Tracker Corp. solves the significant challenges that I-9 and E-Verify compliance creates in your hiring process. With Tracker’s I-9 Complete solution, you can fully automate new-hire I-9s and E-Verify submissions, thus eliminating extra steps, redundant data entry, and manual processes. The Tracker I-9 Complete solution is the only I-9 automation software to maintain a perfect track record of zero client fines during an ICE or any other Federal Agency audit.

Greenhouse Recruiting’s integration with Tracker Corp. allows Greenhouse Users the ability to create an electronic I-9 for a candidate once the candidate is confirmed as hired in Greenhouse. The candidate will receive an email with a link to complete their I-9 in the Tracker I-9 Complete application. The integration offers several validations that will allow the Greenhouse User to understand if the I-9 has been successfully created.

Create a Harvest API key for the Tracker Corp integration

To configure the Greenhouse Recruiting / Tracker Corp 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 Corp integration.

Credentials

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

  • API type: Harvest
  • Partner: Tracker Corp
  • Description: Tracker Corp Harvest API key

Permissions

Verify that the following permissions are selected for the Tracker Corp integration:

  • Candidates
    • Select all
  • Custom Field Options
    • Select all
  • Custom Fields
    • Select all
  • Offers
    • Select all

Provide your Harvest API key to your Tracker Corp. implementation team so they can set up the integration.

Retrieve Tracker Corp’s Endpoint URL, Secret Key, and Subscription Key

The Tracker Implementation Manager assigned to your project will provide the following information used for the webhook set up.

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

Create a webhook

To integrate Tracker Corp with Greenhouse Recruiting, you'll need to create a webhook. Follow the steps in this article to create your webhook. Use the values listed below to configure the webhooks.

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

Configure custom offer fields for the integration

Tracker Corp requires some specific data to create an electronic I-9 for a candidate. Create a custom offer field using the following options.

Notes:

  • The Options in this setup must exactly match the options configured in Tracker Corp. Coordinate with your Tracker Corp Implementation team to ensure these values match.
  • Tracker Corp recommends making all the custom fields required since the information is needed to create an electronic I-9 for a candidate.

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 Tracker Corp 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

Note: Leave a space between the numbers and the text.

Provide emails to Tracker Corp team for error notifications

As a final step, provide the following information to Tracker Corp. Implementation team. Tracker Corp recommends using email groups to simplify this list and reduce updates.

  • An email group or list of email addresses for those users who should a notification when an I-9 is successfully processed. Tracker Corp 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 Corp. Integration with Greenhouse Recruiting

Tracker Corp uses the following candidate data to create an electronic I-9 for a candidate. All this data is required to successfully create the I-9 in Tracker Corp:

  • 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

Tracker Corp will validate the data and monitor that any of this data is not missing and inform the user if so.

Note: Work with Tracker Corp Implementation Team to understand the validation and monitoring of the data.

The Tracker Corp integration occurs in the following order:

  • A Greenhouse Recruiting user marks a Candidate as hired
  • Greenhouse Recruiting user enters the start date, employer, worksite, and workflow type and clicks Save. The candidate's status is updated to Offer Accepted.
  • Tracker 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 Tracker.

Additional support

Contact your Tracker Implementation Manager or I-9support@trackercorp.com for troubleshooting assistance regarding the integration.