Tracker I-9 integration [Mitratech]

Mitratech's Tracker I-9 solves the significant challenges that I-9 and e-verify compliance creates in your hiring process.

With the Tracker I-9 solution, you can fully automate new hire I-9s and e-verify submissions, eliminating extra steps, redundant data entry, and manual processes, using automation software with a perfect track record of zero client fines during any ICE or additional federal agency audit.

Greenhouse Recruiting’s integration with Mitratech's Tracker I-9 provides the ability to create and send an electronic I-9 for candidate completion when marking candidates as hired. 

Set up the Greenhouse Recruiting / Tracker I-9 integration

Create a Harvest API key

To configure the Greenhouse Recruiting / Tracker I-9 integration, you'll need to create a Harvest API key.

Follow the steps in this article to create the key, and verify that the credentials and permissions below are selected when configuring the Tracker I-9 integration.

Credentials

In the Create New Credential box, make the following selections:

• API type: Harvest
• Partner: Mitratech
• Description: Mitratech Harvest API key

Permissions

Verify that the following permissions are selected for the Tracker I-9 integration:

Candidates

• Select all

Custom Field Options

• Select all

Custom Fields

• Select all

Offers

• Select all

Save when finished.

Provide your Harvest API key to your Tracker I-9 implementation team at Mitratech so they can set up the integration.

Retrieve your Tracker I-9 webhook credentials

After configuring your Harvest API key for the Tracker I-9 integration, you'll need to create a webhook. Connect with your assigned Tracker I-9 implementation manager to retrieve the following information for the webhook set up:

• Endpoint URL: The URL of the Tracker I-9 webhook receiver supplied by Mitratech.
• Secret Key: Used to generate a signature header that Mitratech uses to verify the hook data was sent from Greenhouse Recruiting. The secret key will be used in conjunction with the webhook’s payload to generate a digital signature
• Subscription Key: A unique value for each client corresponding with Mitratech's client ID. The subscription key ensures only data coming from Greenhouse Recruiting will reach Mitratech's service.

Create a webhook

After receiving your webhook credentials, you can create a webhook for the Tracker I-9 integration. Follow the steps in this article to create your webhook. Use the values listed below to configure the webhooks:

• Name: Tracker I-9 integration
• When: Candidate has been hired
• Endpoint URL: The Endpoint URL provided by Mitratech
• Secret Key: The Secret Key provided by Mitratech
• Advanced settings
  • Error e-mail: The e-mail to notify if the webhook fails to run
  • Additional HTTP headers: The subscription key provided by Mitratech
  • Maximum attempts: 5 is recommended

Configure custom offer fields

To successfully create an electronic I-9 for a candidate using the Tracker I-9 integration, you'll also need to create custom offer fields. These custom field options must be an exact match for the options configured in Mitratech for Tracker I-9. Coordinate with your Mitratech implementation team to ensure these values match.

Configure a custom offer field using the following options:

Field 1: Employer

• Name: I9 Employer.
• Type: Single Select
• Options: Enter 1-n employers, placing each option on its own line.

Field 2: Worksite

• Name: I9 Worksite
• Type: Single Select
• Options: Enter your 1-n worksites, placing each option on its own line.

Field 3: Workflow Type

• Name: I9 Workflow Type
• Type: Single Select
• Options: Enter the following Mitratech workflows that you will use, placing each option on its own line:
  • 0 Employee processed in person
  • 2800 Section 1 only processed through link
  • 2801 section 1 and section 2 processed through link
  • 2808 section 1 processed through link and section 2 processed through Network Alliance
  • 2810 Employee Appoint I-9, 2811 Virtual I-9 Pro

Provide email credentials to Mitratech and complete setup

As a final step, Mitratech recommends using email groups to simplify this list and reduce updates. Provide the following information to Tracker I-9 implementation team:

• An email group or list of email addresses for those users who should a notification when an I-9 is successfully processed. Mitratech recommends using email groups to simplify this list and reduce updates.
• An email group or list of email addresses for users who should receive a notification when the integration encounters a validation issue or processing error.

Use the Tracker I-9 integration with Greenhouse Recruiting

Mitratech uses the following candidate data to create an electronic I-9 for a candidate. The following data from Greenhouse Recruiting is required to successfully create an I-9 in Mitratech:

• Candidate First Name
• Candidate Last Name
• Candidate e-mail (for Workflows 2800 Section 1 only processed through link, 2801 section 1 and section 2 processed through link, 2808 section 1 processed through link, section 2 processed through Network Alliance, 2810 Employee Appoint I-9, 2811 Virtual I-9 Pro)
• Employer that the candidate will work for
• Worksite or location where the candidate will work
• The electronic I-9 workflow used for the candidate based on candidate location/needs

Mitratech will validate and monitor the data. If data is missing, the Mitratech team will inform your organization.

The Metriatech integration occurs in the following order:

• A Greenhouse Recruiting user marks a candidate as hired
• The user enters the start date, employer, worksite, and workflow type in Greenhouse Recruiting and clicks Save. The candidate's status is updated to Offer Accepted.
• Mitratech receives the data from Greenhouse Recruiting using a webhook. If any information is missing, the group or individuals from the above steps are notified.
  • When the Greenhouse user updates the missing information, Tracker attempts to get the missing information using the Harvest API.
• Tracker verifies all required data is completed and all errors are addressed. Then, Tracker transforms the data and sends it through the Tracker API to create a new I-9 for an employee.
• Tracker transform data and call the corresponding Tracker API
• An e-mail is sent to the email groups selected in the section above to notify them of a successful I-9 creation.

Process the I-9 and E-Verify the case in Tracker

When an I-9 is created, the candidate will receive an email with an embedded link to access Section 1 of the I-9.

After the candidate completes sections 1 and 2 of the I-9, case details will be submitted to E-Verify and any results will be displayed in Mitratech. 

Additional resources

For additional information or troubleshooting not covered here, reach out to your Mitratech implementation manager.