Send and complete I-9 Center tasks
This clickable walkthrough will take you through the process of Fountain I-9 Center as an administrator and worker.
Click to STart
Begin by clicking Onboard.
In this scenario, we'll have a worker complete their W-4 and I-9 forms. We'll begin by using the product as an Administrator to create a new W-4 and I-9 Flow, then transition to the worker view as they complete the I-9 Center tasks.
Try it out! Fountain's I-9 Center
JUMP TO WORKER EXPERIENCE
Click + Add Flow
Back
Click the Flow Name field.
We first need to name the Flow, write a description, and assign previously created Segments of workers that need to complete this I-9 Center Flow.
Back
Great! Click Next.
Back
Click + Add a task.
Next, we need to add W-4 and I-9 tasks to this Flow.
Back
Click W-4
Back
Click to Add a Title.
We will need to create a title for the W-4 task which will be visible in the worker's portal. You can also adjust the estimated completion time which will default to 5 minutes.
Back
Click + Add Task.
Awesome! We've added the W-4 task. Now let's add a task for I-9.
Back
Click I-9
RESTART
Click to Add a Title.
There are more options with an I-9 task than a W-4 task as well as a longer estimated task completion time (10 minutes) by default. Also note you can check the box above if you want to ensure one of the forms is completed first rather than in any order.
Back
You will also be able to choose the verification method for reviewing the documents provided by the worker for their I-9 Section 1. Multiple options can be selected. We went ahead and togged on Authorized Representative.
Learn more about VERIFICATION OPTIONS
Back
Click Next.
Click Assign Segments.
Awesome! We've added a task for W-4 and a task for I-9. Now we need to assign this task to a Segment of worker or individual workers.
Back
Great! We selected All Workers.
Click Next.
Back
Click the Customize the notification message to expand the section.
The last step is to customize our general notification messages, set deadlines, and set reminders.
Back
Choose to send notifications via email, SMS, or both and craft the content in each message. Click Generate SMS to have AI automatically write an SMS message for you!
Back
In the Set a deadline section, you can choose if workers must complete these tasks by a certain deadline.
Back
In the Set reminders section, you will choose when to send a notification to workers to remind them to complete these tasks.
Back
You can also set up a redirect URL if desired under the Additional options section.
Click Publish and send notifications.
Back
The W-4 and I-9 Flow is successfully created and has been sent to workers for completion!
Back
Now, let's see how this looks for the worker.
RESTART
Click ACCESS YOUR PORTAL to get started completing I-9 Center tasks!
Back
When the worker enters their Worker Portal, they will see the I-9 Center related tasks as items they need to complete. Depending on how you set up the Flow, they may be required to start one form first or they may have a choice to start either form first.
Let's start by filling out the W-4 Form. Click Complete W-4 Form.
Back
Back
Back
Let's start by filling out the Illinois W-4 State Form.
Depending on the state the worker is located is, the worker may have more than one state form to complete. We can see for this worker, they have an optional additional state form in addition to the State and Federal W-4 forms.
Back
Back
Back
The worker will electonically sign the document by using their computer mouse or finger if using a mobile device.
Back
Back
Great! We're not ready to move on to the Federal W-4 Form.
Back
Back
Back
Back
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The worker will also electronically sign this document.
Back
Back
Click I have completed all the applicable forms.
Since the last Illinois form is optional, let's skip it and move on to the I-9 Form task.
Back
Click Complete I-9 Form.
Back
Back
Back
Back
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The candidate can review detailed instructions on the I-9 form here.
Continue scrolling down to see additional fields.
Back
Back
Back
Back
We've now moved to the documenation portion of Section 1. If at any point, the worker has issues, they can click the link at the bottom for troublehshooting tips.
Click Having trouble uploading documents?
Back
Back
Great, let's pick our documents. Workers can choose one document from List A or a combination of documents from Lists B and C. Let's look at Lists B and C.
Click the Lists B & C tab
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Click Driver's license
Back
We're going to upload a driver's license for this walkthrough. We won't show the Social Security Card upload, but the steps are the same.
Click Next.
Back
Back
Back
The worker can either take a picture with their phone, upload a saved photo, or choose to continue on another device. Continue on another device will provide them a QR code to scan so they can switch to using their phone if they are on a computer.
Click the camera option.
Back
The worker is given guidance for the correct alignment of the document based on the document selection. Because this is a driver's license, the photo should be on the right.
Back
Next we'll take a picture of the back of the license
Back
Again, the worker is given guidance on where to align the photo based on the barcode.
Back
Back
Great! We have successfully verified our driver's license! If there were issues such as the document was blurry, expired, or the wrong type of document, the worker would be notified and have another opprotunity to upload or take pictures of the documents. After a failed second attempt, the worker will be able to move forward and finish Section 1.
Learn more about I-9 Document verification
Back
We are almost finished with Section 1!
Back
The last step is for the worker to electronically sign Section 1 of the I-9 form.
Back
The worker has completed Section 1. At this point, Section 2 cannot be completed until the worker is ready to have an Authorized Representative verify their documents. Remember, verification options are set up during flow creation.
Click COMPLETE LATER to pause progress and return to the Worker Portal homepage.
Note: An Authorized Representative can be a friend or family member, as long as they are least 18 years of age.
Back
The tasks are updated based on the progress made so far.
Click the in-progress I-9 Form task again to return to the task.
Back
Back
The worker and the Authorized Representative will both share their location to verify that they are physically in the same place.
Back
Back
8059670692
Back
If needed, the worker can change their Authorized Representative by clicking the link at the bottom.
Back
The following screens are the experience of the Authorized Representative as they help complete the worker's I-9.
Back
Back
Back
Back
They are shown the documents uploaded by the worker to review for accuracy.
Back
Back
Back
The Authorized Representative will also electronically sign Section 2 of the I-9 form.
Back
Back
That's it! The worker has completed all the I-9 Center tasks! Now let's hop back into Worker Experience.
Back
Administrators can review W-4 and I-9 progress via the I-9 Center pages in Worker Experience. This includes progress with E-Verify if used on the account.
Learn more about Reviewing I-9 Center Documents
Great job! You're finished with this walkthrough!
RESTART
I-9 Center Walkthrough
Fountain Education
Created on June 24, 2024
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Transcript
Send and complete I-9 Center tasks
This clickable walkthrough will take you through the process of Fountain I-9 Center as an administrator and worker.
Click to STart
Begin by clicking Onboard.
In this scenario, we'll have a worker complete their W-4 and I-9 forms. We'll begin by using the product as an Administrator to create a new W-4 and I-9 Flow, then transition to the worker view as they complete the I-9 Center tasks.
Try it out! Fountain's I-9 Center
JUMP TO WORKER EXPERIENCE
Click + Add Flow
Back
Click the Flow Name field.
We first need to name the Flow, write a description, and assign previously created Segments of workers that need to complete this I-9 Center Flow.
Back
Great! Click Next.
Back
Click + Add a task.
Next, we need to add W-4 and I-9 tasks to this Flow.
Back
Click W-4
Back
Click to Add a Title.
We will need to create a title for the W-4 task which will be visible in the worker's portal. You can also adjust the estimated completion time which will default to 5 minutes.
Back
Click + Add Task.
Awesome! We've added the W-4 task. Now let's add a task for I-9.
Back
Click I-9
RESTART
Click to Add a Title.
There are more options with an I-9 task than a W-4 task as well as a longer estimated task completion time (10 minutes) by default. Also note you can check the box above if you want to ensure one of the forms is completed first rather than in any order.
Back
You will also be able to choose the verification method for reviewing the documents provided by the worker for their I-9 Section 1. Multiple options can be selected. We went ahead and togged on Authorized Representative.
Learn more about VERIFICATION OPTIONS
Back
Click Next.
Click Assign Segments.
Awesome! We've added a task for W-4 and a task for I-9. Now we need to assign this task to a Segment of worker or individual workers.
Back
Great! We selected All Workers.
Click Next.
Back
Click the Customize the notification message to expand the section.
The last step is to customize our general notification messages, set deadlines, and set reminders.
Back
Choose to send notifications via email, SMS, or both and craft the content in each message. Click Generate SMS to have AI automatically write an SMS message for you!
Back
In the Set a deadline section, you can choose if workers must complete these tasks by a certain deadline.
Back
In the Set reminders section, you will choose when to send a notification to workers to remind them to complete these tasks.
Back
You can also set up a redirect URL if desired under the Additional options section.
Click Publish and send notifications.
Back
The W-4 and I-9 Flow is successfully created and has been sent to workers for completion!
Back
Now, let's see how this looks for the worker.
RESTART
Click ACCESS YOUR PORTAL to get started completing I-9 Center tasks!
Back
When the worker enters their Worker Portal, they will see the I-9 Center related tasks as items they need to complete. Depending on how you set up the Flow, they may be required to start one form first or they may have a choice to start either form first.
Let's start by filling out the W-4 Form. Click Complete W-4 Form.
Back
Back
Back
Let's start by filling out the Illinois W-4 State Form.
Depending on the state the worker is located is, the worker may have more than one state form to complete. We can see for this worker, they have an optional additional state form in addition to the State and Federal W-4 forms.
Back
Back
Back
The worker will electonically sign the document by using their computer mouse or finger if using a mobile device.
Back
Back
Great! We're not ready to move on to the Federal W-4 Form.
Back
Back
Back
Back
Back
The worker will also electronically sign this document.
Back
Back
Click I have completed all the applicable forms.
Since the last Illinois form is optional, let's skip it and move on to the I-9 Form task.
Back
Click Complete I-9 Form.
Back
Back
Back
Back
Back
The candidate can review detailed instructions on the I-9 form here.
Continue scrolling down to see additional fields.
Back
Back
Back
Back
We've now moved to the documenation portion of Section 1. If at any point, the worker has issues, they can click the link at the bottom for troublehshooting tips.
Click Having trouble uploading documents?
Back
Back
Great, let's pick our documents. Workers can choose one document from List A or a combination of documents from Lists B and C. Let's look at Lists B and C.
Click the Lists B & C tab
Back
Click Driver's license
Back
We're going to upload a driver's license for this walkthrough. We won't show the Social Security Card upload, but the steps are the same.
Click Next.
Back
Back
Back
The worker can either take a picture with their phone, upload a saved photo, or choose to continue on another device. Continue on another device will provide them a QR code to scan so they can switch to using their phone if they are on a computer.
Click the camera option.
Back
The worker is given guidance for the correct alignment of the document based on the document selection. Because this is a driver's license, the photo should be on the right.
Back
Next we'll take a picture of the back of the license
Back
Again, the worker is given guidance on where to align the photo based on the barcode.
Back
Back
Great! We have successfully verified our driver's license! If there were issues such as the document was blurry, expired, or the wrong type of document, the worker would be notified and have another opprotunity to upload or take pictures of the documents. After a failed second attempt, the worker will be able to move forward and finish Section 1.
Learn more about I-9 Document verification
Back
We are almost finished with Section 1!
Back
The last step is for the worker to electronically sign Section 1 of the I-9 form.
Back
The worker has completed Section 1. At this point, Section 2 cannot be completed until the worker is ready to have an Authorized Representative verify their documents. Remember, verification options are set up during flow creation.
Click COMPLETE LATER to pause progress and return to the Worker Portal homepage.
Note: An Authorized Representative can be a friend or family member, as long as they are least 18 years of age.
Back
The tasks are updated based on the progress made so far.
Click the in-progress I-9 Form task again to return to the task.
Back
Back
The worker and the Authorized Representative will both share their location to verify that they are physically in the same place.
Back
Back
8059670692
Back
If needed, the worker can change their Authorized Representative by clicking the link at the bottom.
Back
The following screens are the experience of the Authorized Representative as they help complete the worker's I-9.
Back
Back
Back
Back
They are shown the documents uploaded by the worker to review for accuracy.
Back
Back
Back
The Authorized Representative will also electronically sign Section 2 of the I-9 form.
Back
Back
That's it! The worker has completed all the I-9 Center tasks! Now let's hop back into Worker Experience.
Back
Administrators can review W-4 and I-9 progress via the I-9 Center pages in Worker Experience. This includes progress with E-Verify if used on the account.
Learn more about Reviewing I-9 Center Documents
Great job! You're finished with this walkthrough!
RESTART