Part 3: Assigning an Authorized Representative
If the new hire is working remotely or at a location where no HR staff is present, you may designate an Authorized Representative (AR) to conduct the physical document inspection on your behalf. An AR can be any person you designate — a notary, a local colleague, or another trusted individual.
⚠️ The employer is legally responsible for everything the Authorized Representative does in connection with the I-9. Always brief your AR on proper document inspection procedures before assigning them.
How to Assign an AR
Step 1: When creating the new hire invitation, select the option to assign to an Authorized Representative.
Step 2: Enter the AR's name and email address.
Step 3: Click "Send Invitation."
What Happens Next — Automated Notifications
ZipID sends three automated notifications:
• The HR user receives a confirmation that the AR has been assigned.
• The new hire receives an invitation from the assigned AR directing them to complete Section 1.
• The AR receives an invitation to sign up for ZipID (if not already a user), or if already registered, a notification to complete the assigned I-9.
What the AR Sees
• The AR can only see the single I-9 assigned to them — no access to any other records in your account.
• All AR actions are logged in your Activity Log with timestamps.
• The HR user receives notifications as the AR progresses through the workflow.
💡 All AR activity is kept under full employer visibility because the employer bears full legal liability for the AR's document inspection. Review everything the AR did at any time in the Activity Log.
📄 Need the full illustrated guide with all screenshots? Download it from the ZipID Employer Guide PDF.