Use Document Portal for Onboarding H2A Workers

This is a 20-minute walkthrough which uses the scenario of hiring and onboarding H2A workers to show you how each of the features may be used by your organization.  After following through the next few articles, you should be able to start using the tools with no additional training.

The Scenario:

If you hire H2A Workers, you know the onboarding process requires copies of passports, driver licenses, receipts, signed forms such as employment, housing and meal agreements, and of course government documents such as the I-9 Employment Eligibility Verification and W-4 Employee Withholding Certificate.

Document Portal is designed to streamline this process with the following tools:

Import information about your people. If you already have a list of people, you can import them all at once using an Excel Spreadsheet. Otherwise, you can add them as you go.

Merge people's information into forms.  Merge data for your people into Employment Agreements, I-9 or W-4 forms to generate filled out documents for each person.

Send requests for documents.  Send text messages or emails to each person that request documents such as receipts or copies of passports.  As each person responds with photos from their cell phone, your documents will be organized for easy retrieval.

Define required document sets.  Define a "Package" such as an H2A New Hires Package that could include W-4, I-9, Housing Agreement and Passport documents.  As you collect these documents for each person, you'll know, at a glance, which employees still need to provide copies of their passport and which employees are lacking a W-4.

Organize your documents.  Associate people, descriptions, expiration dates and tags with documents that make them easy to find.  

Let's get started:

The following steps take about 20-minutes to complete and will introduce you to the main parts of Document Portal. 

1. Set up account information
2. Create tags
3. Create a document request
4. Create a package
5. Get some forms
6. Merge data into forms
7. Find our documents

At the bottom of each article, look for the Next button which takes you to the next article in the walkthrough.  Let's start with the first article.

1. Set up account information

Notes:

As you follow the instructions, don't worry about creating unwanted dummy data as it can be deleted later.  

Once you've completed the suggested steps, be sure to review our Frequently Asked Questions as well as the System Documentation to understand other capabilities and benefits of the system.