How to Properly Set Up Contacts for a Company-Based Petition

Core Principle

Always open the case under the Employee (Beneficiary), not the Company.

Even though the employer is the petitioner, cases should live under each employee individually.

Step 1: Create the Company Contact

Start with the company.

1. Click the + button under Contacts.
2. Select Company.
3. Enter:
4. • Company name
   • Email
   • IRS Tax ID
   • Business type
   • NAICS code
   • Year established
   • Number of employees
   • Gross annual income (if available)
4. Click Save.

You are now on the Company Contact Page.

Step 2: Create the Employee (Beneficiary)

From the Company Contact:

1. Go to the Related Contacts tab.
2. Click New.
3. Select relationship type: Employee.
4. Create the individual contact.

This creates the link:
Company ↔ Employee

Important:
Each employee must have their own individual contact.

Step 3: Create the Company Representative

Most employment-based filings require an authorized signatory.

From the Company Contact:

1. Go to Related Contacts.
2. Click New.
3. Select relationship type: Company Representative.
4. Create the contact.

This creates the link:
Company ↔ Representative

This representative may later access multiple employee cases.

Step 4: Verify Structure Before Opening the Case

Confirm:

• Company exists.
• Employee is linked to Company.
• Company Representative is linked to Company.
• All relationships are properly defined.

This ensures:

• Clean role assignment in forms
• Accurate autofill
• Scalable structure for multiple employees

Step 5: Open the Case Under the Employee

1. Go to the Employee’s Contact Page.
2. Click Cases.
3. Select New Case.
4. Choose the employment-based matter type.

Never open the case under the Company.

Each employee should have their own case.

Step 6: Enable Client Portal (Recommended)

For better collaboration:

1. Enable the Client Portal for:
2. • The Employee
   • The Company Representative
2. Share the case accordingly.

If structured correctly:

The Company Representative can access every employee case that is shared with them.

This allows:

• Secure document exchange
• Checklist tracking
• Centralized communication
• Organized multi-employee management
  

This diagram shows the correct top-down structure:
Company → Employee → Representative → Case under Employee.

Why This Structure Matters

Proper company-based setup ensures:

• Correct form role selection
• No cross-contamination of employee data
• Clean portal access control
• Scalable management of multiple employees

Incorrect setup often leads to:

• Portal access confusion
• Improper autofill
• Case restructuring

Starting with the correct structure keeps everything organized from day one.