How to Allow Document Uploads for I-9 Documents During Onboarding

Learn how to set up I-9 document uploads for employees during the onboarding process in GoCo, using the "Documents to Collect" feature in Hiring Workflows.

Clients can allow or require employees to upload their I-9 verification documents (e.g., documents from List A or Lists B and C) during onboarding. To achieve this, you need to:

1. Set up Documents to Collect, a pre-built document category.

2. Add the configured document(s) to the Hiring Workflow.

Key Considerations

• One Document Per Upload: Each "Document to Collect" can only collect a single document. If you need to collect multiple documents (e.g., one from List B and one from List C), you have two options:

  • Instruct employees to upload both documents as a single file.

  • Create separate "Documents to Collect" for each upload.

• All Documents Are Required: Any "Document to Collect" added to the Hiring Workflow becomes required. This means employees must upload something for each document request to proceed with onboarding. If you include two separate uploads (e.g., for List A and Lists B/C), employees will need to:

  • Upload the same document twice if they only have one document (e.g., from List A).

  • Pro tip: suggest for employees to provide a front and back copy if providing from List A. 

Steps to Allow I-9 Document Uploads

Step 1: Create a "Documents to Collect" Template

1. Navigate to Documents from the left side menu.

2. Select the blue + New button at the top right of the page.

3. Click Document > Create from Scratch to create a new template.

4. From here you will see the option to choose Document to Collect.

5. Configure the document details:

   • Document Name: Give the document a clear name (e.g., "I-9 Document Upload 1, I-9 Document Upload Front Copy, etc. ").

   • Document Type: This option is pre-selected since it has already been determined.

   • Folder: Choose "Documents to Collect" as the designated storage location to maintain consistency.

   • Instructions for Team Member: Include clear instructions for uploading documents. We recommend emphasizing that employees must provide a document for each request in order to continue with the onboarding process. If they are submitting a document from List A, they should upload both the front and back sides.

   • Confirm the Document Assignee flow by clicking "Save & Continue"

6. Confirm Permissions and Click Save.

Tip: If you want employees to upload multiple documents (e.g., one from List B and one from List C), repeat this process to create separate documents to collect.

Step 2: Add the Document(s) to the Hiring Workflow

1. Navigate to Workflows > Hiring Workflows.

2. Find the appropriate Hiring Workflow template and select "Edit Template".

3. Click Customize on the Document category.

4. Click "Add Document" and select the document(s) you created in Step 1.

5. Save your changes by selecting "+ Add Document".

& Voila your document template is ready to be used in a hiring and onboarding workflow! 🎉

Employee Experience During Onboarding

Once the "Documents to Collect" step is added to the Hiring Workflow, employees will:

1. See a prompt to upload their I-9 document(s) during onboarding.

2. Be required to upload a document to proceed.

   • If only one upload is configured, employees can upload a document from List A or a combined file for Lists B and C.

   • If two uploads are configured, employees must upload a document for each request (e.g., uploading the same document twice if only a List A document is needed).

   • Example of employee onboarding experience
     

     

Best Practices

• Clear Instructions: Use custom messaging or onboarding instructions to clarify:

  • What types of documents are acceptable (List A vs. Lists B/C).

  • How to upload combined files if needed.

• Test the Workflow: Before rolling out the updated Hiring Workflow, test it with a test employee profile to ensure everything works as expected.

For additional question please reach out to our support team 💚