The forms your onboardee was assigned are determined by "Groups." A form can be tied to a group, and an employee or contractor can be a part of that group. So if your onboardee was assigned the wrong forms, we need to look at what groups you put that onboardee in, and what forms are tied to those Groups.
To Review Which Forms Are Tied to Which Groups, Go Forms > Forms.
The Groups that a particular form is tied to will show in your list of custom forms.
NOTE: if nothing is showing in the groups column, that form will be assigned to every employee or contractor added in WorkBright.
If you would like to add a form to a group, go to the form’s “Edit Form” page,
Then in the third field down from the top, you can assign which group(s) to assign the form to. If the group you need doesn’t exist yet, there’s an “Add a new group” button next to the list of groups so you can add it right here on the spot.
Once a form is tied to one or more groups, you must add an employee or contractor to that group for them to receive it.
If you are just adding the new hire now, you’ll see the option of where to do this on the third screen of the “Add a New Employee” function.
If the employee already has a profile in WorkBright, you can add the form to their list of required forms by adding them to that group. Go to their profile via the Staff tab, and then find “Groups” on the “Overview” portion of their profile. As soon as you add them to a new group, any forms they have not yet completed associated with the new group will be assigned to them.
FAQs about Groups:
Q: Can a form be a part of more than one group?
A: Yes!
Q: Can an employee be a part of more than one group?
A: Yes!
Q: If a form is tied to multiple groups, and I put a person in more than one of them, will they receive the same form more than once?
A: No. They’ll just be assigned one copy of it.
Q” If an employee hasn’t completed a form yet, and I take the employee out of the group that is tied to that form, will it still show up on their list of required forms?
A: No. As long as they have not yet completed the form(s) in question, they will simply disappear from that person’s list of required of forms.
Q: What if an employee has already completed a form, and I take them OUT of the group. Does that submission disappear?
A: No. It stays in their file under “Other Forms on File.”
Q: What if I add the employee to a new group after they’ve already finished onboarding. How will they know to log back in and complete the new form(s)?
A: If the form has a deadline on it, they’ll receive a “Your Forms Are Now Late!” Email. Because they thought they did everything required of them, this can be confusing. Best practice is to alert them with an email directly from you saying to log back in and complete any new assigned forms.
Q: How do I control who gets the W4, I9 or W9? They’re not in my forms list and I can’t assign them to groups.
A: See this article on "Type." Federal Forms are NOT controlled by Groups.