What is the Invitation Console?

The Invitation Console is used to view a New Hire's invitation details, manage invitation and process actions, and view the process simulator and process insights.

From the Invitation Console, the following actions can be performed:


View process details of New Hire's invitation
Check the activity routing information
Watch/Unwatch the New Hire's process
Resend the New Hire's invitation
Restart the New Hire's process
Force the New Hire's process to completion
Terminate the New Hire's process
Restart a particular activity
View process insight for analyzing purpose

Who can access the Invitation Console?

In the Smart Onboarding product, users with HR Specialist, Recruiter, I-9 Specialist and E-Verify Specialist roles have access to the Invitation Console. For the Smart I-9/E-Verify product, access to the Invitation Console is available to users with I-9 Specialist and E-Verify Specialist roles (HR Specialist role is not available in the Smart I-9 Product). However, the console actions the users can perform will vary depending on the user's role and where the new Hire is in their process.

When do you see an invitation in the Invitation Console?

The New Hire's invitation data is available in the Invitation Console once after the invitation is created and saved. As the New Hire progresses through their process, the invitation status will be updated in the console.

How do you access the Invitation Console?

The Invitation Console can be accessed in two different ways:

Access via Menu Icon:

Click the menu icon in the top left corner of the page, then select "Invitation Console" from the Invitations section in the menu navigation.

Menu

Access via Quick Links:

From the Quick Links bar on the homepage, select the "Invitation Console" option.

Home Page with Quick Links

What are the contents of the Invitation Console page?

The Invitation Console page includes sections for the Search Filter, Quick Filter, the "Download Results" option, and search results displaying invitation details based on the selected criteria. The data shown in the console is determined by the user's security settings, configured by the System Administrator, ensuring that users can only access data they are authorized to view. For example, if a user's access is restricted to "Research" Company data, they will only see information related to that company within the console.

Additionally, the "Download Results" button appears below the search fields if the logged-in user's role is configured for the data export feature. Users with multiple roles can access this feature as long as they have at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist and that role is enabled for data export.

If the logged-in user's role is not configured for the data export feature, the "Download Results" button will not be visible in the console.

Each section of the Invitation Console page is discussed in detail below:

When there are many New Hires in the system, you can use search filter options to quickly find transactions specific to a criteria. Next to the field, you can change the search option to specify how you want your text to be perceived.

Note: Only 1000 rows are displayed in the Invitation Console, with the most recent Invitation ID at the top. If more than 1000 rows exist and you need to access earlier invitations, you may need to perform a specific search for that transaction or use the Keyword Search located at the top right of the window.

Field	Behavior
First Name	Filter by first name Selecting "begins with" will search for the beginning of the First Name for the letter(s) that you enter Selecting "contains" will search for any of the First Names that has the letter(s) that you enter Selecting "equal to" will search for the First Name that is exactly what you type in
Last Name	Filter by last name Selecting "begins with" will search for the beginning of the Last Name for the letter(s) that you enter Selecting "contains" will search for any of the Last Names that has the letter(s) that you enter Selecting "equal to" will search for the Last Name that is exactly what you type in
Business Process Status	Filter by the New Hire's process status This field is probably the most helpful if you need to see which New Hires process is in progress, terminated, completed or have problems with their process Only one search option available to search for the process status Selecting "equal to" will search for processes that match the status you selected
Invitation ID	Filter by the New Hire's ID # Selecting "equal to" will show you just the New Hire that you selected from the ID list Selecting 'Between' will display an additional date field. Click the lookup icons to select the dates. The search will return values that fall between the two selected dates.
Start Date	Filter by the New Hire's start date Selecting "equal to" will show you the New Hires that start on that specific date Selecting 'Between' will display an additional date field. Click the lookup icons to select the dates. The search will return values that fall between the two selected dates. Selecting "greater than or equal to" will show you the New Hires that started on that specific date or later Selecting "less than or equal to" will show you the New Hires that started on that specific date or earlier

In this example, the console results are filtered by Start Date.

Quick Filter

Quick Filter is another way to quickly find a specific invitation or to get a list of invitations matching specific criteria.

Download Results

If the logged-in user's role is configured with export functionality, the user will see the "Download Results" button within the console. Since the invitation console is a common console for the Hr Specialist, I-9 Specialist and E-Verify Specialist, the export functionality will be enabled if the user has the export permission for any of these roles and the roles has export capability.

Users assigned multiple roles such as HR Specialist, I-9 Specialist, or E-Verify Specialist, will have access to the export feature in the Invitation Console as long as at least one of their roles is configured with export permissions.

Clicking this button will download the search results displayed in the console as a CSV file to your local computer.

Note: The "Download Results" button is specifically designed to download search results obtained from using the search fields. Note that filtering by the Quick Filter feature will not limit results in the export.

Note: If no results are found for the search criteria, the "Download Results" button will not appear in the console.

A sample downloaded CSV file is given below. When downloading data from the Invitation Console, the file will include not only the result columns displayed on the page but also standard attribute information such as Company, Business Unit, Department, Location, and Job Code, as well as any additional invitation attributes.

The downloaded CSV file can be opened using any supported application that allows viewing or editing CSV data, such as spreadsheet applications, text editors etc.

When opened in Notepad, the CSV file will display the data in the below format, with headers and values separated by commas. If a search filter was applied, it will appear at the top of the file.

When the file is imported in Excel, it will appear as shown below, with data organized into columns based on the CSV structure.

If multiple filters are applied in the search criteria, the file will display all the search filters applied to obtain the results.

Search Results

Based on the search criteria selected in the Search Filter/Quick Filter, the invitation details will display in the search results. Only the first 1000 rows can be seen in the search results. The details of the search results include the following fields:

Invitation details

Field	Behavior
Invitation ID	New Hire's distinctive ID # Clicking on this will pull up the New Hire's personal information and job information
Name	New Hire's name
Start Date	The date the New Hire started
Invitation Status	The status of the New Hire's invitation - Created, Launched, In Progress, Completed & Terminated Note: This is different from Business Process Status which helps you to understand where the New Hires are in their process or if any actions are taken to resolve the issues associated with the New Hire's process.
View Process	The "process" refers to the onboarding process, and "View Process" shows you the list of activities in the process and their status details
View Historic Process	It shows the complete process history for that New Hire
Info and Actions	Clicking on "Info and Actions" will pull up tabs for New Hire information and process actions. The actions will vary depending on the Invitation Status.

View Process

The link will open the process viewer page for the corresponding invitation.

Displays the New Hire's Name, Job Code, Start Date, and a "Download" button in the top profile section next to the New Hire's image. Below this, all onboarding process activities are listed, with status indicators shown as icons next to each activity. The list includes activities for the New Hire as well as HR, I-9, and E-Verify Specialists. Note: If a revised Start Date exists for the transaction, the Start Date in the profile section is updated accordingly.

Note: The lock symbol represents the activity is locked and not routed, the icon represents the activity is routed/in progress but not completed and symbolizes a completed activity.

Routed or completed activities include a description along with the date, time, status, and user role details as follows. For routed activities, the user's role type is displayed, whereas for completed activities, the user's name is shown.

Note: If the user has multiple role types, the initial role assigned to the user is displayed.

If the process has no activities to be routed, it is automatically completed, and the invitation status is set to "Invitation Complete." The Process Viewer page for such transactions will display a corresponding message.

As there are no activities in the process, no documents are available for download, and the "Download" button will not be displayed.

Example: Process Viewer for an I-9 Process with no activities routed

Info and Actions

Clicking the "Info and Actions" link opens tabs displaying the New Hire's basic information and available actions for the corresponding process.

Information

The Information tab includes the Start Date, along with other key details such as Job Code, Business Unit, Department, Location, Company, Business Process Status, and Onboarding Status.

Info and Actions → Information

If the Start Date has been revised in the process, a "Revised Start Date" field will also be displayed, showing the updated date.

Additionally, if the invitation includes extra attributes added through the setup and these attributes have assigned values, they will be displayed under the Information tab. However, if no values are present, the fields will not appear.These attributes can only be configured by the Smart Onboarding Support Team upon request from the customer. Click here for more details

Below is an example of an invitation with additional attributes added:

When additional invitation attributes have assigned values, the fields and their corresponding values will be displayed in the Information tab as shown below:

Actions

The actions available under the Actions tab vary based on the status of the New Hire's invitation process. Each action's purpose is explained in detail in the subsequent sections.

Info and Actions → Actions

Navigating through search results

The search results are displayed in pages with each page containing 10 rows by default. The number of rows displaying per page can be altered by selecting a different value in the "Rows per page" drop-down.

Rows per page drop-down

To navigate through the search results pages, you can

Use the "Previous" and "Next" buttons
Click on a page number tab or select a page from the drop-down menu and click the "Go" button.

This feature makes it easy to navigate to any page in the search results and review information for any New Hire's invitation.

For example, you can navigate to page "9" of the search results by clicking on the "9" tab. To view invitation details, as well as the New Hire's Invitation, I-9, and onboarding summaries, click the desired Invitation ID link and select the corresponding option. Similarly, you can access process details and available actions for the invitation by clicking the respective links.

Clicking any link other than "Info and Actions" opens the corresponding details in a new window, keeping your search page open in the original window. To view additional details for the same invitation or access another invitation, return to the search page and click the relevant console link, which will open in a new window.

What information is available through the invitation ID link?

Clicking the Invitation ID link opens the corresponding invitation’s details, along with the Invitation, I-9, and Onboarding summaries. Each of these sections is explained in detail below.

Note: These options are also available through related actions in the “Invitation” category of Keyword Search. For more information on using Keyword Search actions for the “Invitation” category, click here.

Review Invitation

To review the details entered on the corresponding New Hire’s invitation, click the Invitation ID link and select the “Review Invitation” option.

Invitation Console → Invitation ID → Review Invitation

You may also review the invitation details through related actions in the “Invitation” category of Keyword Search. For more details, click here.

Invitation Summary

To review the summary of the New Hire's invitation, click the Invitation ID link, and then select the "Invitation Summary" option.

This displays a summary of the New Hire's invitation. Clicking the Invitation ID link on the summary page opens the corresponding invitation details in the Review Invitation page.

Invitation Summary Page

Review Invitation

Another way to view the invitation summary is through Keyword Search "Invitations" category. For more details, click here.

Note: An additional section named "Attribute Information" will appear on the invitation summary if additional attributes have been added to the New Hire's invitation through the setup and these attributes have associated values. However, if no values are present for these attributes, this section may not on the Invitation Summary page. The additional attributes can be configured only by the service provider (Smart Onboarding Support Team) upon request by the customer. Click here for more details

Onboarding Summary

This option is onboarding product specific and is available for New Hire invitation processes that have completed Employee Information (EBI) activity. Note: This feature is not available for the Smart I-9 product.

Click the Invitation ID link, then select the "Onboarding Summary" option.

The page with New Hire's onboarding summary includes the following details:

Employee Details

Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.

Payroll & Tax

Includes the Federal withholding, work & residence state withholding, and Paycheck preferences details.

The Onboarding Summary can also be accessed through Keyword Search "Invitations" category. For more details, click here.

I-9 Summary

This option appears only when the I-9 ID is generated for the New Hire’s process, which occurs after the I-9 Section 1 data is entered, and saved or electronically signed by the New Hire.

Note: I-9 Summary can also be accessed through the I-9 Console. For more details, please refer to the I-9 Summary page under the I-9 Console section.

To view the I-9 Summary, click the Invitation ID link, then select the "I-9 Summary" option.

Invitation Console - I-9 Summary

Clicking the I-9 ID link on the summary page will open the Form I-9 details.

I-9 Summary

Note: The I-9 page will open in read only mode and the users cannot perform any action from here.

I-9 details

Clicking on the "Audit Details" link will open the Form I-9 Section 1 & Section 2 audit information.

Another option to access I-9 Summary is through Keyword Search actions. For more details, please click here.

What can you do on the process viewer page?

The process viewer page allows you to download signed forms and attachments, track outstanding tasks, and view initiation and completion times for all process activities. It also indicates which activities are locked and which can be accessed simultaneously.

To open the process viewer for an invitation, click the "View Process" link in the corresponding row.

Another option to access the "View Process" option is through the Invitation Summary page.

The "View Process" is available as an clickable image on the right bottom corner of the Invitation Summary page.

The process viewer allows you to view process activities and download signed forms and attachments, if available.

Process Viewer page

Download Signed Forms

Select this option if you want to download all of the New Hire's signed forms. When clicked on the "Download" button, it starts downloading a .zip file.

Download Signed Forms

Click on the .zip file to view the signed forms.

Zip Folder

The downloaded forms will be in the PDF format.

Signed Forms as PDFs

Download Attachments

This link will download attachments of the corresponding process, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 and Section 2 activities. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.

When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.

Process Viewer

Open the downloaded .zip file to view attachments. The attachments will be in PNG format. Click on each file to open the respective attachment.

If attachments uploaded during process activities have the same file name, a number will be appended to the name when downloaded.

If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file.

Attachment

If no attachment is present, the option "Download Attachments" will not be seen in the Download drop-down.

Download Packet

Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.

Download Packet

Opening the zip will display individual folders for each activity. Click on the relevant folder to view the attached documents within the activity and the signed pdf form.