I-9 / Work Authorization Tracker

The problem this kills

You are the person responsible for employment-eligibility verification, and right now it lives in a spreadsheet. The spreadsheet doesn't remind you of anything. So a temporary work authorization quietly expires, a re-verification deadline slips past, three new hires never had their record completed, and you only find out when an auditor (or a manager) asks. Then it's a frantic afternoon of filtering rows, color-coding cells, and hoping you didn't miss anyone.

The spreadsheet also can't tell you who confirmed a verification or when - so when someone asks "prove this person's status was checked," you're reconstructing it from memory and email threads.

This plan builds a tool that watches the register for you: it surfaces every missing, incomplete, and soon-to-expire record, reminds HR on a lead time you choose, and refuses to mark anyone "compliant" until a real person confirms the official process was completed.

What you'll build

A small, private web app for your HR/compliance team:

• A verification register - one record per employee, with status, document type, and expiry date where applicable.
• A flagging engine that surfaces missing records, incomplete records, and re-verifications coming due inside your reminder window.
• Email reminders to the right HR person, on the lead time you set, so deadlines stop sneaking up.
• A human confirmation gate: HR reviews each item and confirms the verification or re-verification was actually completed through the proper, official process before the record is ever marked compliant.
• An audit-ready report and an access-controlled CSV export in the exact columns you need.

Crucially, this tool tracks and reminds - it does not replace the required government forms or process, and it is not legal advice. It keeps you organized and audit-ready; the official verification still happens the proper way.

What's inside the Implementation Plan

The plan is a complete, paste-and-go runbook for an AI coding agent (Claude Code). You don't write code - you answer questions and paste prompts.

It opens by interviewing you about your business - your current process, the systems and spreadsheets you use, exactly how your employee records and statuses are named, your typical and peak volumes, your completion rules, and your messy edge cases. It reflects a short tailored spec back to you and waits for your thumbs-up before building anything. The result is a tool shaped around how you actually work, not a generic template.

From there it walks step by step: set up the database and login, load your register, build the flagging engine on your rules, wire up reminders, build the confirmation gate, and ship the audit report and CSV export - each step ending in a ready-to-paste prompt.

The governance it includes (this is the point)

This is sensitive personnel data, so governance is built in from the first step, not bolted on:

• Login so only your team can open the tool.
• Row-level security so people only ever see their own organization's records.
• A complete audit trail - who confirmed what, and when.
• A hard human-in-the-loop approval gate - the tool drafts and flags, but a person reviews and confirms before any record is marked compliant.
• Duplicate guards keyed on employee ID, so one employee can't end up with two conflicting verification records.
• Secure document storage with strict access, because work-authorization documents are about as sensitive as data gets.

Who it's for

HR and compliance staff who are responsible for employment-eligibility verification and currently track it in a spreadsheet - and who have felt the cold dread of a missed re-verification deadline. If that's you, this gives you a private, audit-ready tool you can build over a weekend.

You've got this - paste the first prompt and let the plan interview you.