Mitratech Tracker I-9 integration

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

Set up the Greenhouse Recruiting / Mitratech Tracker I-9 integration

Authorize the Mitratech Tracker I-9 integration

To configure the Greenhouse Recruiting / Mitratech Tracker I-9 integration, your Tracker I-9 implementation team at Mitratech will provide you with an authorization link. Open the link in your browser to start the Greenhouse authorization flow.

Greenhouse will display the access Tracker I-9 is requesting — Candidates & Prospects and Offers & Compensation — as shown below:

Enter your Greenhouse account email, then click Log in to Greenhouse. After signing in, review the requested permissions and authorize the integration. Choose Authorize using a service account so the connection is owned by your service account and is not tied to an individual user’s account.

Once authorization succeeds, you’ll see confirmation that Tracker I-9 is connected to your Greenhouse account:

Retrieve your Tracker I-9 webhook credentials

After authorizing 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 setup:

• 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 webhook:

• 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
• Error e-mail: The e-mail to notify if the webhook fails to run
• Advanced settings:
  • 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 Form I-9 processed in person (onsite Section 1 and Section 2)
  • 2800 Remote Access Section 1 Only
  • 2801 Remote Access, Section 1 and Section 2 (Employer Appoint)
  • 2810 Remote Access, Section 1 and Section 2 (Employee Appoint)
  • 2808 Remote Access, Section 1 and Section 2 (Network Alliance)
  • 2811 Remote Access, Section 1 and Section 2 (I-9 Pro)

Provide email credentials to Mitratech and complete setup

As a final step, provide the following information to the Tracker I-9 implementation team:

• An email group or list of email addresses for those users who should receive 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, 2801, 2810, 2808, and 2811)
• Employer that the candidate will work for
• Worksite or location where the candidate will work
• The electronic I-9 workflow type to be used for the candidate based on candidate location/needs

Mitratech Tracker I-9 will validate and monitor the data. If data is missing, the Mitratech team will inform your organization.

The Mitratech Tracker I-9 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 Tracker I-9 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 I-9 attempts to get the missing information using the API.
• Tracker I-9 verifies all required data is completed and all errors are addressed. Then, Tracker I-9 transforms the data and sends it through the Tracker I-9 API to create a new I-9 for the candidate.
• 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 case in Tracker I-9

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

Once the candidate completes Section 1 and the employer or authorized representative completes Section 2 of the Form I-9, case details are submitted to E-Verify, if applicable. E-Verify results are displayed in Mitratech’s Tracker I-9 solution.

Additional resources

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