Company Settings

Settings is where you manage your account and, as an Admin, your company. Your role and the company's approval status determine which tabs you see:

A Pricing tab is visible only to Greenroom staff: it's a read-only statement of what your production is charged, not a control. There's no tab named "General" any more; if older material sends you there, it means Company.

Me

Company

Banking & payment

Unions

Chart of accounts

QuickBooks

Team

Activity

With Payroll or Approver, you see Me, Team, and Activity. A line below the tabs explains, "Your role on this company is [role]. Company details, banking and the chart of accounts are managed by its admins." A link to a tab your role can't use opens Me. See Team for each role's access.

Where your company's setup lives

As an Admin, you manage business details, banking, check numbers and the signatures on checks, state tax registrations, the payroll signer, production type and union contracts through Company Setup. They have one home at a time, decided by whether Greenroom has approved your setup:

• Before approval, they're edited in Company setup. Settings → Company says so in a card at the top, Business details, banking and unions, with an Open Company setup link.

• After approval, each stage moves to a tab, and Company setup's own address takes you to Settings:

  • Company: business details, payroll details, state tax registrations, and the payroll signer and history, in four groups (see The Company tab);
  • Banking & payment: the funding account, the Account for printed checks section when mailing is enabled or a separate account is saved, the starting check number, and Signatures on checks when mailing is enabled or a signature is on file;
  • Unions: production type and union contracts.

  While a required answer is still missing after approval, Company setup stays at the top of the sidebar and opens the tab that holds the first one, and the Dashboard shows Finish company setup ("Still needed: …") with a Continue setup link. Both go once everything required is answered, or once one of your payrolls has reached Paying out or Paid. A company Greenroom sets up for you is normally approved the moment it's created, before most of setup is answered, so this is how you find the rest.

On Company and Banking & payment you get the same forms Company setup used, without the wizard around them: no step bar, no Back or Save and continue. Each form has its own save control, and everything that's locked or refused after approval in Company setup is locked or refused here too; the Company Setup pages describe each form. On Company, each group shows what's saved first, and Edit opens its form in place. A link to a particular stage (from a dashboard reminder or a payroll block, say) opens the tab that holds it, on that section. A link from when Business info was a tab of its own still works: it opens the tab that now holds the stage it named, which for most is Company, and before approval it opens that stage of Company setup.

The Company tab

Before approval, the Company tab holds what isn't a stage of Company setup, one card each, below the Business details, banking and unions card: Show, First paid public performance, the payroll funding timeline, Payroll approvals and Start-work packet approvals.

After approval, it reads in four groups, in this order:

1. Business info: legal company name, d/b/a, show name, first paid public performance, business address, FEIN, business type, nonprofit status, phone and website.
2. Payroll and approvals: pay frequency, expected payees and expected first payroll, then the payroll funding timeline and the two approval switches.
3. State tax registrations: your New York accounts and answers, the unemployment rate and whose it is, and the registration status (see On Settings after approval).
4. Payroll signer and history: the year-to-date question, the authorized signer, and Before your first payroll (Before your next payroll once you've run one), as in Company setup. Our tax partner's Payroll setup tasks card sits just above it.

The first three groups show what's saved first, a label and its value, with Not set for anything still blank. Edit turns the group into its form, in place, and Cancel closes the form and puts back what's saved. A group opens on its form by itself when there's something to do in it: Business info while a required field is blank or your business details aren't confirmed with our tax partner, Payroll and approvals while a payroll detail is blank, and State tax registrations while none of its answers are saved, while your EFT debit PIN is an open item, or while a registration needs a number entered or corrected. A link to one of a group's fields opens it too. Saving one group keeps whatever you've typed in another.

The State tax registration status card, with Retry tax sync, sits just above State tax registrations, only while there's something to send: a send that failed, or an answer our tax partner hasn't confirmed and can take now. Once everything is confirmed, or everything left waits for your first employee, the card isn't shown, and the group's registration status says what's waiting. While Greenroom can't read your registrations from our tax partner, the group has no registration status, and the card shows whenever an answer isn't confirmed. The Dashboard's state tax reminder follows the same rule (see Setup cards near the top).

The sections below describe what the Company tab holds on both sides of approval.

Show name and first paid public performance

The Show name (e.g., "The Lantern Room") appears on reports, exports, and payee onboarding alongside the company name. Before approval it's on the Show card: change it and a save bar appears.

First paid public performance is the production's date: "AEA stage managers are paid tech week in the payroll week before this date." No stage of Company setup holds it. Before approval it has a card of its own and saves the moment you pick a date (a toast confirms it, or that it was cleared). Run Payroll reads it when it offers the tech week payment; see Tech week.

After approval, both are fields of the Business info group, saved with the rest of it by Save business info; Clear date empties the date.

Payroll funding timeline

A read-only card (a line of Payroll and approvals after approval) reports the processing timeline our tax partner currently has this company on — for example, "Payroll funding: 3-day processing." This isn't a setting you choose; it's our tax partner's own risk-based policy, surfaced back to you. New companies start on 3-day processing and complete roughly ten successfully funded payrolls before faster options unlock — bank statements or history you provide don't bypass that for a new company. If you're listed as eligible for a faster timeline than the one currently active, the card says so, but every payroll still runs on the active timeline shown at the top until our tax partner itself switches you over.

Payroll approvals

Before approval, a separate card, Payroll approvals ("One person prepares the payroll; another approves it before money moves."), holds one switch, Require approval from another person; after approval the switch is in Payroll and approvals. Only an Admin can change it. When it is on, the approval that completes the requirement submits the payroll automatically:

• On (the default): a payroll needs approval from one person other than whoever prepared it. The reviewer ticks the attestation before Approve this payroll, and that approval submits it automatically. The preparer's own approval never counts. Changes to the pay, roster, deductions, or other approved amounts require a new approval. A check-date change keeps the existing approval if the recalculated amounts stay the same.
• Off: the preparer can submit a run alone. Turn this off for a one-person production where a second approver isn't realistic.

An Admin, Payroll, or Approver teammate can provide that approval if they didn't prepare the run. If automatic submission is refused, their approval stays recorded and the page says Approved. Not submitted yet. Resolve the refusal, review the attestation, and choose Submit to Greenroom. The reviewer whose approval still counts, or a Payroll or Admin teammate, can finish it. If an interrupted submission offers Resume submit, the same people can use it; an Approver confirms its attestation first.

Unlike the fields above, this is a toggle switch, not a form field. Flipping it takes effect immediately, with no separate Save step, and a toast confirms which way it went: "Payrolls now need approval from someone other than the preparer" or "Approval requirement turned off — the preparer can submit payroll".

Start-work packet approvals

The last card before approval, Start-work packet approvals, holds one switch, Approve completed packets automatically, which is the last line of Payroll and approvals after approval. Only an Admin can change it. It decides what happens when a payee finishes and submits their start-work packet (see Onboarding Documents & Packets):

• On (the default for every company): Greenroom approves the payee as soon as their completed packet is submitted. As the card puts it: "Approval creates the payee's payroll record with our tax partner if their own setup has not, and opens an employee's tax forms; a contractor's W-9 is already open in their setup."
• Off: completed packets wait for an Admin or Payroll teammate to approve them.

Turning it on applies to packets submitted from then on; it doesn't approve packets already waiting for your review. A setup you complete yourself is approved when you choose Finish and approve, whichever way this switch is set, unless approval is refused. An automatic approval can still be undone: on the payee's setup page, Revoke approval returns them to company manager review and pauses their inclusion in new payrolls (payrolls they're already on stay unchanged). After a revoke, you approve that submission yourself, even with this switch on.

Like the approvals switch above, it saves the moment you flip it, with a toast: "Packets payees submit will be approved automatically" or "Packets payees submit will wait for a company manager's approval".

The Activity tab

Activity is your company's record of what happened, newest first: the 200 most recent entries, each with its time (Eastern), who did it (blank for something no person did, such as an update from our tax partner), what happened, and a short detail where there is one. Chips across the top narrow it to Payroll runs, Entries, Payees, or Union rules; All is the default. Before anything is recorded it reads No activity yet — every change to payees, runs, rates, and rules lands here with who did it and when.

Each entry is labelled in words, the words of the screen where it happened: adding a vendor on a payroll run reads Vendor payment added, and generating a QuickBooks package reads QuickBooks package generated. Something only Greenroom staff can do says so, for example Company approved by Greenroom or Payroll marked paid by Greenroom.

Under Entries are the changes made to a payee's entry on a payroll run, in words such as Payroll line added, Payroll line updated, Payroll line removed, Payroll entry updated, Pay rate changed, Payroll amount prorated, Payee excluded from payroll, Payee restored to payroll, Benefits-only setting changed, Initiation dues added and Fee installment removed from payroll.

Changes you make with Email sign-in codes under Sign-in security on Settings → Me appear under All:

When you turn two-factor sign-in off, Greenroom also emails you a security notice. See Turning two-factor sign-in off for the confirmation and email.

Some entries show only what happened, with no detail beside them. Those are the ones whose stored detail is written for Greenroom's engineers, such as our tax partner's own error text or its record ids: Payroll sync failed and Payroll submit refused are two. Greenroom keeps that detail on its side. When our tax partner reports a payment as failed, the entry reads Payment reported failed by our tax partner and still shows whose payment it was and the amount. The timings Greenroom records for each payroll sync, and its internal record that a payroll's direct deposits were given payment numbers, aren't listed here at all.

When a payroll is submitted on a reviewer's approval, their consent is recorded as Payroll submit consent recorded, again with no detail. That happens when the approval that completes your company's required approvals submits the payroll automatically, and when an Approver whose approval is still current submits it with Submit to Greenroom or Resume submit.

Amounts in an entry's detail read in dollars, for example GR-2026-0024 gross $26,267.00 for a submitted payroll, and the same goes for an approval, a pay rate change, initiation dues, a vendor added on a run, and a premium saved to a payee's profile.

Details leave out Greenroom's own record numbers. A vendor payment added with an invoice, or an invoice attached to a payment later, gives the invoice's file name without a document number, and a signed start-work packet document carries none either. A premium saved to a payee's profile names the payee, for example "Swing" $125.00 for Jordan Alvarez, effective 2026-10-19; older entries, recorded before the payee's name was stored, name no one.

Seed from payroll history on Settings → QuickBooks is recorded as QuickBooks mapping seeded from payroll history, with how many rows it added, for example 55 rows added. A seed that adds no rows records nothing. Every seed entry reads this way, however old.

Team changes appear under All as Team member's role changed, Team member deactivated, and Team member reactivated. A role change names the teammate's email and their old and new roles.

If the first invite email fails, Team invite email failed appears as well as Team member invited. The person was still added; an Admin can use Resend invite on Settings → Team.

Documents viewed or downloaded

A document viewed or downloaded is listed by what was asked for, with no detail beside it. A pay statement saved with Download PDF reads Pay statement downloaded, or Pay statement download not served when the file wasn't served, under the name of whoever asked for it: the payee, from their portal, or you or a teammate, from the payee's Pay statements tab or from Reports → Pay statements. One opened with View PDF reads Pay statement viewed, or Pay statement view not served. Tax documents have their own entries: a payee's W-2 or W-4 reads Tax document downloaded, and your company's signed tax authorization form, which opens in your browser, reads Tax document viewed. When the file isn't served, they read Tax document download not served and Tax document view not served.

When Greenroom staff look at your details

Your FEIN and bank details are masked from Greenroom staff in their own admin console. There is one deliberate exception: staff can switch into your company's view, where those fields are shown unmasked so they can help you with them. What they can't open, even there, is the face of a check (a check PDF from Print checks, or the image of a mailed check), because it prints your full bank account and routing numbers. Nor can they open a payee's pay statement PDF, which can show the payee's tax ID and bank details.

That exposure is traded for accountability rather than left unrecorded. Every time it happens, a row lands in your Activity tab:

It's your feed, not an internal one — you can see it without asking. And it fails closed: if Greenroom can't write the record, the details aren't shown at all.

The same recording covers the printed funding document and the printed union remittance, which carry your FEIN unmasked on purpose — the bank and the union both require it there, so masking would produce a broken document rather than a safer one.

Next Steps

See Team to add or manage who has access to your company, Payroll, Chart of Accounts & QuickBooks Settings for GL coding and where the rest of payroll-related configuration lives, or Company Setup for the one-time onboarding wizard.