Your inbox is a valuable resource for managing the Forms that need to be reviewed and getting a great overview of what is happening with your staff's I-9 or E-Verify cases.
To get to your inbox, navigate to the onboarding page via your navigation bar.
Once there, you will land on the primary Inbox. On the sidebar bar, you will see options to access the I-9 Form Inbox as well as the E-Verify cases inbox.
Let's start with the primary inbox:
You will be able to review any forms that need to be reviewed by an admin before being completed.
You will see the name of the Staff Member who was assigned the form, the Form Name, an icon that will indicate the type of form, when it was received, and finally the review button.
When you click on Review, a sidebar will appear that will allow you to take the next step actions for that form.
Once you take action, you will be prompted to take action on the next form in your inbox.
Note: The list is updated only after the page is refreshed. The action was taken even though they may still appear in the inbox before this refresh.
Now let's look at the I-9 Form Inbox.
This inbox is more robust and has several sections for you to navigate. We will go tab by tab and review the options that are available under each one.
Note: Every tab will have a search box which can be used to look for the staff member by name. That search will be limited to the scope of that tab. Meaning if that staff member is not under that tab they will not be searchable in that section.
Pending Employer Section: This is for any I-9s that require the employer to review or take action on. With the Filters, you narrow down the scope of what is populated in the list below. The Status and Verification options will help refine those results further.
Above, where your results will populate, you will see buttons to “Sign Section 2, Edit Section 2, or Request a New I-9. You will use these buttons based on what they need from that particular I9. These buttons will become useable when you select the boxes on the rows for a staff member.
In the rows you have check box which activates the buttons above, the staff members name, date received, link to view the form, status, expiration date, verification status, and finally view audit events.
Pending Admin Review of Section: This is where you will be able to see all I-9s that need some level of review. The Verification options will allow you to refine the results to better navigate.
Similarly to the last tab above, where your results will populate, you will see buttons to “Sign Section 2, Edit Section 2, or Request a New I-9. You will use these buttons based on what they need from that particular I9.
In the rows below you have the staff members name, date received, link to view the form, status, expiration date, and view audit events.
Note: In the case where there is no checkbox provided it means there is no action that you can take on the form it must be handled by the staff member.
Missing or Rejected: Form I-9s that haven't been submitted by staff and submissions that have been rejected by administrators. The Filters are there to help you refine your results, and you will see buttons to “Sign Section 2, Edit Section 2, or Request a New I-9 for your use if needed.
In this section you have filters for documents per their due date window.
In the rows below you have the staff members name, date received, link to view the form, status, expiration date, and verification status.
Awaiting SSN: This is for any I-9s that indicated SSN in their List Documents for Identification and have not provided or have yet to provide a suitable validation of SSN for verification. You can use the Verification filter to refine results.
In this section you have filters for verification status.
In the rows you have check box which, the staff members name, date received, link to view the form, status, expiration date, verification status, view audit events, and a button to Restart Remote I-9).
Expiring Docs: Form I-9 submissions with expiring work authorization document(s) that require Section 2 updates.
In this section you have filters for documents per their expiration window and their verification status.
Above, where your results will populate, you will see buttons to “Sign Section 2, Edit Section 2, or Request a New I-9. You will use these buttons based on what they need from that particular I9. These buttons will become useable when you select the boxes on the rows for a staff member.
In the rows below you have check box which activates the buttons above, the staff members name, date received, link to view the form, status, expiration date, verification status, view audit events, and a button to Restart Remote I-9).
Note: In the case where there is no checkbox provided it means there is no action that you can take on the form it must be handled by the staff member.
Competed: This is where you will be able to see all of your completed Form I-9s.
In this section you have filters for verification status.
Above, where your results will populate, you will see buttons to “Sign Section 2, Edit Section 2, or Request a New I-9. You will use these buttons based on what they need from that particular I9. These buttons will become useable when you select the boxes on the rows for a staff member.
In the rows you have check box which, the staff members name, date received, link to view the form, status, expiration date, verification status, view audit events, and a button to Restart Remote I-9).
Paper I-9: In the Paper I-9 Section you will see all the Form I-9s that were uploaded and not completed in system.
In the rows you have the staff members name, date received, link to view the form, status, expiration date, and view audit events.
Let's look at E-Verify Cases:
In the E-Verify inbox we have an overview of all of the E-Verfy cases which can be narrowed down by using the name search function or by using the fliters. Lets go over the filters.
Sort By: This toggle allows us to populate the order of the list by Most Recently created E-Verify case or by Last Name of the Staff Member.
Filter: This section will allow you to filter by either Case Status, Employment Status, and/ or Estimated Deadline. We will dig into each.
Case Status: From this dropdown you can select one or more statuses to narrow down the results populated.
Employment Status: In this dropdown you can select one of three options to filter the results. Active Staff Only, Inactive Staff Only, or All.
Estimated Deadline: This option will filer by how close the case is to its deadline. Filter by: Past due, Within 3 days, or Any deadline.
Clear All Filters: This button will populate when you add any filters. When you click it, it will remove all the filters added.
Now you have it the overview of your inboxes and what they do.
If you are finding that your inbox is full of forms from inactive staff refer to this article on how to remove inactive staff from your inbox.
For any additional questions please reach out to our support team for guidance.