Three main user access levels are available: HR Administrator, HR Staff, and Employee. HR Administrators (HR Admin) have the ability to make changes that affect the entire account such as managing forms, creating divisions, providing access to other users, etc. This level is often used by corporate level supervisors or Human Resources. HR Staff have the ability to access the division dashboard(s) only as assigned. This level is often used by on-site or shift managers. HR Staff can be setup two types of access as determined by HR Admin Note: All HR Staff have to be set up as either Full or Assigned access, not both: 1. Full Access: View and/or approve the forms for every new hire in their assigned division(s). 2. Assigned Access: View and/or approve the forms assigned to them directly by an HR Admin. Employees can only access the Employee Portal while their account is active. This person can login to find the information in the portal such as view flyers, manage/update their new hire paperwork, see company contacts, etc.

You can use the same account to give a person multiple levels of access. To provide Employee level acces to an existing HR Admin/HR Staff, navigate to the Administrator dashboard, find the user listed in the applicable group (HR Administrators or HR Staff). Hover over their name to reveal the 'Edit' button. Once selected, the information for this user set up originally will appear. In the bottom right corner of the page, there is a 'Manage As Employee' button. Select this option and a list of available forms will generate for selection. Check the forms that need to be filled out by this user and select the 'Update!' button. You can also give a current employee access as an HR Staff or HR Admin. Navigate to their employee folder, select the edit button, scroll down to the bottom, and select the Add Additional Rolls option. This will allow you to add on HR access to their current employee account.

An HR Admin will have full access to all the divisions so you will not need to assign them to any specific divisions. HR Staff can have access to one or more divisions as needed. You can adjust this by adding or removing a role to their access.

HR Admin have the ability to deactivate users or employees. Deactivated users are still accessible for re-activation. Users cannot be permanently deleted out of the system.

User accounts can be deactivated at any time based on company process. No information is deleted. By deactivating an account, that user will not be able to login to the system.

User accounts can be reactivated at any time based on company process. No information is deleted. By reactivating an account, that user will again be able to login to the system. They will not receive an updated activation email automatically.

To provide Employee level acces to an existing HR Admin/HR Staff, navigate to the Administrator dashboard, find the user listed in the applicable group (HR Administrators or HR Staff). Hover over their name to reveal the 'Edit' button. Once selected, the information for this user set up originally will appear. In the bottom right corner of the page, there is a 'Manage As Employee' button. Select this option and a list of available forms will generate for selection. Check the forms that need to be filled out by this user and select the 'Update!' button.

You can reset 2-factor authentication for users by following the attached guide!

Divisions help create different organizational buckets for new hires to separate new hire packets, assign HR Staff access, basic organization, and automatically populated information. You can just have one division for all your new hires but you can also divide them up by job type, job title, location, branch, store, etc.

It is beneficial to provide contact information for the new hire to reach out if they have any questions on the new hire paperwork. You can use one main contact. The main contact is listed under the Settings Icon, Company Settings and then in the Main Contact section. This main contact will automatically pull over to the divisions if the division contact is left blank. If you want your different divisions to have different contacts, you will need to enter the data under the division contact. This can be a specific person with their name, email, and phone or you can provide general HR information. While you can provide more than one name, you will only be able to enter one email and phone per division.

The same employee account cannot be listed in two divisions at the same time. If they have separate accounts, each account can be listed under separate divisions.

To deactivate a new division, start on the Admin dashboard. Select the Divisions top menu>>Manage Divisions. Each division shows a checkbox next to Active. Remove the check next to the division to deactivate then select the 'Save Changes' button. Upon returning to the Admin dashboard, the division will still show under the Divisions section but a yellow strip saying "Inactive" will be showing in the bottom right corner.

To delete a new division, start on the Admin dashboard. Select the Divisions top menu>>Manage Divisions. Each division shows a delete option. Once selected, the system will confirm this is the action to take. If confirmed, the division will be removed from all divisions lists. Note: if any new hires have been given an account under that division, the system will not allow the division to be deleted. The accounts for all employees (active or deactive) will need to be moved to another division first.

HR Staff can be assigned to multiple divisions where applicable. Once an HR Staff account has been created, additional divisions can be included on that account by navigating to the Administrator dashboard, hover over the HR Staff member's name, then select the 'Edit' button. Under the Add a Role section, the list of divisions will be available to assign as needed. Once all divisions have been selected, click the 'Update!' button. When the HR Staff member logs in, they will have an option of which division they can access.

Go to the Settings Icon, select Customized Content from the drop-down menu, then use the Page to Edit drop-down menu to select the page you want to adjust. Select the blue circle next to the customized content box down below, type your information, and select update to save in the bottom right corner.

The pages that can be customized are the pages seen by the employee and include the following: Account Activation Email - The initial email the new hire receives that includes their username, a temporary password, and link to the website. All Form Submissions Complete - Confirmation that all forms have been successfully submitted. This page includes links to Flyers, Employee Uploads, and the forms as they were submitted. All Questions Complete - Confirmation that all questions have been answered and that the employee still needs to view and sign their forms. Employee Information Page - Employee is required to fill out their full legal name to match their Social Security card as well as birth date. Employee Landing Page - Employee dashboard after the account has been activated and is re-visited. Select Available Forms Page - Shows the list of forms required for the employee to fill out and submit. If any forms have been set as Optional, they will appear here as well to give the employee the opportunity to select whether or not to fill out.

To preview changes and all employee portal areas, start by creating a test employee account in the Test division. When creating a test new hire, you can use fake information for their address, social security number, birth dates, etc. Once you have a test new hire, you can use the drop down menu in their employee folder to access their account. This will show you what it looks like from the new hire's point of view.

This is not currently available when using the Employee Folder group questions.

The contact that is listed under the Settings top menu>>Company Settings>>Contact Information is the default company contact available to the new hires when they have accessed their account in case they have any questions. If the division is assigned a specific Division Contact upon the creation of a division or after by navigating to the Divisions top menu>>Manage Divisions>>Edit>>Current Division Information, this person's contact information will appear for the employee instead of the main company contact.

Yes, if you have custom forms as part of your accoutn option, you can send forms to HireFormsSupport@applicantpro.com and they will build your forms in as needed. Be sure to confirm that the name of your HireForms account is included in the request and that you send the best copies of the forms available.

As HR Admins have access to all divisions and all employees, forms are not available to be assigned directly to an HR Admin. Assign Form option will only provide a list of HR Staff assigned to that division.

Assign Form is still an option after a form is approved. However, no notifications or other indications will be available to applicable HR Staff.

The Assign Form option is only available to HR Admins.

Forms can be restricted to select divisions under the Forms top menu>>Form Manager>>Division Assignment. If a form is not available in the Global Form Permission Updates area for a particular division, the assignment has been altered to exclude that division and possibly others. To reinstate a form into a division's available forms, select the icon next to Public/Private for the applicable form.

All federal and state tax forms are automatically updated January 1 of each year, where applicable. If a form is updated by the government or state throughout the year, the forms will also be updated automatically after the newest version is available.

All federal and state tax forms are automatically updated January 1 of each year, where applicable. If a form is updated by the government or state throughout the year, the forms will also be updated automatically after the newest version is available.

To add/update a form(s), please contact the support team.

To remove a form completely from the system, please contact the support team.

HR Staff ability to complete/approve forms is based on the level of access they are granted. 1. Full Access: View and/or approve the forms for every new hire in their assigned division(s). 2. Assigned Access: View and/or approve the forms assigned to them directly by an HR Admin. Automatic Approval: If there are no secondary steps to a company document, the form can be set to be automatically approved. This means the form would not need to be manually opened and set to approved. The system will automatically change the status to Approved once submitted by the new hire. State and Federal forms are not eligible to be set to be automatically approved. Approval Status: Upon accessing the employee folder, the status of each form will appear. If a form has not been submitted or has been rejected, it will be PINK. If the form has been submitted and is waiting to be approved, it will be YELLOW. If the form has been submitted and approved, it will be GREEN. Approving Forms: Navigate to the Employee Folder. Next to the individual form that shows a status of Needs Approval, select the 'Manage' button. Click the View form option. Depending on the web browser being used, the form will either open in a new tab or a new window. This may be hindered by any pop-up blockers enabled. Once the form has been reviewed, use the Change Status to drop down menu: if all information appears to be accurate, select Approved. If any information is incorrect, inconsistent, or missing, select Rejected. Click the 'Update' button to save. If there are any secondary questions to be filled out by the HR representative, they will generate at this point. This can include information from a signature to the second page of the I-9. All steps will be tracked under the Application History which is also accessible upon selecting the 'Manage' button. This information will include the time, date, and user for each step regarding the form being viewed, approved, and any secondary data. Change Approved Status: This option is NOT available to HR Staff regardless of their permissions. Only HR Admins can change approved status.

The Rejection status option for individual forms can be useful under the following circumstances: 1. The answer(s) submitted by the employee are incorrect or missing. 2. An employee needs to update their information on a form such as when their bank account information changes on a Direct Deposit form. This "resets" the form to go back through the system as it did originally with all notifications associated with the submission of the form. 3. The front-end questions are updated and the employee needs to sign to acknowledge the changes.

The best way to correct a mistake on a form is to reject it during the approval phase. This will give you a pop-up message that will automatically fill in the new hire's email and the name of the form that is being rejected so all you need to do is tell the new hire what they need to correct. Once you submit that message, the new hire will get an email asking them to log in to read your message. This message will be safe, secure, and encrypted within the employee portal. The new hire will log into HireForms.com, read the message in the message area, then click on the forms box to be automatically directed through updating any forms.

All forms available to the division under which a new hire is onboarded be available to select/deselect when creating a new user account. If the Global Form Permission Updates for that division have not yet been established, all forms will be selected automatically when preparing the account.

When adjusting the Global Form Permission Updates for a division, the last listed option available to select is "Apply changes to all current employees in the divisions". If this box is selected when updating the packet, any changes made to the form selections will adjust all existing employee accounts to match the newest packet created. If this option is NOT selected, the packet changes will only apply to new hires going forward.

To setup pre-populate information, navigate to the Administrator dashboard. Select the Forms top menu>>Pre-Populate Forms.

Information sheets or read-only documents are referred to in the system as Flyers. Navigate to the Admin dashboard and select Settings>>Flyers. To confirm which Flyer is linked to the applicable form, please reach out to the support team.

To confirm which Flyer is linked to the applicable form, please reach out to the support team.

Flyers can be setup to be included in the Account Activation email received by employees. To enable this option, navigate to the Administrator dashboard, select Settings top menu>>Company Settings. Under the Advanced Company Settings, find "Include A Link to Flyers in Employee Activation Email" and change to Yes. Select 'Update Advanced Company Settings' button.

Once the list has been generated, the included forms can Bulk Print (30 forms at a time), pull as Standard XML, or pull as Excel XML.

Most forms will need to be built by our support team. There is a formbuilder option if you would like to build simple read and form documents like policies, handbooks, etc. There is a guide to help or your account manager can train you on how to build the forms.

Larger forms exports are available for a fee. Please reach out to support or your account representative for additional information.

Using the Filters will narrow down the list of forms by Dates, Division, Form, People, or Status and can include archived forms.

The Forms Export is available to any HR Admin level user. However, the 30 form limitation still stands.

When you go into the formbuilder, there is a user guide, but your account manager can help train you on the section the first time around.

The Form Builder function is available to company accounts. Confirm with support if this feature has been enabled. Select Forms top menu>>Form Builder. Select the 'Create New Form' button to begin. Brianne>>Will need updated instructions/guidelines on how to build DIY forms.

This feature only pulls the names of those setup as HR Staff. Be sure to attempt typing in their name or their username.

Yes. We have a contacts option which would allow you to add users into the system to receive notifications without giving them access to log in. If this is not already on in your account, please reach out to your onboarding account manager.

No, only one person can be assigned per task.

The system will generate the selected information into a spreadsheet in a .CSV file format.

Employee Reports can pull any information that has been entered onto a form whether submitted by an employee or by a company representative. This can be for a list as basic as birthdays to a more complex report that can be imported into a third party software.

Employee Reports offer a template option after the initial report is generated. The bottom of the screen where the information populates, there is an option Save this report as a template, requests a template name, then click on the 'Create New Template' button. When navigating back to the Employee Reports page, this template will be available below the Division Filter section. Set the basic date time frame and whether to only include employees who's accounts are at 100% completed, select the applicable division(s), find the applicable template, and click the 'Use this template' button. A new report will be generated based on the parameters set.

Employee Reports can be downloaded/exported in a .CSV file format.

You are able to filter by date range, if they are complete or not, and division. Depending on how many new hires you have hired in tha range, you could potentially pull one new hire at a time. Other than those filters, there is not a way to pull a report on one individual new hire.

Employee Reports can be setup to pull information for a specific form. The questions the information is pulled from are grouped together by form. So we can help build report based on one specific form or over multiple forms depending on your needs.

This is not currently available when using the Employee Folder group questions.

To setup Scheduled Reports, please reach out to the support team.

While we can schedule any report, this is normally used for payroll reports. Please make sure the report template is set up exactly how you would like. Then reach out to support to let them know the name of the report and how often you want the report to be run. For example, every Sunday night at 11:59 pm.

Select the Forms top menu>>Scheduled Reports. Any reports that have been setup to run automatically will appear here.

No, but it will be available for users to download from within the Scheduled Report area.

Yes, you can set specific day and time for the report to be run.

To view a list of expiring documentation listed on the I-9, navigate to the Reports top menu>>Expiring Documents. Notifications are not available for expiring documents.

The Reports top menu>>Expiring Documents option is setup to include only the documentation used and listed on the employee I-9.

You will receive an email notification and the message area within HireForms will turn red to show you have unred messages.

No, the message area is only within the onboarding module.

Anyone recieving a message will recieve an email to let them know to log into HireForms.com to review the message area. The message icon in the menu bar within HireForms will turn red to show that there are unread messages.

The person sending out the message is able to add additional users to the message, however, only users added to the message chain will be able to view it.

You can send messages to anyone who is a user in the system. This can be HR Admins, HR Staff, and employees.

The Form Manager includes the option to assign due dates. Navigate to the Forms>>Form Manager. When setting up Due Date Enforcement, the last option is to setup Overdue Notification List. This list may contain multiple email addresses separated by commas. The word "Staff" may also be included in order to notify any HR Staff in the applicable division, "divisioncontact" to notify the default division contact, and "hradmin" to notify any administrators in the company if an employee exceeds the due date of a form.

When the status of a form is changed to Rejected, the system automatically generates an option to send a message to the employee regarding the change. This is beneficial to keep track of purpose and avoid employee concerns. They will only receive an internal message in the system as opposed to an email notification. To ensure the employee is aware of the change, rejecting a form should be part of a communication stream with the employee.

Restrict access of a form on specific divisions under the Forms>>Form Manager top menu option. Under each applicable division, add the new form to the Form Permissions as needed. It is also beneficial to test the form through the employee portal to ensure the information generates as expected.

The Search feature will search using any name information provided. This can be the employee's first and/or last name, or partial first and/or last name.

By selecting the Search top menu>>Full Search, the user will be directed to the System Search page that includes the Search Filters for name and division.

Select the Search top menu>>Full Search. Enter the employee's name in the Search Filters, then narrow down that search by division(s) in the Division Filter. All divisions are automatically selected. Remove the selection in the Check All box and manually choose the applicable division(s).

To add Employee Uploads, please contact the support team.

Employee Uploads: the listed items are made available directly to the new hire to provide certain information as listed. The employee can only add one image/document to each requested upload. The new hire can also access and update this information anytime they log into their account. Uploaded Files (found in Employee Folder): any Employee Uploads provided will appear in this section. The Category will automatically show "Employee Upload" if it was provided by the new hire. Files and images can also be uploaded by HR Staff/HR Admin and listed as any Category needed. The new hire will not be able to view/manage these files.

The uploads allow the following file formats: txt,pdf,rtf,ppt,vsd,xls,doc,docx,pptx,xlsx,tgz,zip,gif,jpeg,jpg,pjpeg,png

Once Employee Uploads have been added, they can be exported, viewed, edited, or deleted from the Employee Folder>>Uploaded Files.

Not at this time.

Yes. When sending a list of the needed uploads to the support team, Provide a prioritize list of the upload names in the order needed and assign a 2-digit number (00) to each title. For example: 01: Copy of Voided Check or Bank Documentation 02: Front of CPR Card 03: Back of CPR Card

The process will be triggered by completing the I9, however, you will need to review the data and submit to eVerify in order for it to go through.

You will always own the data. Under the forms icon, there is a form export area so you can always download your forms.

The system maintains compliance with the E-Sign Act of 2000. After the employee receives the activation email and enters the system to activate their account, Reset Password, and set Secret Question, they must agree to the following in order to access and utilize the system: "CONSENT TO ELECTRONIC DISCLOSURE OF EMPLOYMENT-RELATED DOCUMENTS By clicking "I AGREE" below and consenting to the electronic delivery of disclosures, you agree that [this system] may provide electronically any and all notices, agreements, disclosures and communications concerning your employment with [Company] (the "Disclosures"). The Disclosures may include new employee forms, benefits information, payroll-related information, any agreements you have with your employer, employee handbook information, other notices, agreements, disclosures and communications and other information required by applicable federal, state, province or local laws or regulations. Your consent applies not only to the Disclosures you initially receive in connection with your employment through this website but to any employment-related Disclosures provided to you in the future. All timestamps used on employee paperwork will be recorded using the time zone of the server - not the locality of the user. To electronically receive, view and save or print the Disclosures, you must have a personal computer equipped with a compatible web browser, a supported version of Adobe Reader and one of the following: a printer, a hard drive or another storage device. For a list of compatible browsers and supported versions of Adobe Reader, please [Click Here]. If you decide not to consent, you should exit this website. If, at any time, you wish to withdraw your consent to receiving future Disclosures electronically, you should request paper Disclosures from your employer and pay any fee that your employer may charge for this service. You have the option to receive any Disclosure provided to you electronically through this website in paper form by requesting the Disclosure from your employer and paying any fee that your employer may charge for this service. To update the contact information that [this system] has on file for you, please visit the Employee Information link from your home page. BY CLICKING "I AGREE" BELOW, I ACKNOWLEDGE THAT I HAVE READ, UNDERSTAND AND AGREE TO BE BOUND BY THE ABOVE CONSENT. FURTHERMORE, I AGREE THAT MY ELECTRONIC SIGNATURE IS THE LEGALLY BINDING EQUIVALENT TO MY HANDWRITTEN SIGNATURE. I WILL NOT, AT ANY TIME IN THE FUTURE, REPUDIATE THE MEANING OF MY ELECTRONIC SIGNATURE OR CLAIM THAT MY ELECTRONIC SIGNATURE IS NOT LEGALLY BINDING."

A CSRF Token Mismatch error simply means that your browser could not create a secure cookie, or could not access that cookie to authorize your login. ... It can also occur when the page has been opened for an extended period of time causing the token to expire. You should just be able to log in again and it will go through.