.

If the verification code entered is correct, you will see a green check mark next to Email.

How to verify the phone number? 

Click on "Send Verification Code" below Telephone.

A text message containing a verification code will be sent to your telephone number.

Enter verification code sent to your telephone number and click "Verify".

If the verification code is correct, the telephone number is successfully verified. 

If you did not receive the verification code, you can click "Resend Verification Code" to have another code sent. If you click this, the original verification code is no longer valid.

Once you have verified both Email and Telephone you can click "Next" to go to the last step.

Setup e-PIN 

The final step is to create an e-PIN on the Setup e-PIN page. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and new hires, this step will show up only if e-PIN is enabled in Authentication Preferences. 

If no e-PIN/confirm e-PIN is entered, the following message will display when you click on "Register Now" button.

If the value entered in "Confirm e-PIN" field doesn't match with the e-PIN, the error message displays as below.

After entering the e-PIN fields click on "Register Now" to complete the registration.

The following confirmation message will be displayed on the page and an email will be sent after their account is successfully created.

If the user is the initial System Administrator for the organization, the email looks like below: 

Why do you need to verify your email address and phone number?

We are very conscious of your security and want to ensure that you are the proper person who should access the system. Verifying email and telephone number is essential to securing your account.

What is an e-PIN?

An e-PIN is an additional security setup element. Completing this step is mandatory for the initial System Administrator of the organization, whereas for other users and new hires, this step will show up at the time of self-registration only if e-PIN is enabled in Authentication Preferences. 

How do you access the system after you self register?

You need to click on the Login link that is available in a few ways.

On the login page, enter the User ID and Password that is registered during self registration and click on "Log in".

What happens during the initial login?

During initial login, the users are required to go through the following steps:

• Verification via Telephone or Email - will be asked only if Two Factor authentication is enabled in Authentication Preferences. 
• Set up Challenge Questions - mandatory for all users (will be asked even though the "Enable Challenge Questions" is disabled in Authentication Preferences).  

Step 1: Verification via Email and/or Telephone

This will be asked only if Two Factor authentication is enabled in Authentication Preferences. 

The Email and/or Telephone verification options displaying on this page is based on the country code of the user's telephone number (considered from user's profile information) and the "Delivery Method" selected for Two Factor authentication in the Authentication Preferences. For more details on Authentication Preferences, please click here. 

If the user's telephone contact is from USA (country code equal to "001")

the "Delivery Method" selected for Two Factor authentication in Authentication Preferences will determine the Email/Telephone option(s) displaying on the Verification page. 

If "E-Mail" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be presented only their email contact during the verification process. 

The email address displayed here will be considered from the user invitation. When "Send Verification Code" is clicked, a code will be sent to the email address provided on this page.

If "SMS" is selected as the delivery method for two factor authentication in Authentication Preferences setup, the users will be presented only their telephone contact during the verification process. 

The telephone number displayed here will be considered from the user invitation. When "Send Verification Code" is clicked, a text message with the verification code is sent to the phone number provided on this page.

If "SMS & E-Mail" is selected as the Delivery Method in Authentication Preferences, then the Verification page will show both "Email" and "Telephone" options. 

Either one of the methods should be selected for sending the verification code.

In this case, the selected option is used for sending the verification code.

If user's telephone contact is not from USA (country code not equal to "001")

irrespective of the delivery method selected for Two Factor authentication in the Authentication Preferences, the users will be presented only their email contact during the verification process. 

How to verify through email address?

Select the radio button under Email option and click on "Send Verification Code".

A verification code will be sent to your Email.

Enter the code received via email on the verification page and click "Verify".

How to verify through telephone contact?

Select the radio button for Telephone option and click on "Send Verification Code".

A text message with verification code will be sent to your phone.

Enter the verification code sent to your telephone number and click "Verify".

If the code is successfully verified, the process will proceed to set up the Challenge Questions.  For more details on setting up the challenge questions and answers, please refer to the next section.

After successfully logged in for the first time, the user will receive the following email notification:

How do you set up your Challenge Questions and Answers?

The first time you login you are presented with a page to set up your Challenge Questions and Answers. 

By default, four questions will be shown on the page. You need to setup all the four questions to continue with the onboarding. Otherwise, the following error message displays on the page.

Note: The minimum number of questions displaying on the login page can be altered upon request by the customer.

Set up the answers and hints and then continue. Remember the answers that you have entered in this setup. If the Challenge Questions feature is activated in the Authentication Preferences setup, you will encounter this step every time you log in, and it will be necessary to provide accurate answers to gain access to the system.

After you setup Challenge Questions, you can alter them any time using Manage Challenge Questions option from the menu navigation on the left.

Can a New Hire have multiple invitations?

New Hires can receive more than one invitation to onboarding, if they have expressed interest in more than one position or are working with more than one recruiter or HR Specialist. If they don't want to create separate User IDs for each invitation, they can use the same User ID to work with different invitations. 

How do you associate existing User ID with a new invitation?

You can associate your User ID with multiple invitations only if "Allow same user account for multiple invitations" option is checked in the Authentication Preferences setup. For more details, please click here.

To link multiple invitations, you can use any one of the following methods:

• using "Continue" link in the email invitation
• through Invitation Personalization

Linking multiple invitations using "Continue" link in the email invitation:

If you already have an account created with the the primary invitation and want to link another invitation to the existing user account, then click on the "Continue" link in the second invitation.

This will present you with a page where you can login into your Smart Onboarding account using your existing User ID and Password.

After successful login, the new invitation gets added to the invitation(s) that is associated with the user's account and displays as shown below.

By clicking on the Invitation ID link, you can access that specific invitation process.

Linking multiple invitations through Invitation Personalization:

Another option to link invitation(s) to your existing User ID is through "Invitation Personalization". Click on "Invitation Personalization" option under "My Account" in the menu navigation on the left.

The page will display the list of all invitations associated with your User ID. Click on the "Link Invitation" link.

A popup window opens as shown below.

In the popup page, enter the code provided in the new invitation email, check reCAPTCHA and click on "Link" button.

If reCAPTCHA is not checked the following error message displays on the page.

If the invitation code entered is incorrect, the invalid code message displays as below.

If your code has been accepted, the below message will be displayed. To access the invitation added, you must log out and login again. Click OK on the message.

After logging in, the newly added invitation shows in the list as shown below. Click on the Invitation ID to select the invitation that you want to work with.

When multiple invitations option is disabled in Authentication Preferences

If "Allow same user account for multiple invitations" option is not checked in Authentication Preferences, then adding the invitation(s) to the same user account is not allowed. 

In this case, when you click on the "Continue" link in the new invitation email (which needs to be linked) and login into your existing account, you will not see the new invitation added in the linked invitation(s) list.

After login, the home page will show up if no linked invitations exist or will display the list of linked invitations associated with your User ID (if any).

In case if you are linking the invitations through Invitation Personalization, then the following error message displays when "Link Invitation" link is clicked on the Invitation Personalization page.

How do you select which invitation to use in your session?

If you have more than one invitation associated with your User ID, you will see them listed in the invitation selection page. You must select one invitation that you want to work with and continue your onboarding process.

To select the invitation, you must click on the Invitation ID link. 

But before clicking the Invitation ID link, you can set an invitation as the default, and/or add names to the invitations.

How do you distinguish the invitations?

You can distinguish the invitations by adding different names to them. It is not required to do this but adding names would make it easy to identify the different invitations. Before clicking on the Invitation ID, you can enter Invitation Name for each one. 

How do you set a default invitation to be used for future logins?

You can also set an invitation as default by checking the Set as Default checkbox. By selecting an invitation as default, you will not be prompted to select an invitation on future logins.  The default invitation will be used.

If no default is set, the invitation selection page will be presented on each login.

To save the changes to invitation names or default invitation, click on the Save button.

Can you switch between invitations after you have logged in?

After you log in, if there are multiple invitations associated with your User ID, you will see an icon at the top of your Homepage.

Clicking on the drop down icon will show a list of the invitation(s) that are associated with your User ID, other than the one that is currently in use. 

Click on an invitation in the list to switch to using that Invitation.

How do you change invitation names and defaults after you have logged in?

 After you login, you can access the multiple invitations setup page from the Menu icon. Click on Invitation Personalization.

The invitations page is presented. The page works the same way as the initial login page and allows you to make changes to your invitation names or set an invitation as default.

What is a proxy/related invitation?

New Hires can engage a proxy if they need assistance in completing their onboarding activities.

They can bring in new users by sending an email invitation to them to create their Smart Onboarding account. Following the directions furnished in the email, the recipients of the invitation can create their User ID and Password, and become eligible to engage in onboarding on behalf of the new hire. Alternatively, the New Hires can also extend invitations to Single Sign-On (SSO) users or any existing admin/internal system users who already possess onboarding accounts. For more information, please refer Proxy/Related Invitations under New Hires section.