Smarter Week

How to automate it

How to automate “track required trainings, I-9s and certifications”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, once a week
60%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AutomationBest fix

Have the learning system assign and chase required training automatically

Learning platforms can assign required courses by role and location, send reminders and flag expiring certifications.

Typically saves about 60% of the time2 h to set up
  1. 1List required trainings by role and location (harassment prevention, safety, security).
  2. 2Set auto-enrollment rules in your LMS or HRIS learning module, synced from the HRIS.
  3. 3Turn on reminders and manager escalation for overdue courses.
  4. 4Track licenses and certifications with expiry alerts.

Tools: TalentLMS · Docebo · Workday Learning · Rippling or BambooHR training · KnowBe4 for security training

Fix 2 of 2

Software feature

Do I-9s electronically with E-Verify built in

Electronic I-9s guide the new hire and reviewer through the form, check for errors and remind you about reverification dates.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on electronic I-9 in your HRIS or payroll (Gusto, Rippling, Paylocity) or use a tool like Tracker I-9.
  2. 2Connect E-Verify if you use it.
  3. 3Set reminders for reverification of expiring work authorization.
  4. 4Have someone trained review each one; the tool helps but does not replace the review.

Tools: Gusto · Rippling · Paylocity · Tracker I-9 · E-Verify

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

HR generalistPeople ops / HRIS specialistLearning & development specialist

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Other common tasks for HR generalists