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 require admin review before completion.
You will see the name of the Staff Member who was assigned the form, the Form Name, an icon indicating the type of form, when it was received, and, finally, the review button.
When you click Review, a sidebar will appear, allowing you to take the next steps 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 available under each.
Note: Every tab will have a search box that can be used to search for a 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 the scope of what appears in the list below. The Status and Verification options will help further refine those results.
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 is needed for that particular I-9. These buttons will become usable when you select the boxes on the rows for a staff member.
In the rows, you have a checkbox that activates the buttons above, the staff member's 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 can see all I-9s that require review. The Verification options will allow you to refine the results to navigate more effectively.
Similar 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 is needed for that particular I-9.
In the rows below, you have the staff member's name, date received, a link to view the form, status, expiration date, and a link to view audit events.
Note: If no checkbox is provided, there is no action 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 member's name, date received, link to view the form, status, expiration date, and verification status.
Awaiting SSN: This is for any Form I-9s where the staff member indicated they had applied for a Social Security Number but had not yet received it. You can use the Verification filter to refine results.
Records leave this tab when the staff member adds their SSN through the dedicated Update Your SSN page. Completing that page re-renders their Form I-9 with the SSN and, for accounts using E-Verify, submits the case if it is now ready to be submitted. An administrator cannot clear a record from this tab by editing the SSN on the staff profile. See Completing The I-9 Without A Social Security Number for the full staff-facing walkthrough.
In this section you have filters for verification status.
In the rows, you have a checkbox, the staff member's name, date received, a link to view the form, status, expiration date, verification status, a link to 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 by expiration window and 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 is needed for that particular I-9. These buttons will become usable when you select the boxes on the rows for a staff member.
In the rows below, you have a checkbox that activates the buttons above, the staff member's name, date received, a link to view the form, status, expiration date, verification status, a view audit events button, and a Restart Remote I-9 button.
Note: If no checkbox is provided, there is no action you can take on the form; it must be handled by the staff member.
Completed: 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 is needed for that particular I-9. These buttons will become usable when you select the boxes on the rows for a staff member.
In the rows, you have a checkbox, the staff member's name, date received, a link to view the form, status, expiration date, verification status, a link to 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 the system.
In the rows, you have the staff member's name, date received, a link to view the form, status, expiration date, and a link to view audit events.
Let's look at E-Verify Cases:
In the E-Verify inbox, we have an overview of all E-Verify cases, which can be narrowed down using the name search function or the filters. Let's 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 allows you to filter by 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.
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 filters cases by how close they are to their deadline. Filter by: Past due, Within 3 days, or Any deadline.
Clear All Filters: This button will appear when you add any filters. When you click it, it will remove all added filters.
Now you have an 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.