Staff Notifications and Cadence for the Form I-9

The Form I-9 will send notifications to guide your staff member through the process, outline next steps, and ensure they stay on track. Some of these notifications will only be delivered once, and some will repeat until an action takes place.

Let's go over the order and cadence in which these notifications will be delivered.

Note: Section 1 uses the Regular Deadline found and set up in Settings (See image below), Section 2 uses the Start date to define due dates for your sections of the Form I-9.

First will be the Forms Due email, which will include the Form I-9:

Subject: Your REQUIRED forms for {Company} - You have forms due in {#} day(s)

When a form has a deadline in the system (fixed date or relative date) and a staff member has a Notification Start Date entered, the notification cadence is: 10 days before, 5 days before, 2 days before, 1 day before, and the day it is due. If not completed in that time, the form is then “Late”. This is only applicable if the submission deadline is set.

Note: This notification applies to all required custom forms AND Section 1 of the I-9. (Section 2 is managed below)

Now that section 1 is completed, the next notice you will get is for remote verification if applicable (see article here)

Subject: Begin Remote I-9 Verification for {Company Name}

Sent instantly when the staff completes Section 1, the Form I-9 is accepted, and they can now begin Section 2 via Authorized Representative.

Note: This notification applies only to Section 2/Countersignature of the I-9 and is only applicable if Remote I-9 is enabled.

If Section 2 has not been completed, reminder emails will be issued.

Subject: Reminder: Complete Remote I-9 Verification for {Company Name}

Remote I-9 countersignature notifications are based on employee Start Date and the cadence is 10 days before start date, 5 days before start date, 2 days before start date, 1 day before start date, START DATE ,and every day after start date up to 30 days or until countersignature.

If no start date is included on the employee file, the notification will trigger every day for 30 days after Section 1 is accepted.

Note: This notification applies only to Section 2/Countersignature of the I9 (Section 1 is handled above) and is only applicable if Remote I9 is enabled.

These would be the standard notices your staff would receive for completing the Form I-9. For other notices, see our articles for Email Notifications and Text Notifications.