Sending the Signer Link
How your authorized signer e-signs payroll tax authorizations without needing a Greenroom account
The Payroll provider stage of Company Setup asks you to name an authorized signer — whoever is legally authorized to sign tax filings for your company, typically the producer or managing member. That person e-signs the payroll tax authorizations Check (Greenroom's payroll provider) requires before it can file on your behalf. This page covers how they actually do that.
Your signer doesn't need a Greenroom account
The signer completes this entirely through a secure emailed link — they never log into Greenroom. This matters because the authorized signer is very often not the person running your production's day-to-day Greenroom account.
Saving the signer
On the Payroll provider stage, save your signer's first name, last name, email, and title (Authorized Signer, Owner, Member, Manager, Officer, or Partner). Once saved, two ways to get them signing appear:
| Button | What it does |
|---|---|
| Email signing link | Sends the signer an email with their own secure link. This is the primary path — use it whenever the signer is someone other than the person sitting at Greenroom right now. |
| Open in my browser | Opens the same signing session directly in your current browser tab, for when you (the person in Greenroom) are also the authorized signer. |
Once a link has been emailed once, the button relabels to Resend signing link — sending again immediately replaces the previous link. There's only ever one live link per company at a time, so an old emailed link stops working the moment a newer one is sent or generated.
Rate limited
Resending is limited to once per minute, and to 10 sends per day per company — both to prevent accidental spam to your signer's inbox. Hitting either limit shows a plain error rather than silently doing nothing.
What the signer sees
The link opens a Greenroom-branded page — your logo, your company's name — with no sign-in required. Clicking Review and sign opens an in-page signing ceremony: Check's own e-signature component, themed to match Greenroom, loaded directly into the page rather than sending your signer off to a separate site. They review and sign the payroll tax authorizations (IRS Form 8655 and state equivalents) right there, then close the tab — Greenroom picks up the completed status shortly after.
A thin Greenroom bar stays on screen for the whole ceremony — your signer never loses track of whose flow they're in, even though the signing component itself is loaded from Check.
The legal signing ceremony itself is still Check's — Greenroom brands the surface around it but doesn't rebuild or rehost the e-signature step itself. If the embedded ceremony fails to open for any reason, the signer gets a Continue in the secure hosted flow fallback that takes them to the same signing session on Check's own hosted page instead.
If a jurisdiction is still blocking
Sometimes Check won't accept a signature yet — for example, an outstanding New York setup question has to be answered first. If your signer opens their link during that window, they're shown a plain explanation of what's still needed and who has to fix it (you, in Greenroom), rather than a "Review and sign" button that Greenroom already knows would fail on Check's side. Nothing is wrong with their link in this case — once you clear the blocking item, the same link works.
Both buttons in Greenroom (Email/Resend signing link and Open in my browser) are disabled with an explanatory tooltip while a jurisdiction is blocking, so you can't send a link you already know will hit this dead end.
Link expiration and errors
| What the signer sees | Meaning |
|---|---|
| This link has expired | Signing links last 7 days from when they were sent or generated. Send a fresh one from Company Setup. |
| This link isn't valid | A newer link has replaced it, or the token is simply wrong. Check for a more recent email, or send a new one. |
| Too many attempts | The link was opened more than the allowed number of times in a short window. This is a rate limit protecting the link itself, separate from the daily send cap above — wait and reuse the same emailed link. |
| We couldn't open the signing session | A transient failure reaching Check. The signer's link stays valid — they can just try again. |
Next steps
See Tax Authorization Forms for why this happens through Check rather than a Greenroom-hosted form, or return to Company Setup Introduction for the full five-stage checklist.