I-9 Pro and I-9 Pro + E-Verify Feature Guide

I-9 Pro

Select the I-9 Pro option from the “Remote” workflows under the “Create I-9” page. To enable or display this radio button, follow the steps mentioned here: Feature Enablement section.

Hover over the accompanying tool tip to learn more: “This option creates a new I-9 Pro record that sends a message to the employee to complete Section 1. It also instructs the employee to schedule an appointment date/time to meet with an I-9 Pro representative via a live interactive video meeting to complete Section 2.” 

Note: This radio button is displayed conditionally. It appears when the “I-9 Pro” feature is enabled and the Worksite on the associated Employee Profile record is E-Verify enabled.

When the Worksite of the associated Employee Profile record does not have E-Verify enabled, the I-9 Pro option is disabled and shows the following tooltip when the I-9 Manager hovers over the radio button: “The Worksite on the associated Employee Profile record does not have E-Verify enabled. E-Verify is one of the requirements for being able to use the optional alternative procedure to physical documentation examination as authorized by DHS. For this reason, the I-9 Pro radio button is disabled.”

When the employee chooses the I-9 Pro radio button, the relevant fields will appear for completing the page. 

If the Start Date is before the E-Verify Effective Date of the Worksite indicated on the associated Employee Profile record, then the following error message will be displayed: “I-9 Pro is not an option since the I-9 will not be subject to E-Verify.”

After the I-9 manager enters valid details, click the "Create I-9" button, and a confirmation pop-up will be displayed.

Choose "No" to close the pop-up or "Yes" to initiate the I-9 Pro workflow. Another confirmation message will be displayed confirming that the I-9 Pro email has been sent to the employee.

Clicking “OK” navigates the I-9 Manager to the “Employee Profile” page. The employee will receive an email from Tracker with instructions for completing the Form I-9 and scheduling an appointment to meet virtually with a Tracker I-9 compliance expert who will complete Section 2 of the Form I-9.

I-9 Pro + E-Verify  

Select the I-9 Pro + E-Verify option from the “Remote” workflows under the “Create I-9” page. To enable this radio button or display this, follow the steps mentioned here: Feature Enablement section. 

Hover over the accompanying tool tip to learn more: “This option creates a new I-9 Pro + E-Verify record that sends a message to the employee to complete Section 1. It also instructs the employee to schedule an appointment date/time to meet with an I-9 Pro representative via a live interactive video meeting to complete Section 2. Afterwards, the I-9 Pro representative may also be responsible for administering the associated E-Verify case for select statuses.” 

Note: This radio button is displayed conditionally. It appears when the “I-9 Pro + E-Verify” feature is enabled and the Worksite on the associated Employee Profile record is E-Verify enabled.

 

When the Worksite of the associated Employee Profile record does not have E-Verify enabled, the “I-9 Pro +  E-Verify” option is disabled and shows the following tooltip when the I-9 Manager hovers over the radio button: “The Worksite on the associated Employee Profile record does not have E-Verify enabled. E-Verify is one of the requirements for being able to use the optional alternative procedure to physical documentation examination as authorized by DHS. For this reason, the I-9 Pro + E-Verify radio button is disabled.” 

 

When the employee chooses the “I-9 Pro + E-Verify” radio button, the relevant fields will appear for completing the page. 

If the Start Date is before the E-Verify Effective Date of the Worksite indicated on the associated Employee Profile record, then the following error message will be displayed: “I-9 Pro + E-Verify is not an option since the I-9 will not be subject to E-Verify.” 

 

After the I-9 manager enters valid details, click the "Create I-9" button, and a confirmation pop-up will be displayed. 

 

Choose "No" to close the pop-up or "Yes" to initiate the I-9 Pro workflow. Another confirmation message will be displayed confirming that the I-9 Pro email has been sent to the employee. 

 

Clicking “OK” navigates the I-9 Manager to the “Employee Profile” page. The employee will receive an email from Tracker with instructions for completing the Form I-9 and scheduling an appointment to meet virtually with a Tracker I-9 compliance expert who will complete Section 2 of the Form I-9. 

After completing Section 1 and the EDU, a confirmation pop-up will be displayed to proceed to the I-9 Pro Scheduling Application. This occurs when the employee clicks "Continue" on the EDU page after uploading the necessary files.

If the employee chooses to skip the EDU page for the first time by clicking the “Skip For Now” button, a similar pop-up message will be displayed. Upon confirming, the system will also navigate the employee to the I-9 Pro Scheduling Application.

Once confirmed, the system will display the embedded I-9 Pro Scheduling page (iframe) where the booking process continues.

Employee Journey/Appointment Scheduling

With the I-9 Pro / I-9 Pro + E-Verify workflows, the employee journey conditionally changes. Here is the sequence of events that will take place:

1. Employee completes/signs Section 1 of the Form I-9. 
2. Employee is navigated to the Employee Document Identification and Upload (EDU) page where they select their identity and work authorization document(s) that they intend to present to one of Tracker I-9’s compliance experts when they meet with them during a live interactive video meeting. The employee is prompted to upload front/back copies of all documents. 
   Note: The Employee Document Identification and Upload (EDU) feature is an optional/opt-in feature. You can find out more information on the feature here. The only notable differences when using I-9 Pro is:
   1. EDU is automatically included as a step within the employee journey. The EDU feature does not need to be enabled. However, to use I-9 Pro both the I-9 Pro and Remote Document Inspection features must be enabled along with the Employer Appoint workflow.
   2. Typically, the attachment and forced attachment settings of the Employer that is associated with the Form I-9 determine when an employee is prompted to upload copies of their documents on the EDU page. With I-9 Pro the employee is always prompted to upload front/back copies of ALL documents, even if there is no information on the back of the document.
3. The employee lands on the “Form I-9 Section 1 Complete – Next Steps” page where they can view/download a copy of their Form I-9.
4. The next steps page is now enhanced and embedded with the I-9 Pro scheduling solution where the employee will be able to book an appointment to meet virtually with a Tracker I-9 compliance expert who will complete Section 2 of their Form I-9. 
   
   1. Click "Next" to proceed to the appointment scheduling process.
   2. Click "Print Form I-9 Receipt" to download or print a copy of your Form I-9 receipt. 
      As a security precaution, the "Form I-9 Receipt" button can only be clicked once to ensure controlled access to this information. This page will expire if the employee navigates away or closes the page.
      Note: The I-9 Pro appointment must be scheduled and completed no later than the Section 2 Due Date.
5. The available appointment time will be displayed based on the “Employee Employment Status” selection in Section 1.
   • If the employee selects “A citizen of the United States” or “A lawful permanent resident”, a 15-minute time slot will be displayed for the remote Section 2 appointment. 
   • If the employee selects “A noncitizen national of the United States (see instructions)” or “A noncitizen (other than Item Numbers 2 and 3 above) authorized to work”, a 20-minute time slot will be displayed for the remote Section 2 appointment.
6. On the “Schedule Your Remote I-9 Pro Appointment” page, the employee can adjust their time zone if needed. To join the waitlist for alternative appointment options, select "Click here to join the Waitlist for another date/time".
7. After selecting a date and time for the I-9 Pro virtual appointment, the employee should click "Next" to proceed to the “Your Information” page. On this page, the following fields are displayed: 
   • Booking for: The Employee's First and Last Name will be auto-populated in this field.
   • Cell Phone: Enter the phone number (optional).
   • Comments: Add any additional comments (optional). 
   • Allow EMAIL Messages: This checkbox is enabled by default to receive I-9 Pro Appointment email notifications for the Employees. This is optional and we recommend not to uncheck this checkbox.
   • Click "Save" to finalize the appointment and proceed to the “Thank You” page.
     
8. On the “Thank You” page, the employee will see the following appointment details:
   • Staff assigned to the appointment.
   • Time and date of the appointment. 
   • Service requested (related to Form I-9 processing).
   • Location where the appointment will take place. The employee should close their browser after reviewing the appointment details.
     
9. The employee will receive a calendar invite for their appointment from noreply@timetap.com. Embedded in the calendar invite is a link that the employee can click if they need to reschedule their appointment. 
   Note: Employees will not be able to reschedule their appointment if it is within 12 hours (configurable) of their scheduled appointment time. 
   
   
10. The Employees can also add the I-9 Pro appointment to their Calendars with the section 2 virtual zoom meeting invite linked the location field.
    
11. The employee will receive an appointment reminder from their scheduled appointment.
    
    
12. The employee attends the virtual Zoom meeting. The employee must bring their unexpired employment authorization and identity document(s) to the appointment and be prepared to show them to the Tracker I-9 compliance expert on camera. 
13. The Tracker I-9 compliance expert will virtually inspect the documents and complete Section 2 of the Form I-9. Once Section 2 is completed, the I-9 Pro workflow is considered complete. The employer is responsible for administering the associated E-Verify case after Section 2 is completed. The employer should closely monitor their E-Verify dashboard and take timely action on cases when appropriate.
    
14. When an employee accesses an expired version of the Next Steps page, the following scenarios will occur based on their appointment status: 
    • If the Employee Has Not Booked an Appointment: The scheduler page will be displayed as an embedded iframe, allowing the employee to book an appointment.
      
    • If the Employee Has Already Booked an Appointment: Appointment details will be fetched from the ManageAppt URL, enabling the employee to reschedule their appointment.
      
15. Rescheduling Restrictions: If the employee attempts to reschedule an appointment within 12 hours (Configurable) of the scheduled time, an error message will appear based on the configured hours.
    
16. EDU Page Changes: When the I-9 manager accesses the EDU page, there are two options to schedule a meeting with an I-9 Pro representative: 
    • When the I-9 manager is on the EDU page and selects the “Skip For Now” option, the new I-9 Pro scheduling system will redirect to the following page.
      
    • After the employee enters the relevant details and clicks the "Continue" button on the EDU page, a pop-up will be displayed to select the date/time to meet with an I-9 Pro representative.
      
    • Choose "No" to dismiss the pop-up or "Yes" to proceed with scheduling I-9 Pro with a representative.

System and Distributor Admin View:

Navigation: Admin Control Panel >> System Settings >> Admin Tools >> I-9 Pro Report.

Client Admin View:

Navigation: Admin Control Panel >> System Configurations >> I-9 Pro Report.