The Invitation Personalization option is available for New Hires in their menu navigation to create and manage proxy users in their process. Through this option, New Hires can invite proxy users at any time during their onboarding when they need assistance with completing process activities. Once the proxy users create their Smart Onboarding or Smart I-9 account, they can complete the New Hire's pending activities and sign forms electronically on their behalf.

Proxy users can also be invited as preparers or translators from Form I-9 Section 1 to assist in completing the Section 1 activity. For more details, please click here. 

How to access Invitation Personalization?

Click the menu icon in the top left corner of the page and select "Invitation Personalization" in the My Account section from the left navigation menu.

How do you invite a proxy user through Invitation Personalization?

On the Invitation Personalization page, click the "Create Proxy Invitation" link next to the invitation for which you need assistance in completing the process.

Read instructions carefully and enter the details.

Enter First Name, Last Name, Phone and Email details of the proxy user and click "Invite". 

Click 'OK' on the message to continue. 

An email will be sent to the user, inviting them to the process and including 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" has now changed to "Manage Proxy Invitation(s)" for the corresponding row, indicating that proxy user(s) have been added for that invitation.

The email format sent to the proxy user will look the following. By clicking on the 'Start I-9 Process' link, the user can create their account and begin the process. If the user is already registered, they can use the code included in the email 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 send 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 - 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 the "Actions" menu.

Revoke

Using this action, you 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 you want to reinstate proxy user’s account, they must be added again 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 an email. The format of the email looks like below.

The account locked status will reflect for the user on the Proxy Invitations page as shown below.

To unlock user’s account, click on "Actions" hyperlink and select "Account Unlock" from the menu. Note: The "Account Unlock" option is displayed only for the locked user accounts.

Click "OK" on the confirmation message.

The following message 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.