If the New Hires need assistance in completing their onboarding activities, they can engage a proxy to participate in onboarding on their behalf. The proxy user will be able to complete the pending activities of the New Hire and also sign the electronic forms on their behalf. The proxy can be a new invitee/external user or any Admin / SSO or internal user. 

Let us take example of a New Hire with several pending activities. The page below shows pending activities under 'Outstanding Tasks' in the New Hire's homepage. The New Hire can complete these tasks on their own or have proxy users help them finish.

Who initiates proxy process?

The New Hire initiates proxy process by sending an onboarding email invitation to the designated person. After receiving the invitation, the invitee creates their Smart Onboarding account and becomes eligible to participate in the onboarding process. 

What is a proxy invitation?

It is an onboarding email invitation sent by the New Hire to the external user. The email content includes instructions for Self Registration to set up a User ID and Password for system access.

At what instance in the onboarding process can a New Hire invite the proxy user? 

New Hires can invite proxy users at any instance in their onboarding process whenever they need help in completing any onboarding activity. When completing Form I-9 Section 1, proxy users are called as Preparers/translators.

What are the ways to invite a proxy user?

There are two ways to invite a proxy user.

• Using Invitation personalization 
• In Form I-9 Section 1

Inviting proxy via Invitation Personalization

Click on the Menu icon and select Invitation Personalization under My Account.

The page displays the invitations as shown below. Click on Create Proxy Invitation for the Invitation ID.

Read the instructions carefully before entering the proxy details.

Enter First Name, Last Name, Phone and Email details of the invitee and click Invite. 

Click OK to confirm sending email invite to the user.

Click Close on the message that confirms the email is sent to the new invitee.

An invitation email will be sent to the registered email address of the proxy user. The proxy user must click on 'Start Onboarding' hyperlink to self register and begin onboarding. If it is an already registered user, the code has to be used to link the invitation to their account.

You can see the proxy user's details added in the Proxy Invitations page as given below. If you wish to add more users click the Add Invitation button that is enabled at the right top corner of the page.  

You can add as many proxy users as you like to the invitation. Click Return to navigate back to the main page.

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 the proxy user(s) exist for that invitation.

Like wise you can have proxy users assisting you with multiple invitations. Shown below is a related invitation added to the New Hire's list.

This list is visible in Form I-9 Section 1, when you select option for Preparer/Translator assistance. The system allows you to add/select up to five users from the list for assisting New Hire to complete Section 1 activity.

Form I-9 Section 1

Adding proxy in Form I-9 Section 1

Another instance where a proxy gets invited by the New Hire is in Form I-9 section 1. If the New Hire wants to use a specific proxy's help for completing I-9 Section 1, they can invite from Form I-9 Section 1 itself.

Click the radio button for Preparer/Translator assistance. A button is enabled to invite a new Preparer. Click Invite New Preparer.

Enter First Name, Last Name, Phone and Email ID. Click Invite. An email invitation is sent to the user.

The user appears in the list and you will be able to add them as a Preparer/Translator.

The user invited in Section 1 gets added to the list of proxy users and can be seen in Invitation Personalization. 

Likewise, the system allows you to invite up to five proxy users and add them as Preparers/Translators.

How many proxy users can you invite?

When using Invitation Personalization, you can invite as many proxy users as required to complete the pending activities.

Here is an example where a New Hire has invited multiple proxy users to onboarding.

But for completing Section 1, there is a limit of adding only five proxy users. 

If you try to invite more than five preparers from Section 1, an error is displayed as shown below.

What is the proxy user's role in the onboarding process?

The proxy user receives an invitation to complete the onboarding process on behalf of their primary invitee (New Hire).  When the onboarding authorization is assigned to the proxy user, the user will inherit all the pending activities of the primary invitee. In case of new invitee, upon completion of the self registration process, the user can complete the outstanding tasks of the New Hire unless their authorization is revoked by the New Hire.

How long does the status of proxy users remain active?

The status of proxy users remain active as long as they have the authorization to complete the onboarding activities on behalf of the New Hire. Once their permission is revoked by the New Hire, the proxy users lose their active status.

What actions can you perform on an active proxy invitation?

New Hires can perform three actions on an active proxy invitation.

1. Resend Welcome information to the proxy user 
2. Revoke permission of the proxy user to access onboarding 
3. Account Unlock if the proxy user's account is locked 
   
   

Note: 'Account Unlock' option is visible only when the proxy user's account is locked.

Resend Welcome

Clicking Resend Welcome information sends an email invitation to the proxy user again, for them to create a User ID and Password. This is important in order for the new invitee to be able to use their account when they did not create a User ID before the allotted time ran out.

In the Proxy Invitations page, for the newly invited proxy user click on Actions hyperlink and select Resend Welcome. This will send out a new invitation to the proxy user.

Using this email, proxy user can create User ID and Password.

Once the user completes Self Registration, the option to resend invitation ‘Resend Welcome’ will not be available under 'Actions’.

Revoke

New Hire can revoke the authorization of an active proxy user from completing the onboarding process on their behalf. Once the permission is revoked, the proxy user will no longer be able to access their onboarding account. 

Click Actions hyperlink and then select Revoke.

Click Ok on the message to confirm revoke action.

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 send a new invite to the proxy user.

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 in 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 message to confirm account unlock.

Close the confirmation message.

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

If Admins/internal users are invited as proxy users, how can they link invitations to their existing account?

Linking of the invitations is possible only if "Allow same user account for multiple invitations" option is checked in the Authentication Preferences. If this option is unchecked, linking of multiple invitations is not allowed. 

To link invitations, the Admin users can use the following methods:

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

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

To link the new invitation to the existing user account, click on the "Continue" link in the invitation which needs to be linked.

This will display the login page where you can enter into the 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.

The following message displays on the page if you don't check reCAPTCHA.

Select "I'm not robot" check box to check reCAPTCHA and  click on "Link" button.

If correct code is not entered in the "Invitation Linking Code" field, the following invalid code message will be displayed.

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.

When you login, the page will display all the roles and invitations that are associated with your User ID.

Click on any role/Invitation ID link to login and continue the process. Also, you can set any invitation as default, provide an invitation name and save the settings. 

After logging in, click on the links under outstanding tasks to complete the activities in the process.

Similarly, follow the same procedure to link other invitations.

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.