Maximus Integration: AviontéBOLD (Draft)

Maximus provides I-9 processing, E-Verify services, and compliance audits to help staffing agencies maintain I-9 accuracy. This guide covers how to set up and use the Maximus integration in AviontéBOLD, from system configuration through completing Section 2 and managing ongoing E-Verify cases.

Integration Setup (System)

Enable the Maximus integration at the system level before configuring individual users or branches.

1. Open the Accounts & Settings menu (indicated by your avatar).
2. Click System Settings.

3. Click System Features.

4. Within the Integrations section, select Maximus.

5. Scroll up and click Save.
6. Log out from the Account & Settings menu, then log back in to BOLD to apply the changes.

Integration Setup (Individual)

Users must have the Marketplace Admin permission enabled to configure the Maximus integration.

Users who open Maximus from the Marketplace without this permission will see the message below.

Configuration

1. Click Account & Settings.
2. Click Avionte Marketplace.

3. Find Maximus I-9 and click Details.

Use the table below as a reference for each field in the integration settings form.

Configure Branch Live Dates

Maximus hire dates must be configured for each branch using the integration. Leave the Live Date blank for branches not yet using Maximus.

1. Scroll down in the Maximus Integration Settings screen.
2. Click Edit next to the branch you want to configure.
3. Enter the live date.
4. Click Save.

Enable the Maximus I-9 Talent Task

1. Navigate to Account & Settings.
2. Click Utilities.

3. Search for talent and select Talent Onboarding Tasks.
4. Expand the Integration Tasks panel.

5. Toggle MAXIMUS I-9 to On. The task will activate after a brief loading moment.

How to Use the Integration

Send a Maximus I-9 Task

1. Open the talent record and navigate to the Onboarding section.

2. Click Send Onboarding Tasks.
3. Expand the Integration Tasks section.
4. Select Maximus I-9.
5. Click Send.

Once sent successfully, the task appears in the Onboarding screen with a status of Sent.

Talent Completes Section 1

After the task is sent, the talent completes Section 1 of the I-9 from their talent portal.

1. Talent logs into their talent profile.
2. Clicks the Maximus I-9 task or the Start button.

3. A pop-up confirms the talent is being redirected to the Maximus partner site. Click Continue.

4. Talent is directed to the Maximus portal. The first page displays their home office. Click Next.

5. Talent reviews the instructions page. Documents and instructions can be translated to Spanish from this screen.

6. Talent creates a Maximus account. This account is only needed if they ever log directly into the Maximus site.

7. Talent indicates whether they are using a translator or preparer, then clicks Next.

8. Talent reviews the Anti-Discrimination notice and clicks Next.

9. Talent completes Section 1 of the I-9 and clicks Click Here to Create Your Electronic Signature.

10. If configured, talent is prompted to print an I-9 receipt. This step is optional — talent can print or close the screen.

Completing Section 2 of the Maximus I-9

Once the talent completes Section 1, the task status updates to Action Required, signaling that a recruiter needs to complete Section 2.

1. Navigate to the talent's Onboarding section.
2. Click the Complete I-9 Section 2 link.
3. Review the instructions page. Documents can be translated to Spanish if needed.

4. Complete Section 2 of the I-9 and click Manager Signature.

Non-E-Verify Branches

If the talent's home office is not configured for E-Verify, follow these steps after signing Section 2.

1. After Section 2 is completed and signed, a confirmation message appears. Click Complete.

2. The Maximus I-9 task status updates to Complete.

E-Verify Branches

If the talent's home office is configured for E-Verify, Maximus automatically submits the case to E-Verify upon completing Section 2.

1. After signing Section 2, enter your name and contact information, then click Save E-Verify Contact Info.

2. Maximus submits the case to E-Verify and displays an immediate response. Any next steps required for the case will appear with corresponding action buttons.

3. Once all I-9 and E-Verify steps are complete, Maximus displays a confirmation message.

4. The Maximus I-9 task status updates to Complete.

Viewing E-Verify Results on the Profile Tab

After a Maximus I-9 is completed, the E-Verify Case Status and E-Verify Case Number fields are available in the Personal Information section of the talent's Profile tab.

Identifying Talent with Incomplete or Action Required Tasks

Use the Onboarding Tasks dashboard to quickly review Maximus I-9 task statuses across your talent records.

• Open the talent record and click Onboarding in the menu above the resume area.

• The Onboarding Tasks dashboard loads, displaying all tasks and their current statuses for the selected talent.

The screenshot above shows an example of a task in Action Required status.

Adding Maximus I-9 to a Requirements Group

A Custom Requirements Group ensures only talent who have completed the Maximus I-9 can be placed on jobs. Requirements Groups are created at the Company level and then applied to individual jobs.

• Find the company you want to modify.
• Go to Company > Requirements. Any existing requirement group will be displayed.

• Click the [edit] button to the right of the Last Updated date. The Custom Filled Job Requirements screen will appear.
• In the Onboarding Panel, open the Additional Integrations drop-down and select Maximus I9.

• Click the + button to add it to the list of integrations.
• Scroll down and click Save.

Requirements Groups – Custom Filled Job Requirements