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

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

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.

Note: Work with Mitratech implementation team to understand the validation and monitoring of the data.

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.