Setup Progress and Approval Status
How your Dashboard reflects company setup progress and Greenroom's approval review
The company setup checklist lives on Company setup, and you need the Admin role to complete it. The Dashboard shows the company's progress, with setup links and the Finish company setup card for Admins. With Payroll or Approver, ask an Admin to complete the business details, banking and tax setup; those forms aren't available to your role.
As an Admin or Payroll teammate, you can add payees before Greenroom approves your company. Only an Admin can complete company setup and submit it for review.
The setup checklist
As an Admin, open Company setup from the Dashboard banner or the sidebar. After Greenroom approves your company, the same stages live on as Settings tabs (Company, Banking & payment, Unions), and opening Company setup takes you there. The sidebar item stays after approval only while a required answer is still missing (see Finishing setup after approval). The checklist is a five-stage wizard: a clickable progress bar across the top (jump to any stage directly, in any order), one stage's form shown at a time below it, and Back / Save and continue buttons to move between them — Save and continue writes the stage's unsaved edits before it advances, and stays put if they're refused. A stage checks off with a green check on the progress bar once its form is saved and complete.
| # | Stage | Checks off when |
|---|---|---|
| 1 | Business info | Legal company name, FEIN, full business address, business type, phone, website, expected payee count, expected first payroll date, and pay frequency are all on file |
| 2 | Production & unions | A production type (Broadway, Off-Broadway, or Development) is chosen, and at least one union contract is added or the production is confirmed non-union |
| 3 | Bank & checks | A funding account is saved and a starting check number is set. Before approval you enter the account by hand; Link with Plaid is offered only after approval (Bank & checks). Our tax partner still has to verify the account before payroll can draw on it (about three banking days for a hand-entered account), but that doesn't hold up this stage or your submission. |
| 4 | State tax registrations | Before approval, your answers are saved, and the stage reads Answers saved — sent to our tax partner at approval. Nothing reaches our tax partner until Greenroom approves you. After approval, the stage counts as done only once our tax partner has confirmed the details. New York withholding and MCTMT are filed under your FEIN, so there's nothing to enter or apply for there; the unemployment account number and rate appear only after your first employee exists with our tax partner. You can then enter the SUI account number or mark it Applied for. |
| 5 | Payroll signer and history | An authorized signer is saved: the person legally authorized to sign this company's tax filings, who e-signs the payroll tax authorizations. The stage also asks who ran this production's payroll before Greenroom. The signer's signing link becomes available after Greenroom approves your setup. |
The page header reads "X of Y stages complete," where Y counts only the stages that are actually required for your company, so a company ready to submit reads "5 of 5". The Payroll signer and history stage is the one exception to the count: it only counts toward that total if our tax partner is connected in your environment — if it isn't, the stage still shows on the checklist, it just doesn't block you from submitting.
There's no separate Pay schedule stage: pay frequency is on Business info and the starting check number on Bank & checks (after approval, both are changed on Settings → Company and Settings → Banking & payment). Once your first employee exists with our tax partner, your unemployment rate has its own field on State tax registrations (after approval, Settings → Company asks for it at any time), but leaving it blank doesn't hold the stage back; if it's still missing on your first payroll that includes an employee, the Submit step asks how you want to proceed. A contractor-only payroll doesn't ask for that rate decision.
Submitting for review
The submit button lives on the last stage of the wizard (Payroll signer and history), not as a separate control below the checklist. Once every required stage is done, it reads Submit for review and is clickable. Before that, the page says what's left above the stages, for example "To submit for review, finish Business info, Bank & checks below. Greenroom approves your company before payroll unlocks." The button is greyed out (hover it: "Finish every required step before submitting for review"), but clicking it doesn't just sit there. It validates instead: you're jumped to the first incomplete required stage, and a summary headed "Finish these required steps to submit for review" lists every required stage still open, each one a link straight to it.
After you submit, a Setup submitted for review card confirms it, and the header badge reads Under Greenroom review. There's nothing further to click while Greenroom is reviewing, but "Your answers stay editable below until Greenroom approves your setup." The card suggests adding payees or uploading your chart of accounts in the meantime.
If Greenroom has suspended your company, the page shows a This company is suspended notice instead of a submit button or the review card: "Payroll is paused while the account is suspended. Contact Greenroom to reactivate."
If Greenroom sends your company back with changes requested, their notes appear directly on the Company setup page under Greenroom requested changes, and the button reads Resubmit for review. Address the notes, then click it.
Approval is when Greenroom creates your company with our tax partner and sends it the answers you saved. Company setup then moves into Settings (see where your company's setup lives). The Dashboard warns about unconfirmed saved state-tax answers. The Dashboard shows the first-payroll checklist, including funding-account verification. When a checklist item blocks payroll, Run Payroll names the first blocking step and links to its action or to the checklist.
Greenroom automatically sends your company for our tax partner's final review once its setup is ready. This is separate from Greenroom's approval. While only that final review is pending, you can prepare payroll, send it for approval, and record approvals; submitting payroll to our tax partner waits until the review is done. The checklist's Our tax partner's final review line reads Not started, In review, or Done; it reads Not confirmed when the status is not yet known.
Your company's standing with our tax partner can also block a run even after you're approved. If our tax partner has closed your company's account, paused your company, or declined its business verification, Run Payroll shows what happened and tells you to contact Greenroom. Unconfirmed saved state-tax answers are warnings and do not by themselves block payroll. Payroll waits if our tax partner reports a blocking tax-setup task or another blocking task, such as funding-account verification. This is separate from Greenroom's own approval.
What the Dashboard banner tells you
The Dashboard banner (and the matching chip in the top bar) mirrors exactly where your company is in that process:
| Your status | Banner headline | What you can do |
|---|---|---|
| Not yet submitted | "Finish company setup, then submit for review" | Click through to Company setup and keep going |
| Submitted / under review | "Submitted — Greenroom is reviewing your company" | Nothing needed — you'll be notified when it's done |
| Changes requested | "Changes requested — see the reviewer's notes" | Read the notes on Company setup, fix them, resubmit |
| Approved | (no banner — it's gone) | Run payroll once your funding account is verified and our tax partner has cleared any blocking tasks |
Finishing setup after approval
Approval doesn't always mean every setup answer is in. A company Greenroom creates for you is normally approved as it's created, before you've answered most of setup. As an Admin, while a required answer is still missing after approval:
- Company setup stays at the top of the sidebar, and opens the Settings tab that holds the first missing answer, in checklist order.
- The Dashboard shows a Finish company setup card naming every stage still needed, for example "Still needed: Production & unions, Bank & checks.", and Continue setup opens the first.
- A manager who activates their account from the email Greenroom sends when it creates the company lands there too (see First Steps).
What counts as missing is the list Submit for review checks: your answers, not our tax partner's checks. A funding account that's saved but still being verified, or New York answers that are saved but not yet confirmed, doesn't keep setup open. Payroll waits for funding-account verification and any blocking tasks from our tax partner; unconfirmed saved state-tax answers alone do not block it. After approval a missing production type doesn't count either, because only Greenroom sets it then. The union question still does.
Once every required answer is in, the sidebar item and the card go, and Settings is where you change anything later. They also stop once one of your payrolls is paying out or paid, whatever is still missing. While Greenroom is reviewing your setup, the card appears too if an answer is missing, and Continue setup then opens Company setup.
Common issues
A stage won't check off. Jump back to it on the progress bar and look for a validation error — most often a required field left blank (FEIN, address, an account number) rather than something wrong with what you entered. On Business info, the website is required too, and it has to be a plain address: a trailing slash or a capitalized HTTPS:// is tidied for you, but anything else that doesn't fit is refused with "Enter the website as a plain address, like example.com or https://example.com/about. Leave out page file names such as /about.html, spaces, ?, #, a port number and a trailing dot." State tax registrations checks off once your answers are saved. After approval it waits for our tax partner to confirm the details. On Settings → Company, the State tax registration status card just above State tax registrations shows what's still pending while there's something to send. Some New York unemployment details can only be registered once your first employee is approved, and those are sent automatically: until then the group's registration status reads "Opens when your first New York employee is set up."
Submit for review won't go through. Read the line above the stages: it names the stages still open. Or click the button anyway — it won't just sit there. You're jumped to the first incomplete required stage, and a summary lists every required stage still open with a link to each.
The Payroll signer and history stage feels stuck. This is normal if our tax partner isn't connected in your environment yet — it's not required in that case, and shouldn't hold up submission. If it is connected and the stage still isn't checking off, confirm the authorized signer was actually saved with Save signer, not just filled in.
Company setup is still in the sidebar after approval. A required answer is still missing. The Finish company setup card on the Dashboard names each stage still needed, and Continue setup, or the sidebar item, opens the first one in Settings.
Changes requested but you don't see notes. Refresh the Company setup page — the reviewer's notes render there directly, not on the Dashboard.
Next steps
Return to the Dashboard Overview for the rest of what's on your dashboard, continue to Company Setup to work through the checklist itself, or get started on Payee Onboarding in the meantime.