Documentation Index
Fetch the complete documentation index at: https://docs.firstwork.com/llms.txt
Use this file to discover all available pages before exploring further.
Overview
Form I-9 is a mandatory US federal requirement — every employer must verify the identity and employment authorization of each person they hire. Firstwork streamlines this by embedding I-9 collection, document verification, and E-Verify case creation directly into your hiring flow. This guide walks through how to structure your I-9 verification process for high-volume hiring.How I-9 Verification Fits Into a Hiring Flow
A typical US hiring flow places I-9 verification after onboarding forms and before final approval: I-9 verification is typically split across multiple pages to handle the distinct sections of the form and the different parties involved (candidate vs. employer).Step 1: Collect I-9 Section 1 (Candidate)
Create an Onboarding page that collects the candidate’s I-9 Section 1 data. This includes:| Field | Element Type | Notes |
|---|---|---|
| Full legal name | Text | First, middle, last, maiden |
| Date of birth | Date Picker | Block future dates |
| Social Security Number | Text | Mark as sensitive field |
| Address | Address | US address required |
| Citizenship status | Selection | US Citizen, Noncitizen National, Lawful Permanent Resident, Alien Authorized to Work |
| Work authorization documents | Selection | Varies by citizenship status |
Recommended page structure
Create separate pages for document uploads based on citizenship status, using compliance rules to route candidates:- I-9 Details and Documents — Collects citizenship status and routes accordingly
- Date of Birth Confirmation — Validates DOB matches documents
- Social Security Number Confirmation — Validates SSN
- I-9 Document Upload — Uploads supporting identity/work authorization documents
Step 2: Set Up Document Upload with OCR
On the document upload page, configure Document Upload elements for the accepted I-9 documents:List A Documents (Identity + Work Authorization)
- US Passport or Passport Card
- Permanent Resident Card (Green Card)
- Employment Authorization Document (EAD)
- Foreign Passport with I-94
List B + C Documents (Identity + Work Authorization separately)
- List B: Driver’s license, state ID, school ID
- List C: Social Security card, birth certificate, employment authorization document
- Enable OCR — Automatically extract text from uploaded documents
- Detect doctored documents — Flag potentially altered documents
- Capture required — Require camera capture for photo ID documents
Step 3: I-9 Section 2 (Employer Verification)
Create an I-9 Verification page that is admin-only (not visible to candidates). This page is where your team verifies the documents presented. Options for employer verification:| Method | How It Works |
|---|---|
| Manual review | Admin reviews uploaded documents and completes Section 2 |
| AI Agent (RPA) | Automated document verification using AI to validate document authenticity |
| In-person verification | Schedule a physical document inspection using the Scheduler |
| Video call verification | Use the AI Caller to conduct remote document verification |
Step 4: Connect E-Verify
After I-9 completion, trigger E-Verify case creation automatically using an automation:Set the trigger
Use a Form Element Submission trigger that fires when the I-9 verification page is completed.
Add E-Verify case creation action
Add an E-Verify action that creates a case using the candidate’s I-9 data.
Handle results with follow-up automations
Create additional automations for:
- Employment Authorized — Move candidate to the Approved stage
- Tentative Non-Confirmation (TNC) — Route to a TNC Resolution page
- Draft cases — Auto-submit draft cases on a schedule
- Photo match — Fetch and compare E-Verify photos
Example: E-Verify automation chain
A typical chain of automations to fully automate the E-Verify workflow:| Automation | Purpose |
|---|---|
| E-Verify Case Creation | Creates case after I-9 completion |
| Draft Cases Auto Submission | Submits draft cases automatically |
| Fetch Photo From E-Verify | Retrieves photo for matching |
| Photo Match E-Verify Case | Compares photos and closes case |
| Close TNC Case Workflow | Handles TNC resolution |
| No Action TNC Case Workflow | Handles uncontested TNCs |
Step 5: Handle State-Specific Requirements
Many US states have additional employment verification requirements beyond federal I-9. Use Module-type hiring flows to create reusable state-specific compliance packages:| Module | What It Covers |
|---|---|
| State / Ohio | Ohio-specific employer forms and tax withholding |
| State / Texas | Texas employment law acknowledgements |
| State / California | CA meal waiver, paid sick leave notice |
| State / Florida | Florida new hire reporting |
| State / New York | NY Wage Theft Prevention Act notice |
Step 6: Set Up Recollection for Expiring Documents
Work authorization documents expire. Set up automated recollection to stay compliant:Configure recollection templates
In your hiring flow settings, create recollection templates for document expiry — target the document upload elements (EAD, work permit, etc.).
Create a scheduled automation
Set up a Schedule Trigger automation that runs daily, checks for documents expiring within 90 days, and triggers recollection.
Step 7: Push Data to Payroll / ATS
After I-9 and E-Verify are complete, sync the data to your external systems:| Integration | Method |
|---|---|
| TempWorks | Use automations with custom API actions to push I-9 data, employment verification results, and electronic payment details |
| ADP | Use RPA automations to submit WOTC and onboarding data |
| Webhooks | Send real-time notifications when candidates reach specific stages |
| CSV Export | Automated CSV append for reporting and audit trails |
Best Practices
Separate I-9 into distinct pages
Keep document collection, employer verification, and E-Verify on separate pages for cleaner compliance tracking and audit trails.
Use OCR and AI verification
Enable OCR on all document uploads and use AI agents to cross-validate extracted data against candidate-entered information.
Automate E-Verify end-to-end
Chain automations for case creation, photo matching, TNC resolution, and case closure to minimize manual intervention.
Plan for recollection
Set up expiry-based recollection from day one — don’t wait until documents are already expired.