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.

Accessing Payee Details

Navigate to the Payees list and click on a payee name to open their details page. The details page is one continuous scroll of sections, not a set of tabs — every section is visible and editable at once, with a single save bar for the whole page.

At the top of the page, breadcrumbs read "Payees" (a link back to the list) and then the payee's name. Next to their name you'll see a row of badges: payee type, union (or "Non-union"), tax-form bucket (W-2 / 1099-NEC / MISC-capable), an onboarding-status pill, a payroll-readiness dot, a login-status badge, and an "Archived" badge if the payee isn't active. A ··· menu next to their name offers Archive or Restore — see Archiving Payees.

Payee Detail Sections

The scroll always renders the same sections, in this order, for every payee type — nothing is hidden based on type, though a few fields inside a section only apply to certain types (a "requires an EIN" note for loan-outs, for example).

Two things live on the page but outside this scroll, because they don't belong to the always-editable form:

• Payment method — its own card (direct deposit or paper check, numbers masked to the last 4 digits), with an Edit payment method action that opens a separate drawer. See Payment Details.
• Documents — a card tracking required signed paperwork (I-9, startwork packet, and so on) once the payee has started setup. Described below.

Editing Information

Making Changes

Every field in the sections above is directly editable, all the time — 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 and the Documents card 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 (an invalid routing number, a loan-out missing its EIN classification) are flagged inline as you fill them in. You can't save the page while a validation error is showing.

Basic Information Management

The Basics section 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.

The one exception is legal name, business name, and date of birth after approval — those fields lock once the payee has been approved, because they're tied to the signed I-9. Address, phone, tax ID, and payment details all stay editable indefinitely. See Payee Profile Changes for exactly what locks and why.

Document Management

The Documents card lists the paperwork required for this payee's type (which documents are required varies by type — vendors, for example, don't owe an I-9). 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. Beyond that, and beyond the post-approval identity lock described above, every field on the page is editable by anyone who can open it. Every save is recorded to an audit trail.

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.