Document Validation

"Document validation" in Greenroom covers two things: how work eligibility (Form I-9) is handled for anyone paid as an employee, and the file rules for the documents payees and managers do upload.

Company-side uploads, private payee document downloads, and employer I-9 attestations require Admin or Payroll. Approvers can read setup and document-completion status, but cannot open private packet or withholding copies or record the attestation. Payees still handle their own permitted uploads and signatures in their portal.

Work eligibility (Form I-9)

Greenroom doesn't collect Form I-9, the identity and work-authorization documents behind it, or a payee's citizenship answers. Your company completes the Form I-9 and keeps it, with its supporting documents, outside Greenroom. Federal law requires the employer to complete Section 2 within 3 business days of the employee's start date, and that obligation stays with your company.

What Greenroom records instead is your signed statement that it's done: the Employer I-9 attestation, one for each payee paid as an employee.

The Employer I-9 attestation

Once an employee has a start-work packet assigned, an Employer I-9 attestation card appears on their record, just below the packet, and on the payee's setup page. It shows this declaration, with your company's name filled in:

I attest that [your company] has received a completed Form I-9 for this individual, has examined the documentation presented, and has determined that this individual is authorized to work in the United States. I understand that [your company] is responsible for completing and retaining the Form I-9 and any supporting documentation, and that Greenroom does not collect, store or retain these records.

To record it:

1. Tick I confirm the employer attestation above.
2. Type your name in Your full name.
3. Tick the electronic-signature box. It names the document you're signing: "I have read and agree to the terms of Form I-9, Section 2 (Employer Review and Verification) for [payee], and I intend my typed name to constitute my electronic signature."
4. Click Record employer attestation.

The card's badge moves from Pending to Complete, and the card shows who attested and when (in UTC). Greenroom keeps a signed copy of your declaration, never the I-9 itself.

Only a company teammate with Admin or Payroll can record it. An Approver does not get the attestation card; the payee's own setup explains that the company must complete it. The payee can't sign it for you, and a paper upload doesn't count in its place. Loan-outs, contractors, and vendors don't have this step.

The payee's setup steps list it too, as Employer I-9 attestation. On your side the step reads Record the employer I-9 attestation for this packet until it's done, then Employer I-9 attestation recorded. Until then, the payee's own setup marks it The company's step and reads The company must complete the I-9 attestation for this packet.

What a pending attestation holds up

Not payroll. The card says so itself: "Complete the employer I-9 attestation. Payroll can continue while it is pending."

• Payroll runs go ahead. If anyone on a run still has one pending, the Employees & Loan-outs step and the Payroll Summary show Employer I-9 attestation pending with the number of payees ("Payroll can continue. Complete the employer attestation in each payee’s start-work packet."). Show the [N] payees lists each one with a link to their setup page; the list starts open when there are three or fewer.
• Approving the payee's setup isn't held up either, and neither is payroll readiness. Once everything else is done, the payee's status dot reads "Payroll-ready. Other setup tasks remain, but payroll can continue." when you hover it (the chip on their page reads just Payroll-ready), with Employer I-9 attestation pending (advisory) listed beneath.
• The start-work packet is the one thing it does hold: an employee's packet can't read Complete until the attestation is recorded. Wherever the payee list shows each payee's start-work packet (on a phone's payee cards, or in a table wide enough for its Packet column), the attestation has its own line under each employee's packet status, as Employer I-9 attestation · Pending or Employer I-9 attestation · Complete.

Uploading documents

Whatever you're uploading — a W-9, a certificate of insurance, or anything else on a payee's checklist — the same rules apply:

• File types: PDF, JPG, PNG, or WEBP.
• File size: up to 10 MB per file.
• How many: up to 20 files total per payee, across every document type combined — generous enough that it's rarely a practical limit.

If a file doesn't qualify, the message says exactly why — "PDF, JPG, PNG, or WEBP only," or "Files are limited to 10 MB." The check happens before the upload starts, so an unusable file is rejected immediately rather than after a slow transfer that then fails. A payee who has reached the 20-file limit is told "Upload limit reached — remove a file first."

Once a file has uploaded, Greenroom checks that it's the upload it set up for that document before saving it. If it isn't, the upload stops with "That upload could not be verified." and nothing is saved. Reload the page and upload the file again; if the message comes back, contact Greenroom.

Names

Greenroom doesn't restrict what characters a name can contain — apostrophes, hyphens, accented characters, and so on all work fine. A name can't be left blank, and a first or last name can be up to 80 characters. A check we mail needs the payee's name to fit its envelope, at most 35 characters (see Addresses on mailed checks).

Next steps

See Form Validation for how other fields are checked, Payee Onboarding for the full onboarding sequence, or Adding Payees for how a payee record gets created in the first place.