New hire compliance can often feel like a moving target. Regulations can change with little warning, identity fraud keeps getting more sophisticated, and outdated, manual processes keep HR teams busy for all the wrong reasons.
But staying ahead of the curve isn’t just about staying on top of the paperwork—it’s about building flexible, adaptable strategies that evolve with the regulation landscape.
Recently, we had the opportunity to chat about some of these compliance challenges on the SourceForge podcast—every B2B buyer’s go-to source for the latest tech knowledge. Our CEO Chapelle Ryon joined host Beau Hamilton to chat scaling challenges, software options, and how to stay ahead in a shifting regulatory environment.
Here are three key takeaways from their conversation.
1. Speed up to scale up
Scaling a business isn’t just about hiring the right people—it’s getting them up to speed fast. But even the best onboarding processes can get bogged down in new hire compliance. Manual paperwork, document verification, and last-minute issues can often lead to frustrating delays—leaving HR teams scrambling to complete compliance on time, while employees get stuck in limbo.
“That creates a big break in the process where you’re putting someone to work assuming that their section one [of their I-9 form] is complete—and then they come in on the first day and their driver’s license [has] expired,” Chapelle explained. “So now you’re back to the drawing board—maybe you can’t even hire that person.”
At scale, this process becomes a huge burden for HR teams. Eliminating these roadblocks and bringing on new hires faster, said Chapelle, requires a shift towards a more efficient, automated compliance workflow that gives processes a speed and accuracy boost—even before day one.
Technology like WorkBright’s I-9 helps organizations stay ahead on compliance. Our fully compliant platform features an authorized representative process, plus automated workflows, and a mobile-friendly interface—meaning I-9 is done within minutes, not hours. It’s lightning-fast, accurate, and makes hiring at scale a snap.
See how AllWork increased their onboarding capacity by 3.5x with WorkBright.
2. Choosing the right compliance software can make or break your process
When it comes to compliance processes, having the right tech on your side is key to staying efficient and adaptable. But what should you look for when hunting for the right software?
In such a complex process, a high-quality user experience makes all the difference, Chapelle noted.
“[The] providers in the marketplace now are largely all-in-one platforms,” Chapelle said. “Your standard payroll backend platform can do your I-9. But really what that is, is a digital version of the PDF I-9, which is still very burdensome to manage. Other I-9 specific software solutions are built by lawyers, and they [do not focus on] easing [the process] for the employee.”
Failing to find the exact software that meets their requirements, some organizations opt to build their own bespoke solution. But this comes with its own challenges, including long-term maintenance costs, and the risk of falling behind regulation.
“Yes, it may cost you less to build this out initially, but you really need to think about the ongoing maintenance that you’re going to have to do every time a new I-9 regulation comes out,” Chapelle explained. “You need to ingest it, interpret it, build against it.”
Forward-thinking organizations are opting for an embedded approach that blends their need for a tailored process with specialized software. This integrates providers like WorkBright right into your organization’s existing hiring processes.
“We find that companies more and more have their own workflows they want to create,” Chapelle said. “So for example, do you want to have to stop after section one [of the I-9] and review that information before it goes to section two? Do you want to wait for that E-Verify closure before you’re sending it to payroll? Organizations have different standards for what they want to do there. And we can facilitate and support our customers building out the integration that is really ideal for their workflows of the business.”
3. Getting ahead on changes to E-Verify requires a proactive partner
2025 may have marked a new administration in the White House—but it could also signal some new shifts in new hire compliance requirements for organizations. Reforms to immigration policy and tighter controls on work visas are likely to have an impact on how E-Verify is rolled out at a federal and state level.
For employers, this means that E-Verify could shift from an optional part of new hire compliance to a mandatory one. Some states, like Illinois, are already getting the jump on the anticipated changes.
“This is a big initiative for this current administration,” Chapelle said. “Illinois has put some state regulatory pieces on top of the federal mandates for E-Verify. We’re expecting to see a big rise in the next four years of states that implement E-Verify.”
As more states adopt E-Verify, this will only add to HR’s compliance burden. Throw in rising identity fraud and tighter scrutiny on work authorization, and time-stretched HR teams face an increasingly challenging new hire compliance process. The right provider is critical for staying ahead of the curve, said Chapelle.
“A rising issue for employers in future years is, ‘How do I know that this is a valid work authorization document?’,” Chapelle said. “You really need to be partnering with someone that’s thinking ahead in this space to help you tackle that issue.”
Get ahead on compliance with WorkBright
Navigating compliance sounds like it’s just about following the rules. But in reality, it’s about staying responsive and flexible to changing needs at both a regulatory and organizational level. Getting it right isn’t just about filling out forms faster—it’s a shift that encompasses streamlining processes, integrating automation, and finding the right tech partner.
Once those pieces are in place, organizations can improve their efficiency, reduce risk, and help their employees deliver value faster.
Want to dive deeper into how WorkBright achieves these results for our customers? Listen to the full podcast episode below to see more insights from our CEO, Chapelle Ryon.
WorkBright streamlines onboarding forms with high-speed, remote solutions that ensure compliance and security. Featuring an ATS, HR Onboarding, and Smart I-9 with automated E-Verify, organizations can onboard new hires up to eight times faster. Learn more by booking a demo with one of our onboarding experts.
