Payee Profile Changes

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, because those facts are tied to the signed I-9. This page covers what locks, what doesn't, and what happens when you correct tax ID or bank details after approval.

What Locks After Approval

Once a payee's setup is approved (onboarded), 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 — they're tied to the signed I-9. Update your address from your profile, or ask your employer to change your name or date of birth."

Address, phone, tax ID, and payment details are not affected — all four stay editable at any time, before or after approval.

Correcting a Tax ID

A payee's SSN or EIN is replace-only: the field always shows a masked last-4 (or "On file"), and you can only enter a brand-new value to overwrite it — Greenroom never displays the full number back to you (aside from an explicit, audited "reveal" 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 Check.

Correcting Payment Details

Bank details are also replace-only, edited from the standalone Payment method card rather than the main scroll — see Payment Details. The edit drawer requires you to type the account number twice and validates the routing number's checksum before saving.

Replacing bank numbers on a payee who's already approved isn't silent: Greenroom emails the payee a notice that their payment details changed, as an anti-fraud measure. The save itself isn't blocked by this — the notice is informational, sent after the fact, so a manager can fix a typo mid-review without waiting on anything.

This Is Different From Onboarding Review

Don't confuse this page with the manager-approval step every payee goes through once, during their own setup. That's a genuine review workflow — a payee (or a manager on their behalf) submits their setup, and it sits as Pending Manager Approval until a manager approves it or requests changes — but it's about completing the payee's initial record, not about day-to-day edits afterward. 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.

Best Practices

• Get identity details (legal name, date of birth) right before approving a payee — there's no clean self-service fix afterward.
• If you catch a wrong name or DOB before approval, fix it directly in Basics; it's fully editable pre-approval.
• Expect the payee to get an email if you replace their bank numbers after they're approved — that's expected behavior, not a bug, but it's worth a heads-up to the payee if you know it's coming.
• Tax ID corrections after approval are safe to make directly — the sync to Check is automatic.

Next Steps

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