If you are utilizing the I-9 Center as a PAPI-integrated stage in your application process, you can prompt rehired workers to re-complete their W-4 and I-9 forms in the stage by resetting their partner integration status.
This article covers rehire-driven restarts, which are controlled by account settings and a Rule stage. You can also restart a worker's I-9 or W-4 from an automation rule, which lets a restart run in response to a worker change or an applicant activity rather than a rehire. See Automation Center - Building Automation Rules.
This article applies specifically to W-4 and I-9 restart behavior for rehires. It does not describe worker profile matching behavior or sync worker status, tasks, attributes, documents, or other profile data across linked rehire profiles.
This will ensure a smooth rehire process by allowing compliance checks to be re-triggered automatically. Returning employees will therefore follow the correct process without relying on human oversight. The rehire's original I-9 form will also be automatically saved in the I-9 Center adhering to federal guidelines.
Learn more about the PAPI stage integration by reviewing the Getting Started with I-9 Center article. To learn how worker profiles are matched and flagged as rehires, see Worker Profiles Matching & Rehire.
Initial Configuration
To turn on automatic I-9 form restarts for rehires, follow the steps below in Fountain's platform:
In the left sidebar, click I-9 Center and then Settings.
Under the I-9 and W-4 profile automatic restart section, toggle on Automatically restart I-9 forms for rehire and Automatically restart W-4 for rehire. Changes will save automatically.
Note: A Restarted I-9 Can Be Held Before Section 2
When a rehire is issued a new I-9 and an E-Verify case from their earlier application is still open, the new I-9 is held before Section 2 so a duplicate case is not created. It appears under the Blocked tab with an E-Verify conflict status. See Resolve an E-Verify Conflict for a Rehire.
Click your company logo in the bottom left corner of the sidebar and then Settings.
Click the Workforce tile.
Toggle on Reactivate employees.
Enabling this setting will change the worker profile being readded into Fountain from terminated status to pre-hire. This does not update the status of every linked profile for that person.
Click Save.
Required Hire Rule Stage
For the automation to occur as intended, you will need to create a Rule stage in Fountain Hire that appropriately tags applicants with the Data Key of Rehire = true or false. This is what triggers the Rehire status in the I-9 Center and resets the forms automatically.
This rule controls I-9 Center rehire handling. It does not sync worker status or other profile data across linked rehire profiles.
Contact your Fountain Customer Success contact or [email protected] to ensure the Worker Experience Rehire Data key is added to your Fountain Hire account.
Navigate to the Workflow Editor of an Opening that is linked to the workflow that contains the I-9 Center PAPI stage.
Click Add Rule in the top left corner.
Type a title for the stage and place it prior to the PAPI I-9 stage.
Build the rule as seen below:
Click Save Changes in the top right corner.
Learn the basics of Fountain Hire Rule stages by reviewing this article. Learn more about Fountain Hire Data Keys in this article.
View Rehire Status
To view rehire status, follow the steps below in Fountain:
Click Worker Profiles in the left side panel.
Find the worker and click their name to open their Worker Profile.
A Rehire label will be found under their name.
The Rehire label indicates that the profile is treated as a rehire for this workflow. It does not mean that worker status, tasks, attributes, documents, or other profile data are synced with other linked profiles.
Restart a Form from an Automation Rule
Rehire settings restart forms only for workers flagged as rehires. When a restart needs to happen for another reason, such as a redeployment or a reverification date coming due, build an automation rule instead.
The action depends on the automation's source. On a worker-sourced rule, use Restart worker's I-9 or Restart worker's W-4. On an applicant-sourced rule, use Restart associated worker's I-9 or Restart associated worker's W-4, which act on the worker linked to the matching applicant. For how to build the rule, see Automation Center - Building Automation Rules.
Restarting a Form Cannot Be Undone
A restart resets the current I-9 or W-4, makes the form editable again, and requires the worker to resubmit. The case shows in I-9 Center as Rejected with the reason "Restarted by automation."