Assigning an Authorized Representative in Onboarding Workflows

When sending onboarding workflows that include forms requiring an Authorized Representative (such as the I-9 Form I-9 to verify the identity and employment authorization of individuals hired for employment in the United States. Section 1 and Supplement A), Bullhorn Talent Platform provides multiple options for assigning a representative. This allows for flexibility in managing the form completion process, whether assigning someone immediately or at a later point.

Authorized Representative Assignment Options

During the onboarding workflow setup, in the Authorized Representative for I-9 section, you can choose from the following assignment methods:

• Assign Myself: Assign yourself as the Authorized Representative for the form.

• Add New Authorized Representative: Manually assign a different individual.

• Add Representative Later: Defer the assignment until after the form is in a SIGNED status.

• Applicant (or Candidate or Talent) Customer talent - the person applying or hired for the job Assigned: Allow the applicant to choose their representative.

  • This is tied to a system setting and may not be enabled.

Managing Active Onboarding Requests

If a representative is not assigned when the onboarding request is initially created, you can assign one after the candidate has signed the form from the candidate profile:

1. Navigate to the applicant’s profile.

2. Locate the onboarding request in the Active Onboarding section.

3. In the Status column, click Assign Authorized Representative.

4. In the pop-up window, select from the available options:

   • Assign Myself: Assign yourself to the form.

   • Add New Authorized Representative: Add another representative manually.

   • Use the dropdown to choose from existing representatives.

5. Click OK to confirm your selection.

If the form is not yet signed, you can also assign a representative from the I-9 Dashboard 2.0:

1. Go to the I-9 Dashboard 2.0.

2. Locate the relevant employee and click View Details.

3. In the slide-out panel, navigate to the Authorized Representative section.

4. Choose from the drop-down list or click the plus icon to add a new representative.

5. Enter the representative’s name and email, then click Save.

6. Click Assign Auth. Rep. to finalize the assignment.