Managing Payee Information

Once a payee has been added, you'll come back to their page to fill in the rest of their setup, keep their information current, and manage their documents. This guide covers how to access and edit payee details throughout the payroll lifecycle.

This guide's editing and document controls require Admin or Payroll. Approver teammates get a limited read-only record. While a payee is still in setup, that view shows their checklist and says a teammate with Payroll or Admin finishes and approves it.

Accessing Payee Details

Navigate to the Payees list and click on a payee name to open their page. It has two tabs: Details, which this guide covers, and Pay statements, the payee's pay stubs or pay statements (see A payee's Pay statements tab). Details is one continuous scroll of sections, not a tab for each — every section is open at once and edited in place, with a single save bar for the whole page. The two read-only cards in the table below (Automatic union deductions and Child trust) are the exceptions.

That's what you see while a payee is still being set up. A payee who has been approved opens on a read-only record instead: a snapshot of what and how they're paid, the sections of their record as facts, and their onboarding beside them (see An approved payee's record, below). Click Edit in the header to open the editable page described below, and Back to record to return.

At the top of the page, breadcrumbs read "Payees" (a link back to the list) and then the payee's name, with their mailing address beneath it once one is on file. Next to their name you'll see a row of badges: payee type, union and agreement (or "Non-union"), a payroll-readiness chip (Payroll-ready or a count such as 2 to finish), tax-form bucket (W-2 / 1099-NEC / MISC-capable; for a payee marked W-9 not required, the chip reads that instead), an onboarding-status pill, a login-status badge, and an "Archived" badge if the payee isn't active. Three show at once: the type, the union, and then the onboarding-status pill until the payee is approved (Review submission while their setup waits for you), or the readiness chip once they are. The rest sit behind a +N badge; hover over it to see them. A ··· menu next to their name offers Archive or Restore — see Archiving Payees.

Below the header, depending on where the payee stands, you may also see a What's left for payroll checklist (or Ready for payroll), a notice that a union job title is still needed, a Rates need review card when the company's agreement, tier, or level has changed under this engagement, the start-work packet card, and a Payroll setup tasks card listing anything our tax partner still needs. See Payee Onboarding. On an approved payee's record, the ones with nothing left in them fold away, as described next.

An approved payee's record

The record opens with a Payee snapshot, four facts in a row:

• Pay rate: the rate a payroll would pay them today, with Since [date] under it, or [N] rates when more than one is in force. With none in force, it shows the next one to start (Starts [date]), a rehearsal rate alone (Rehearsal rate only), or a dash with Ended [date] or No rate on file. A vendor, or a payee on contract / invoice-based payment, with no rate on file has no Pay rate.
• Representation: Not represented (Paid directly), or their representative's name, with Commission withheld from pay, Full payment recorded, not routed, or, until a full payment's authorization has been reviewed, Payroll waits for a reviewed authorization.
• Last paid: the pay date of the latest payroll that paid them, with their net (Net [amount]), or Not paid yet. Only a Paid payroll whose pay date has arrived counts, and not one our tax partner voided.
• YTD gross: their gross on those payrolls this calendar year, and how many there were. It appears once there's one.

Under the snapshot, a setup card with nothing left in it folds behind one line, Show completed setup ([N]), which opens it in place: Ready for payroll, a Tax withholding card that reads Complete, a Complete start-work packet with its tax & payroll setup complete and any employer I-9 attestation signed, and Payroll setup tasks with none open at its last check. A card that still needs something shows in full under it.

The record itself reads as facts, in sections:

The Onboarding rail

Beside the sections, or under them on a narrower screen, the Onboarding rail lists what setup collected, in setup's order: Invite email, Account, Personal info (or Business info), W-4 or W-9, Payment method, Withholding (employees), Start-work packet, and I-9 (employees). Each step is ticked once it's done; an amber ring marks one that still needs doing, and a thin grey ring one that doesn't hold anything up. Most have a line under them saying what's on file or missing (for example Direct deposit, account on file), and View where there's a signed copy or a card on the page to open.

The amber ring is for what payroll waits on. Personal info (or Business info) is amber for a missing address, or a missing SSN or EIN that payroll waits on; with only a date of birth missing, which the readiness checklist doesn't count, it's grey. Payment method is amber while a direct deposit has no account on file (Direct deposit, no account on file), or one that isn't linked with our tax partner for deposit (Direct deposit, bank not linked for deposit). More lines appear only while payroll waits on them:

• Payment authorization (Payroll waits until it is reviewed), after Payment method, while a representative is paid the payee's pay in full and a Greenroom admin hasn't reviewed the authorization yet.
• Child trust (Needs a signed child trust with its account set up), after the start-work packet, for a minor whose child trust isn't ready for payroll. With no packet assigned, the Start-work packet line says so instead: No packet assigned; payroll waits on its child trust authorization.
• Manual payment certification (Needs a signed current manual payment certification. Complete it in their start-work packet. If it isn't listed there, in Payment, select Edit payment method, then Paper check, then Save payment plan.), when the payee is paid by paper check and hasn't signed this company's certification. The same holds drive the Payroll-ready chip and the readiness checklist, so the rail and the checklist agree.

Once no step has an amber ring, the rail is one line, Onboarding complete · Approved [date], which opens the list.

Payee Detail Sections

The scroll renders the same sections, in this order, for every payee type; nothing is hidden based on type. Two sections only appear when they apply (Automatic union deductions for a union engagement, Child trust for a minor), and a few fields inside a section only apply to certain types (a "requires an EIN" note for loan-outs, for example).

Cards outside the scroll

Several things live on the page but outside this scroll, because they don't belong to the main form:

• Start-work packet: the card where you assign the payee's packet, choose whether you or the payee completes it, follow each item's status, and take documents off it (⋯ → Change packet); its signed copies are kept here too, under Retained signed documents. For an employee it's joined by the Employer I-9 attestation card. See Payee Onboarding.
• Fee, advance & royalty: only for the SDC and USA 829 job titles that take a negotiated fee rather than a weekly wage. It appears on the read-only record view of a fully-onboarded payee, and is where the negotiated deal and the payments already made against it are recorded. See Fees, Advances & Royalties.
• Payment method: once the payee is fully approved, its own card (direct deposit or paper check, numbers masked to the last 4 digits) with an Edit payment method action that opens the payment plan editor in a drawer. While a payee is still in setup, this card shows as locked instead (payment is collected through the finish-setup flow, with a Go to finish setup button) rather than the editable summary. See Payment Details.
• Tax withholding: for an approved employee, where their federal W-4 and state forms stand with our tax partner, with Send tax setup link. See Tax Information.
• Documents: for a loan-out, contractor, or vendor, a card tracking the documents their type owes, shown when you edit them after approval. Described below.

If our tax partner has refused the payee's mailing address, a notice at the top of the page explains what needs attention. Admin and Payroll see Go to finish setup or Edit their address, depending on where the correction belongs. An Approver sees the effect of the refusal and "Ask a Payroll or Admin teammate to correct it." See Address refusals.

Editing Information

Making Changes

For Admin and Payroll in the edit view, editable fields are available directly — there's no per-section Edit button to click first. Change what you need to, and a save bar rises from the bottom of the page as soon as anything is dirty. Click Save changes to apply everything at once, or Cancel to discard. If you try to navigate away with unsaved changes, Greenroom asks first.

While you're mid-edit, Greenroom also autosaves a local draft to your browser (not the server) so an accidental tab close or back-button press doesn't lose your work — it never includes tax ID, date of birth, or bank numbers, expires after 24 hours, and is offered back to you explicitly ("Restore draft" / "Discard draft") rather than silently reapplied. See Payee Onboarding for the full behavior.

The Payment method card, the Documents card, the start-work packet card, and the employer I-9 attestation save independently of this: each has its own action and isn't part of the main save bar.

Field Types

Validation

Required fields and format problems (a union picked without an agreement, a pay rate with no amount or effective date, a rate that starts before the payee's own start date without being confirmed) are flagged inline as you fill them in. If you try to save with any still unresolved, a summary at the top, headed Finish these to save. Your other changes are kept., lists every problem, and clicking one jumps to its field. Nothing you've already entered elsewhere on the page is lost, so you can leave and finish it later instead of fixing it immediately.

Basic Information Management

The Personal info card (Business info for a loan-out or vendor) covers a payee's identity: name (or business name for a loan-out/vendor), email, phone, and — once they're approved — date of birth, tax ID, and mailing address. Editing here works exactly like everywhere else on the page: change the field, save the page. A stored tax ID shows only its last four digits, with Replace to enter a new one; an EIN can be viewed in full through an audited action, and an SSN never can, on any screen (see Tax Information for the note under the field and the one fund report that prints it).

Legal name, business name, and date of birth lock after approval; correcting one takes Greenroom support. Address, phone, tax ID, and payment details remain editable after approval. Before approval, a submitted setup's Personal details and Payment method steps stay locked; use Request changes to reopen them. See Payee Profile Changes for exactly what locks and why.

Document Management

The Documents card lists the paperwork this payee's type owes: a signed W-9 for a loan-out, contractor, or vendor, plus optional rows such as a loan-out's articles of incorporation or a vendor's certificate of insurance. The W-9 row is optional once they're marked W-9 not required. It's also optional while our tax partner holds their tax ID from their W-9 and Greenroom holds none, with the note Signed with our tax partner, or Tax id with our tax partner; W-9 not signed yet until they sign (Signed copy uploaded once a copy is uploaded to that row); see Tax Information. Employees owe nothing here, since Greenroom doesn't collect I-9 documents, so the card doesn't appear for them. It shows when you open an approved payee's page with Edit; while a payee is still in setup, their paperwork travels with the start-work packet instead. Each row is one document kind, showing:

• Whether it's required or optional
• Any files already uploaded, with who added them ("from onboarding" or "by manager") and when
• An Upload (or Add another) button

There's no separate expiration-date or document-type field to fill in at upload — you just pick the file for that row. The card header shows either "N required missing" or "complete" as a whole; there's no per-document Active/Expired/Pending/Rejected status.

Permissions and Read-Only Fields

A payee's type and their system-assigned code are never editable from this page — type is fixed at creation (see Adding Payees), and the code is generated automatically. Admin and Payroll can edit the record within those field restrictions. To change a submitted setup's Personal details or Payment method, use Request changes first. Approvers cannot edit, approve setup, send account or tax-setup links, archive, or restore. They can read status and the approved record's payment summary, including masked bank numbers, but cannot reveal full EIN or bank numbers or open private packet and withholding documents. Every save is recorded to an audit trail.

Greenroom's own platform staff have separate support restrictions: a Greenroom super-admin viewing your company sees this page with tax PII masked — date of birth, tax ID, and representative EINs read as hidden rather than their real values, and the Child trust card leaves out the account's last four digits — and can't edit the Payment method card at all. They also can't see the payee's private packet documents, open the payee's tax & payroll setup, or record an employer I-9 attestation. They can still edit the rest of the record, such as the engagement and pay, and a masked save is guaranteed never to overwrite real PII with the blanks they see. These support restrictions are separate from the Admin, Payroll, and Approver permissions on your company.

Best Practices

• Double-check changes before saving — the save bar applies everything on the page at once.
• Update information promptly when it changes, especially before a payroll run.
• Review payee information periodically to catch outdated addresses or stale rates.
• If a payee's legal name or date of birth needs to change after approval, see Payee Profile Changes first — it's locked, not just discouraged.

Next Steps

Continue with Payment Details to configure payment methods, or see Tax Information to manage tax settings.