Everything Electronic

Essium creates and maintains all federal, state, and local forms and notices required during the new hire process.  Electronic signatures, encrypted data technology, and E-Verify further streamline the process of complying with U.S. work authorization, workplace safety, and security requirements.

In addition, Xenqu can house any type of proprietary content that your organization requires for onboarding and compliance.   These materials may include training videos, comprehension quizzes, employee assessments, offer letters, benefit offerings and more. Custom content is designed and imported into Xenqu to meet the needs of your HR Management team.

Electronic Forms

Go paperless and manage every internal document and required forms in Xenqu. All data is retained in a secure database and always available when you need it. Electronic signatures and E-verify are built-in features that make onboarding easy and efficient. Xenqu’s electronic forms also help our clients make a statement of being a tech-savvy & environmentally responsible employer.

 

…Help Keep You Organized,

Our administrative dashboard provides instant notification of changes in status enabling quick navigation between records. Easily track progress and detect individuals not completing tasks in a timely manner.  Allow your HR team to pull full reports from any live field, form or record in minutes,

Every unique reporting field in Xenqu is searchable and auditable making this system one of the smartest HR reporting technologies available today. Reporting can be done at the field, form or record level through a custom dashboard. The reporting system also allows for easy and efficient import & export of data.

…and Stay Secure.

Xenqu brings peace of mind to users who enter and transmit information to and from our system. All information is stored using industry standard security methods and as an extra layer of security, all stored files are encrypted. Accounts are secured with strong passwords, multi-factor authentication, and access controls.
Simple and Efficient I-9 Features
Xenqu makes the I-9 process simple and efficient by offering automated features, electronic signatures, and E-Verify. The Xenqu system allows the worker to electronically complete the I-9 Form, utilize the electronic signature feature, push all information to subsequent forms that are transmitted to the E-Verify system to begin the verification process.

The I-9 process can be challenging but it’s an important and integral part of employee onboarding. The burden of the I-9 process typically falls on HR departments and creates a time consuming, cumbersome task. The technology landscape has evolved into a new “wild west” of providers promising the world amidst ever-changing guidelines and security concerns. Xenqu is a solution-based platform containing smart technology that ensures accuracy, security, and compliance at all times.

The Backend of the I-9 Process is Where E-Verify Starts

The Form I-9 needs to be completed within three days of the first day of work, which places it among the last onboarding tasks. Information gathered from all previously entered forms in Xenqu provides significant time savings while reducing the chance of information being entered incorrectly in subsequent forms. From the moment each worker is entered into XENQU, they have a lasting record that contains a wealth of information about them and their assignment that is continuously growing and evolving.

Information from the I-9 process is automatically transmitted to the E-Verify system to begin the verification process. Xenqu receives the response from E-Verify and notifies the HR Admin whether the worker is authorized to work, a verification is in process, or if there are Non-conformances. If a TNC comes through, it can be handled directly inside of the system. Photo-match is simplified because IDs and other proof documents are already available in the system from the I-9 process.

Security

As information is transmitted to and from Xenqu, it is secured using standard security methods and electronic file encryption technology. All accounts are secured with strong passwords, multi-factor authentication, and access controls. These security measures also create a high level of confidentiality, ensuring that workers cannot see the information from any other worker’s file. Only pre-authorized staff can access employee records and a time stamp records file activity within the system for full transparency.

 

Remote Employees

If a worker is in a different location from your administrative staff this can create a challenge for the organization. To remain compliant, businesses need to personally review identification pieces which means that this process cannot remain completely in the digital realm. Documentation review can be a costly and time-intensive endeavor if staff must travel to workers or vice versa. XENQU provides an interface to ease the management and tracking of these in-person exchanges. Whether proof documentation is reviewed by HR staff in remote offices, designated networks of reviewers, or by representatives appointed specifically for that worker, rigid processes in the XENQU system ensure integrity and consistency. Representatives have their own accounts, allowing for accountability for the verification. As part of that review, proof documents are uploaded into the system for further review and use in potential photo-matches further in the process.

Ensuring Compliance in the Future

In addition to making sure data is collected and stored completely and securely, the Xenqu system also ensures that all completed onboarding documentation is stored for use in future reporting and auditing. Xenqu acts as a chain of custody for every worker entered into the system and establishes specific automated tasks, defines and tracks timelines, and collates every event into a simple, easy-to-follow dashboard.

“Paper and records-based systems are now being replaced with cloud solutions, assuring that documents are kept safe, and accessible to those who need them.“

To read more:

5 WAYS TECHNOLOGY IS CHANGING HR

Ben Olson
CEO, Essium

Discover More About How Xenqu Can Work For You.

We invite you to join us for a 30-minute demo of Xenqu where you will get an in-depth look at how Xenqu can work for your organization. Many features of this innovative platform can be customized to resolve specific challenges and to take your workforce management initiatives to the next level.