Employee Application Forms

access level payroll advisor (full access), enrollment specialist (full access) module multiple (lead card, payroll card) the employee application process is used when customers need to add new employees to their account this guide provides a step by step overview of how to send the application and what both the customer and the employee will experience when completing it sending the employee application there are different ways to send an employee application form 1\ through the lead card enrollment tab navigate to the lead card select the enrollment tab go to employees subtab select the send employee creation form button 2\ through the payroll card employees tab open the customer's payroll card navigate to the employees tab select the janus employee application subtab select the send employee creation form button in the top right corner customer experience upon receiving the email, the customer will follow these steps to add a new employee 1\ email notification the customer receives an email with a link to add a new employee selecting the onboard an employee button will direct them to the application 2\ employee selection the customer will see their employee list (if available) they need to select onboard an employee in the next screen, they should select someone else 3\ employee information page the form requires the customer to enter the employee's details if the client selects an employee from the provided list the form will show prefilled with some of the previously provided information all required fields must be completed to proceed the form includes fields for name, contact information, and job details it's important to select the state first , as this is necessary to choose the correct occupation if any required information is missing , a warning message will appear 4 confirmation screen upon successful submission , a confirmation screen will appear this indicates that the employee has been successfully added the customer can choose to add another employee or go to the employee dashboard reminders and what they look like employees will continue to receive the initial email and sms when the application is sent stagger the reminder within 30 days the current “day 2 reminder” will now be sent 3 times day 7, day 15 and day 25 this reminder will sent out a final reminder will be sent on day 29 if it is still not completed ee app will cancel automatically on the 30th day and the email to the employer will be sent about the application expiring for the employer daily summary reminder changed it to once a week client will receive a weekly summary reminder of the employee apps still pending to be completed email & text msg reminders employee experience after the customer submits the initial information, the employee will receive an email to complete their part of the application 1\ email notification the employee receives an email with instructions they must select the link in the email to complete their application 2\ personal information the employee will complete personal details and contact information 3\ banking information the employee will be asked if they want to set up direct deposit if they select "yes," they will need to provide banking details if they select "no," they will skip to the next section 4\ tax information the employee enters tax filing status and number of dependents they can enter additional income or deductions if applicable 5\ id verification the employee will be prompted to upload a copy of their id if the file is too large and keeps loading, they can continue without uploading and provide the information via text message later 6\ acknowledgment the employee must check the box to acknowledge they have read and understand the document 7\ signature the employee will be prompted to enter their signature they must type their name and select adopt and continue 8\ completion a confirmation screen will appear showing "employee application completed" please note after the employee clicks the adopt and continue button, it may take up to 30 seconds for the confirmation page to load this delay can depend on the employee’s internet connection and the size of the uploaded id image employee reminders and what they look like note employee application reminders now span a 30 day period, with notifications sent on days 7, 15, and 25 a final reminder is issued on day 29 if the application is not completed, it will automatically expire on day 30 email & text msg reminders final email & text msg reminders application expired clients will receive an “application expired” text and email on the 30th day for each application that expires they will not receive this notification if the application status is marked as signed or cancelled employee application form logic customer side form fields field name field type required validation employee selection radio ✅ always "someone else" for new first name text ✅ always letters only last name text ✅ always letters only email email ✅ always valid format, unique phone phone ✅ always 10 digits state dropdown ✅ always must select first occupation dropdown ✅ always based on state selected pay type dropdown ✅ always hourly/salary/commission pay rate number ✅ always numeric, >0 start date date ✅ always cannot be future employee side form fields field name field type required validation address text ✅ always no po box city text ✅ always valid city state dropdown ✅ always matches customer selection zip code text ✅ always 5 or 9 digits ssn text ✅ always 9 digits, xxx xx xxxx date of birth date ✅ always 18+ years old direct deposit radio ✅ always yes/no selection bank name text if dd=yes required with dd routing number number if dd=yes 9 digits account number text if dd=yes valid account account type dropdown if dd=yes checking/savings tax filing status dropdown ✅ always single/married/etc dependents number ✅ always 0 99 additional withholding currency ❌ optional numeric id upload file ❌ optional jpg/png/pdf, <5mb ⚠️ warning blocks social security numbers starting with “9” for compeo and peopaygo if the employee is in georgia conditional field logic primary field value shows fields hides fields state (customer) selected occupation dropdown for that state generic occupations direct deposit yes bank name, routing, account, type all banking fields hidden direct deposit no none all banking fields employee list existing prefills known data empty form spanish app toggle on none (sends spanish link) none multi step validation step validation points customer info all fields required before "continue" enabled employee personal address cannot be po box, age must be 18+ banking (if selected) routing number validated, account required tax info filing status required, dependents 0+ id upload optional but recommended, size limit 5mb signature must type name and adopt 🔧 troubleshooting & escalation common issues & fixes 🔹 employee application won’t open possible causes corrupt pdf, browser issues, session timeout try downloading the pdf, switching browsers, clearing cache, or checking your connection 🔹 automation attempt fails possible causes missing fields, duplicate ssn, prosoftware issue, or cornerstone restrictions try completing all fields, checking for duplicates, or creating the employee manually 🔹 reject button not working possible causes app not in “new” status, system delay, or permission issue try refreshing the page, checking app status, or using a different browser 🔹 notes not visible to others notes added within the task are not shared across users try saving notes properly or using the lead card for team visible notes 📩 need help? go to help > it help desk , include the employee name, customer id, details of what was tried, and attach the pdf if possible 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation questions about permissions? review the user roles & permissions matrix to understand access levels