Managing Payee Information
Updating and managing payee details
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).
| Section | Contains |
|---|---|
| Basics (labeled "Personal info" or "Business info") | Name (or business name + contact name), email, phone. Once the payee is approved, this section also shows date of birth, tax ID, mailing address, and — for any non-employee — the W-9 not required exemption with its reason. |
| Representation | Agents, managers, business managers, attorneys, or other representatives; their fee splits; and payment-direction authorization |
| Engagement & union | Union, agreement, job title, department, minimum tier (if applicable), effective start date |
| Pay | Performance and rehearsal pay rates, priced weekly, hourly, or by an 8/10/12-hour day; contractual premiums for unions whose agreement offers them (for example AEA's Media Fee or Dance Captain). For an Actor/Musician, the 802 Reportable Wage builder appears here too. |
| Allowances, reimbursements & taxable earnings | Per diem, housing, wardrobe, travel, and similar recurring add-ons; receipt-based reimbursements; and taxable earnings (a nonaccountable or above-federal-rate per diem, for example) that route through payroll tax withholding instead of paying out tax-free |
| Deductions | 401(k), health insurance, garnishments, advance repayment, and similar recurring withholdings. A row ticked Pre-tax also carries a Benefit type so the payroll provider knows which kind it is — see Role & Pay. |
| Child trust (Coogan) | Only shown for employee/loan-out minors — routes part of their own pay into a blocked trust account. Sits near the end of the scroll, after Deductions. |
| Payment history | Read-only — every payroll line this payee has been paid on. Lives in a separate read-only view once the payee is fully approved, not in this scroll. |
Three things live on the page but outside this scroll, because they don't belong to the always-editable form:
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Fee, advance & royalty — only for an SDC director or choreographer, or a USA 829 designer. 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.
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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 a separate 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" link — rather than the editable summary. See Payment Details.
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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
| Field Type | How to Use |
|---|---|
| Text fields | Type directly into the field |
| Dropdowns | Select from a searchable list (union, agreement, job title, and similar fields) |
| Date pickers | Pick a date from the calendar, with fast year navigation |
| File uploads | Click to upload, in the Documents card |
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. If you try to save with one still unresolved, a banner names exactly what's blocking the save and offers a Go to [section] button that jumps straight to it — 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 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 at your company who can open it. Every save is recorded to an audit trail.
The one real exception is Greenroom's own platform staff: a Greenroom super-admin viewing your company sees this page with tax PII masked — date of birth, tax ID, representative EINs, and trust bank numbers all read as hidden rather than their real values — and can't edit the Payment method card at all. They can still recode or reclassify a payee, and a masked save is guaranteed never to overwrite real PII with the blanks they see. This doesn't apply to anyone at your own company — it's specific to Greenroom staff support access.
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.