Mitratech Tracker I-9 Integration for Greenhouse: Automate I-9, E-Verify and Remote Hire Compliance

Mitratech’s Tracker I-9 integration for Greenhouse connects Greenhouse applicant and onboarding data with Tracker I-9’s electronic I-9 and E-Verify workflow so HR teams can automate Form I-9 creation, E-Verify submissions, and remote Section 2 completion. The integration centralizes audit-ready records, real-time dashboards, and alerts while preserving a mobile-first experience for hires who complete Sections 1 and 2 remotely. This article explains how the integration works, which organizations will see the biggest operational gain, the measurable benefits (time, risk, audit readiness), key implementation considerations, and practical best practices HR teams should follow to get compliant results quickly.

What the integration does: it imports candidate and hire data from Greenhouse into Tracker I-9 to prefill Form I-9 fields, triggers E-Verify flows when required, assigns Section 2 tasks either to onsite personnel or to an authorized agent from Mitratech’s national Network Alliance, and surfaces missing or incorrect information through real-time alerts and dashboards. The integration also captures proofs of documentation photos in a way that avoids storing images on the end-user device and keeps HRIS records synchronized for reverification and audit.

Core features of the Tracker I-9 + Greenhouse integration

• Automated Form I-9 creation New hire data from Greenhouse prefills Form I-9 fields in Tracker to eliminate manual re-entry and reduce transcription errors.
• E-Verify automation When enabled, the integration triggers E-Verify cases automatically and captures case IDs, statuses, and responses in Tracker for auditing.
• Remote Section 2 completion Leverages Mitratech’s Network Alliance of authorized agents to complete Section 2 for remote hires, ensuring 100% compliant remote onboarding.
• Real-time dashboards and alerts Shows missing information, expiring documents, reverifications, and open remediation tasks to keep compliance issues visible and actionable.
• Mobile-friendly evidence capture Candidates can upload photos of documents without persisting the images on the device, maintaining privacy while documenting identity and work authorization.
• HRIS synchronization Two-way or one-way sync options to keep hire records aligned across Greenhouse and Tracker for ongoing compliance and reporting.

Who benefits most from this integration

• Large enterprise HR teams Organizations with high hiring velocity and distributed locations reduce manual work, centralize audit records, and lower compliance risk.
• Companies with remote-first hiring Employers who hire out-of-state or remote workers can rely on authorized agents to complete Section 2 correctly and consistently.
• Compliance-focused teams Legal, HR compliance, and audit teams that need robust reporting, reverification schedules, and demonstrable chain-of-custody for I-9 forms.
• Organizations using Greenhouse as ATS Teams already invested in Greenhouse get immediate value from eliminating duplicate data entry and automating downstream compliance processes.

Manual process vs. Tracker I-9 integration

Compliance and E-Verify specifics: Tracker handles Form I-9 validation rules, reverification scheduling, and E-Verify submission lifecycles. When E-Verify is required, the integration passes necessary fields to Tracker to create the case and logs the case number and status back into the system. For employers who must adhere to federal or state rules, Tracker’s workflows and the Greenhouse integration reduce the chance of noncompliance that stems from transcription errors, missing documents, or missed reverification windows.

Key measurable benefits

• Time savings Prefilled forms and automated E-Verify can reduce HR processing time per hire by 50% or more compared with manual workflows.
• Lower error rates Structured forms and validation logic reduce common data-entry mistakes that trigger audits or E-Verify discrepancies.
• Audit preparedness Centralized, exportable records and dashboards cut audit response time from weeks to days.
• Consistent remote onboarding Nationwide authorized agent network ensures Section 2 is completed to the same standard regardless of candidate location.
• Reduced risk exposure Automated alerting for missing or expiring documents ensures reverification windows are not missed.

Implementation considerations and timeline: most implementations require mapping candidate fields in Greenhouse to Tracker’s I-9 fields, configuring E-Verify triggers and state-specific rules, and deciding whether to enable two-way sync. Typical deployments for mid-market to enterprise customers take 4–8 weeks, including configuration, testing, and pilot runs. Larger organizations with complex HRIS ecosystems or custom Greenhouse workflows should plan for additional integration validation and security reviews.

Integration checklist (practical steps before go-live)

• Audit current process Document how I-9s and E-Verify are handled today, including remote hires and common exceptions.
• Map Greenhouse fields to Tracker I-9 Decide which candidate fields will be auto-populated and where manual entry remains necessary.
• Configure E-Verify rules Set triggers for E-Verify submissions, case handling, and employer-specific processes.
• Select remote agent strategy Decide when to use Mitratech’s Network Alliance and how to route remote Section 2 tasks.
• Pilot and validate Run a small pilot with real hires to confirm data flows, mobile capture, and alerts operate as expected.
• Train stakeholders Provide training for recruiters, HR, and authorized agents on the new workflows and escalation paths.

Data handling, security, and privacy at a glance

Common questions HR teams ask

Measuring ROI: track time-to-complete-per-hire, error/correction rate on I-9s, audit response time, and the percentage of hires completed remotely with compliant Section 2 documentation. Expected gains include reduced HR hours spent per hire, fewer audit findings, and a faster, more consistent onboarding experience for remote employees. Use pilot metrics to build a business case—multiply per-hire time savings by annual hiring volume to estimate labor cost reduction.

Best practices when using the Tracker I-9 + Greenhouse integration

• Keep Greenhouse data clean Consistent naming conventions and required fields in Greenhouse reduce mapping errors when forms are generated in Tracker.
• Establish an escalation path Define who handles failed E-Verify cases, missing documents, or agent scheduling issues to avoid delays.
• Regularly reconcile records Run weekly reconciliation reports between Greenhouse and Tracker to catch sync issues early.
• Leverage dashboards for audits Use Tracker’s real-time dashboards to prepare audit packets rather than ad hoc file searches.
• Train hiring partners Ensure recruiters and hiring managers understand when to expect automated flows and how to respond to alerts.

Common pitfalls and mitigations: failing to map fields properly causes data mismatches—mitigate by validating field mappings in a sandbox prior to go-live. Overlooking state-specific rules can lead to noncompliant steps—ensure legal or compliance teams review the configuration. Finally, neglecting to run a pilot can surface unexpected exceptions; a short pilot with a representative sample of roles and locations will reveal edge cases early.