Documentation Overview

Welcome to the comprehensive documentation for Greenroom Payroll Platform. This documentation covers all aspects of using Greenroom for theatrical production payroll management.

Getting Started

New to Greenroom? Start here:

• Welcome to Greenroom - Introduction and key features
• Sign In and Authentication - How to sign in and manage authentication
• Navigation and Interface - Understanding the Greenroom interface
• First Steps After Sign In - What to do when you first sign in

Dashboard

Understand and use your dashboard:

• Dashboard Overview - Understanding your dashboard
• Understanding Dashboard Tasks - Working with dashboard tasks

Company Setup

Configure your company for payroll processing:

• Company Setup Introduction - Getting started with company setup
• General Information Setup - Configuring company details
• Union Setup and Configuration - Setting up union agreements
• Union Pay Rate CSV Upload - There's no self-service bulk rate upload — how union rates actually get set and where to look them up
• Union Studio Versions and Publishing - How a union's rate rules are versioned, drafted, validated and published, and which version a pay period uses
• Union Rate Reference - Confirmed union agreement rates, and which ones are still pending client confirmation
• Bank Setup and Authorization - Authorizing bank accounts
• Tax Configuration - Setting up tax parameters
• Tax Authorization Forms - How the payroll tax filing authorizations get signed — a Greenroom-branded link to Check's own e-sign ceremony
• Sending the Signer Link - How your authorized signer e-signs payroll tax authorizations without needing a Greenroom account

Payee Management

Manage employees, contractors, loan-outs, and vendors:

• Payee Management Introduction - Understanding payee types
• Payee Types - Detailed Guide - Comprehensive guide to different payee types and when to use each
• Adding Payees - How to add new payees
• Payee Onboarding Process - Onboarding workflow
• Filtering and Searching Payees - Using search, tabs, filters, and sorting to find payees on the payee list
• Managing Payee Information - Updating payee details
• Payee Payment Details - Configuring payment methods
• Payee Tax Information - Managing tax forms and settings
• Payee Union Configuration - Setting up union details
• Actor/Musicians (AEA + Local 802) - One performer in two unions: the 802 reportable wage, per-performance activation, and how both unions get paid
• Fees, Advances & Royalties - Recording a negotiated deal for SDC directors and USA 829 designers: the fee, the advance, the milestone schedule, and which 1099 box each reports in
• Representatives & Payment Direction - Agent/manager authorization, commission vs. full-payment-direction
• Role & Pay - Managing union details, pay rates, benefits, increments, and allowances
• Child Trust Payments - Configuring Coogan-style child trust accounts for minor performers
• Profile Change Requests - How profile changes are reviewed for shared payees
• Archiving Payees - How to archive or restore payees on your roster

Payroll Processing

Complete guide to processing payroll:

• Payroll Processing Introduction - Overview of payroll workflow
• Creating a Payroll Run - Starting a new payroll
• Adding Employees and Loan-Outs - Adding employees and loan-outs (Step 1)
• Vendors & Contractors - Processing vendors, contractors, agents, managers, child trusts (Step 2)
• Vendors and Contractors in Payroll - How vendor and contractor payments differ from employee pay, and how representatives and child trusts actually flow through a run
• Third Party Payments - Agents, managers, and child trust payments
• Reviewing Payroll - Reviewing before processing
• Payroll Breakdown - Understanding payroll details and calculations
• Understanding Payroll Totals - How Greenroom adds up a payroll run, and exactly what number needs to be in your bank account
• Understanding Payroll Calculations - How Greenroom calculates base pay, proration, net pay, and tax withholding
• Payroll Adjustments Explained - Understanding allowances, deductions, and premiums on a payee's record, and one-time additions on a run
• Payroll States - Understanding payroll status and transitions
• Adjustment Runs - Creating correction payrolls for paid payrolls
• Off-Cycle Payroll - Paying select workers outside your regular payroll schedule
• Prepay Payroll - Recording wages paid outside Greenroom, and how it prevents a payee from being paid twice
• Period Validation - Understanding payroll period validation and locking
• Union Reports - Generating union reports
• Processing Payroll - Final steps to process payroll
• Payroll Success and Completion - After payroll processing
• Payroll History - Viewing past payrolls
• Union Obligations - One-time contract charges owed outside a payroll run, such as an SDC initiation's Health and Pension at contract signing
• Physical Checks - How printed paychecks are batched to one address, what the submit confirmation tells you, and the check register
• Platform Fees & Billing - How Greenroom's own fees are calculated per payroll run

Reports

Generate and view reports:

• Reports Overview - Understanding the reporting system
• Payee Reports - Generating payee reports
• Payroll Reports - Payroll-specific reports
• Union Reports - Union-specific reports
• Company Reports - Company-level reports and analytics
• QuickBooks Package (QBD) - Generating a versioned QuickBooks Desktop accounting package from a payroll run, and mapping your categories to real QuickBooks accounts

Settings

Configure company and user settings:

• General Settings - Company name, entity type, dates, address
• User Management - Managing users and access

Security

• Authentication & Recovery Codes - Signing in, two-factor recovery codes, and what to do if you're locked out

Advanced Features

Advanced topics and edge cases:

Validation & Data Quality

• Address Validation - Using Radar for address validation
• Form Validation - Understanding validation rules
• Document Validation - Detailed validation rules for identity documents and edge cases

Troubleshooting

• Troubleshooting - Common issues and solutions

Data Operations

• Exporting Data - Exporting data and reports
• Cost Codes and Class Codes - Using cost codes and class codes
• Bulk Operations - Performing bulk actions
• Filters and Search - Using filters and search effectively
• Export and Import - Exporting data and importing payees

Configuration

• Payroll Setup - Configuring payroll preferences
• Onboarding Documents - Managing required documents

Troubleshooting

Help with common issues:

• Common Issues and Troubleshooting - Solutions to common problems
• Known Gaps - Functionality that isn't built yet, so nobody assumes it exists

Quick Reference

Common Tasks

Setting Up Your Company

• Complete General Information
• Configure Union Settings (if applicable)
• Set Up Bank Authorization
• Configure Tax Settings
• Add Team Members

Processing Payroll

• Create Payroll Run
• Add Employees & Loan-outs (Step 1)
• Add Vendors & Contractors (Step 2)
• Review Payroll Summary (Step 3)
• Review Union Reports (Step 4)
• Submit Payroll (Step 5)

Managing Payees

• Add Payee
• Payee Completes Onboarding
• Configure Payment Details
• Set Up Tax Information
• Configure Union Settings

Key Features

Support and Resources

Getting Help

• Documentation: This comprehensive guide
• In-App Help: Tooltips and help text throughout the application
• Support Team: Contact support for additional assistance

Best Practices

Tip: Complete company setup before processing payroll to avoid delays and errors.

• Complete company setup before processing payroll
• Keep payee information current
• Review payroll thoroughly before processing
• Generate and save reports regularly
• Monitor onboarding status
• Keep documents up to date

Documentation Structure

This documentation is organized by feature area:

• Getting Started: Introduction and basics
• Dashboard: Understanding your dashboard
• Company Setup: Configuring your company
• Payee Management: Managing payees
• Payroll Processing: Complete payroll workflow
• Reports: Generating and viewing reports
• Settings: Configuration and preferences

Each section includes detailed guides, step-by-step instructions and best practices.