Payee Profile Changes

Company-side profile changes require Admin or Payroll. An Approver has a limited read-only view and cannot change the record, reveal full EIN or bank numbers, or open private payee documents.

Editing a payee's profile doesn't go through a review queue — change a field on their page and save, and it's live immediately, the same as everywhere else on the Payee Detail Sections scroll. The one real exception is identity: once a payee is approved, their legal name, business name, and date of birth lock. This page covers what locks, what doesn't, and what happens when you correct tax ID or bank details after approval.

If an address correction saves in Greenroom but our tax partner refuses it, the payee stays marked Needs attention, and Greenroom is told. The corrected address stays in Greenroom, with Not yet accepted by our tax partner beside it on their payee page and on their own Profile, until our tax partner accepts their details. Admin or Payroll see instructions to correct the address on the record and choose Save changes to send it again. An Approver sees "The address is saved in Greenroom, but our tax partner hasn't accepted it." followed by "Ask a Payroll or Admin teammate to correct it." See Address refusals.

What Locks After Approval

Once a payee's setup is approved, Greenroom refuses any edit that changes their first name, last name, business name, or date of birth. This applies no matter who's editing — a manager on the payee's detail page, or the payee themselves from their own portal — because both paths write through the same guard.

Trying to save a change to one of those fields shows this message, verbatim:

"Legal name and date of birth are locked after approval. Update your address from your profile; contact Greenroom support for a name or date-of-birth correction."

Address, phone, tax ID, and payment details are not part of the identity lock and remain editable after approval. Before approval, a submitted setup's Personal details and Payment method steps stay locked; use Request changes to reopen them.

Correcting a Tax ID

A payee's SSN or EIN is replace-only: once one is stored in Greenroom, the field shows a masked last-4 (or "On file") with a Replace button, and you can only enter a brand-new value to overwrite it. Greenroom never displays a stored Social Security number back to you; the field's note reads "Greenroom shows only the last four digits of an SSN.", and for a payee under a union whose fund report prints full SSNs it names that report (see Tax Information). A business's EIN can be viewed in full through an audited view action. If the tax ID needs fixing after a payee is already approved, entering the correction saves normally and Greenroom automatically re-syncs the new value to our tax partner.

Correcting Payment Details

Bank details are edited from the standalone Payment card rather than the main scroll: Edit payment method opens the payment plan editor in a drawer (see Payment Details). A manually entered account is typed twice, with the routing number checked against the bank checksum, before it's added. Each change is dated: you choose the first payday it applies to, and payrolls already submitted keep their original payment instructions. Once the payee is approved, a change to where their pay goes emails them a notice, whoever made it; see Payment Details.

This Is Different From Onboarding Review

Every payee's initial setup needs approval. When Admin or Payroll completes it with Finish and approve, the same action approves it regardless of the automatic-approval setting, unless approval is refused. A packet the payee submits is approved automatically by default; with that setting off, it waits as Review submission until Admin or Payroll approves it or requests changes. This approval completes the payee's initial record. See Onboarding status for that workflow. Once a payee is approved, the identity lock described above is the only remaining edit restriction — there's no ongoing "changes need approval" state for routine updates. A manager can still Revoke approval from Finish payee setup, which returns the payee to manager review and pauses their inclusion in new payrolls.

Best Practices

• Get identity details (legal name, date of birth) right before the packet is submitted. With automatic approval on, the payee can be approved the moment it's submitted, and there's no self-service fix afterward.
• If you catch a wrong name or DOB before approval, fix it directly: the name in the Personal info (or Business info) card, the date of birth in finish setup.
• Tax ID corrections after approval are safe to make directly — the sync to our tax partner is automatic.

Next Steps

Return to Managing Payee Information for general information updates, or see Adding Payees for the initial payee setup process.