Archiving Payees
How to archive or restore payees on your roster
Archive payees who are no longer active on your production. Greenroom doesn't have a separate "delete" — archiving is the only removal action, and it's a soft-delete: the payee is hidden from your default view, but nothing about their record is ever removed.
When to Archive a Payee
Common reasons for archiving a payee include:
| Reason | Description |
|---|---|
| End of production | The production has wrapped and the payee's engagement is complete |
| Personnel change | The payee has been replaced or is no longer part of the team |
| Data entry error | A duplicate or incorrect payee record was created |
| Seasonal break | The payee is temporarily inactive between production seasons |
How to Archive a Payee
Archiving is a one-payee-at-a-time action, available from two places:
- From the payee list: hover the row and click the ··· menu that appears on the right, then choose Archive.
- From the payee's own page: click the ··· menu next to their name in the header, then choose Archive.
Either way, Greenroom asks you to confirm: "They remain on past payrolls and can be restored later. Archived payees can't join new runs." Confirm, and the payee is archived immediately.
What Happens When a Payee Is Archived
| Item | Effect |
|---|---|
| Payee list | Hidden from the default (Active) view; still visible under the Archived filter |
| New payroll runs | The payee can't be added to a new payroll run |
| Payroll runs already open | Unaffected — archiving doesn't remove a payee from a run that's already been built |
| Historical payroll records | Fully preserved; all past payroll data remains accessible |
| Tax documents, signed agreements, payment method | Retained exactly as they were |
| Payee profile | Viewable in full, marked Archived |
There's no bulk-archive action — if a whole production is wrapping, you'll archive each payee individually from the list.
It reaches the payroll provider too
Archiving now also tells Check that the payee is off the roster, and Greenroom reads back what Check actually did rather than trusting the response — a request that succeeds but changes nothing is the failure this is shaped around.
The result is recorded on the payee's activity trail either way, so a push that was skipped or refused is visible rather than silent:
| Outcome | What it means |
|---|---|
| Pushed | Check now has the payee inactive (or active again, on restore). |
| No provider link | This payee was never connected to Check, so there's nothing to push. |
| Contractor rail has no roster lever | Check's contractor object has no active flag at all, so a contractor, loan-out, or vendor stays on Check's roster after archiving. Greenroom's own block on adding them to a new run is unaffected. |
| Provider refused / the write didn't take effect | Check rejected the change, or accepted it and read back unchanged. |
A failed push never blocks the archive. Archiving is you tidying your own list, and a provider outage shouldn't stop you doing it. The local record is archived first, then the push is attempted.
Data Retention and Compliance
Archived payee data is retained indefinitely to meet compliance and audit requirements. This includes:
- All payroll history and payment records
- Tax forms and filings (W-2, 1099, W-4, W-9)
- Onboarding documents and signed agreements
- Payment method records
Archiving does not delete any data from the system. The soft-delete approach ensures records remain available for tax reporting, audits, and historical reference — a payee can be archived and restored as many times as you need.
Restoring Archived Payees
If a payee needs to come back (for example, if they return for a new production), you can restore them:
- Navigate to the Payees list.
- Click the Offboarded filter chip, next to Onboarding, above the search box — this reveals archived payees, which are hidden by default.
- Find the payee, open their ··· row menu, and choose Restore.
Restoring takes effect immediately — there's no confirmation dialog (unlike archiving). The payee moves back into your active list and can be added to payroll runs again.
Note: Restored payees may need to update their information if it has changed since they were archived. Review their profile after restoration to ensure accuracy.
Next Steps
See Payee Management Introduction for an overview of the payee lifecycle, or Managing Payee Information for details on updating payee records.