AI New Hire Enrollment Agent

How Cassidy automates this using AI

Step 1: Trigger on hire event

The Workflow activates when a new Worksite Employee record is created in your ATS, CRM, or PrismHR issuing portal credentials and launching the onboarding sequence with the correct workflow template and start date.

Step 2: Collect employee profile and acknowledgments

Cassidy's Agent guides the new hire through PII capture, emergency contacts, and policy acknowledgments (handbook, arbitration, IT security) while recording work location to determine tax jurisdiction rules.

Step 3: Complete tax forms

The Agent surfaces the appropriate W‑4 and state/local withholding forms based on resident versus work state, captures electronic signatures, and stores elections for payroll setup.

Step 4: Process I-9 and E-Verify

Cassidy walks the employee through I‑9 Section 1 by Day 1, then routes Section 2 to an authorized representative or initiates the DHS alternative procedure for remote document examination. Upon approval, the system auto-creates the E‑Verify case and monitors for TNCs or additional verification.

Step 5: Capture direct deposit and payroll details

Banking information, pay frequency, and pay group assignments are collected and mapped to the correct SUI/SUTA codes for multi-state PEO compliance.

Step 6: Guide benefits enrollment

Cassidy determines eligibility class and effective dates from plan rules, then presents medical, dental, vision, FSA/HSA, life, and voluntary options with plan comparisons and total cost breakdowns capturing dependent and beneficiary information along the way.

Step 7: Sync to PrismHR and carriers

Completed data writes back to PrismHR via API in real time activating tax profiles, direct deposit, and benefit deductions. Enrollment changes export to carriers through Data Bridge or 834 EDI feeds, with acknowledgment reconciliation.

Step 8: Monitor exceptions and audit

Cassidy flags missing documents, unsigned forms, E‑Verify TNCs, and carrier feed errors in an exception queue for back-office resolution maintaining full audit trails and compliance dashboards for I‑9 retention and ACA reporting.