Equifax is introducing two significant platform upgrades designed to strengthen compliance, security, and scalability for clients. Equifax I-9 integration is migrating from the Simplifi-9 system to the new I-9HQ platform, with enhanced support for organizations managing multiple FEINs. This transition not only ensures continued regulatory compliance ahead of the Simplifi-9 sunset but also establishes a foundation for future improvements such as enhanced status visibility and automated provisioning.
In this article:
I-9HQ Changes Overview
I-9HQ New Features
What to Expect
Recommendations
Best Practices
Webinars
F.A.Q.
Additional Resources
I-9HQ Enhancements Overview
We’re excited to share that your current I-9 management system, Simplifi-9, will soon be upgraded to the enhanced, cloud-native I9HQ platform—a new digital experience designed to simplify and improve how you manage I-9 forms. The following enhancements will be included:
- Advanced security with faster updates and less downtime
- Mobile-first experience and enhanced image capture for easier onboarding
- SMS Employer Alerts and a unified dashboard across I-9 tools
- WCAG accessibility compliance
I-9HQ New Features
| New Feature | Benefit |
|---|---|
| SMS New Hire and Employer Alerts | I-9HQ has text capabilities. |
| Multiproduct Dashboard | If a client has multiple services (i.e I-9 HQ and WOTC), the Account Management screens will house all services. |
| WCAG Compliant | Web Content Accessibility Guidelines - Accessible for individuals with visibility restrictions. |
| Mobile First New Hire Experience | Mobile built for convenient Section 1 completion by the new hire. |
| Enhanced Mobile Image Capture | A driver's license can be scanned and used to populate the personal information for the new hire. |
| Retention Period Extension | System can be configured to hold on to 1-9s for a longer time period; These 1-9s can also be indexed, so they wouldn't be considered I-9s on file for an audit |
| E Verify Self-Service Configuration | The system can be configured to only send I-9s to E Verify in states where it is required, rather than automatically set for all states, eliminating possible additional work. |
What to Expect
ClearCompany will be rolling out I9HQ in phases:
- All organizations will be migrated in Late 2025 through early 2026. ClearCompany will be in touch with your account in terms of your specific migration date.
- Your experience in ClearCompany will not change; you will continue to add new hires in your ClearCompany platform and assign them an I-9 to complete.
- Active users will receive an I-9 HQ access activation email from donotreply@equifax.com. Please advise users to activate their accounts within 7 days. This is for users who will be signing in directly to I-9HQ.
- Your data will be migrated to I-9 HQ, including:
- Current active E-Verify MOUs.
- All completed I-9s and E-Verify cases, along with the attachments uploaded during completion
- Existing/historical forms I-9 will be moved to I-9 HQ
- All pending actions, including but not limited to pending Section 2 completions, pending receipts, pending reverifications, and pending E-Verify cases.
- Audit trails
- Employee records
- All locations along with their E-Verify status
- I-9 Notes
- Incomplete Section 1 of the Form I-9 will not migrate. A new I-9 will need to be created and sent to the new hire via the I-9 HQ platform.
Recommendations
How to prepare for the upgrade to I-9 HQ:
Review the additional on-demand Training Resources available to help you and your teams become familiar with the updated user interface.
Best Practices
| Pre-Migration |
|
| Post-Migration |
|
Webinars
The webinars listed below provide additional guidance and support throughout the migration process:
ClearCompany - Upgrade to I-9 HQ for Direct Login Customers covers:
- I-9HQ Dashboard Overview and General Navigation
- Employee Experience Completing Section 1
- Employer Experience Completing Section 2
- Employer Experience Completing an Expiring Work Authorization (Reverification)
ClearCompany I-9 HQ Onboarding Overview (Webinar Part 1) covers:
- Dashboard Overview and General Navigation
- Completing Section 2
- Completing an Expiring Work Authorization (Reverification)
- Helpful Resources and Support
- Q&A
I-9 HQ Administration Overview (Webinar Part 2) covers:
- Administration Overview
- User Management
- Organization Settings
- Reporting Options
- Q&A
F.A.Q.
Access to tasks is controlled at the HR admin level. Each user’s permissions are limited to their assigned locations. To view other tasks, verify the location permissions in Administration → User Management → Locations.
Create a copy of an existing template that includes the correct iframe, and then use it to build the new onboarding packet. It’s recommended to maintain a standard I-9 HQ iframe template that can be reused or copied as needed. Refer to: How to edit an Onboarding Packet?
The Simplifi/HireTech Dashboard is separate from I-9 HQ. The “Add Employee” feature is available only in I-9 HQ, which is currently limited to certain clients.
When a user is actively in a task or employee profile, it becomes temporarily locked for editing. Other users can’t view or edit it until about 10 minutes after the user exits the profile.
Make sure the checkbox labeled “Use this information on the I-9” is selected. Once checked, a preview of the I-9 will appear. Close the preview (click the barely visible X in the top right corner), and you’ll be able to sign and submit the form.
Admins can resend activation emails through User Management. Locate the user, click the pencil icon to open their profile, then select Reset Password. This sends a new activation email. Note: ClearCompany Support cannot perform this action.
Once an I-9 is submitted, the start date on the paperwork can’t be edited directly. To update it, open the candidate’s profile, click the ellipsis (⋮), and choose Send Section 1 Review. This allows the start date to be corrected.
The new hire manually enters their start date on the second page of the I-9. Ensure the new hire knows their correct start date before completing the form to prevent errors.
In the I-9 HQ Portal, search for the new hire and open their profile. Click Form I-9, then use the ellipsis (three vertical dots) on the right to edit Section 2 and reupload the updated document. For more information refer to:
- Section 1 - I-9HQ New Hire Experience
- Section 2 - I-9 HQ Admin Experience
This occurs when the onboarding packet was sent using an outdated iFrame. The packet needs to be manually resent through the HQ portal with the updated iFrame link.
Confirm that the new hire has an HQ profile using the search feature. If the I-9 hasn’t been submitted yet, the I-9 section in the profile will appear black. This indicates that the new hire logged in but hasn’t completed the I-9 form.
Additional Resources
I-9 New Hire Experience
I-9HQ Admin Experience
I-9HQ Custom Roles and User Management
Comments
Please sign in to leave a comment.