Onboarding Documents & Packets

Packets are the sets of documents a payee signs during onboarding — tax forms, direct deposit authorization, company policies, and anything else you want on file before someone starts work. You need the Admin or Payroll role to configure them. With Approver, this page says Your Payroll and Admin teammates set up packets and points you to each payee's page for their packet status. For what a payee experiences when signing one, see Payee Onboarding.

What a start-work packet contains

Every payee gets one start-work packet, assigned from the Assign a start-work packet card on their page in Payees. It's built from three layers:

1. A base packet for the payee's classification: the tax and banking forms our tax partner collects. You don't build or edit these.
2. Greenroom documents from a template, if you pick one: Greenroom's standard documents and system forms, plus your own library PDFs. This is the part you configure on the Templates tab.
3. Additional documents that Greenroom attaches by rule, such as your anti-harassment policy and confidentiality agreement for everyone, once you've published them. See Additional packet documents.

Every base item is required in the packet. On a payee's checklist, though, the tax-form rows (Federal W-4, State withholding forms, and the W-9s) say whether they're needed before payroll rather than Required: for an employee, Recommended before payroll; see Tax Information. A payee paid by paper check doesn't need a bank link: choosing paper check with our tax partner completes that item.

The Packets page itself, titled Onboarding packets ("Choose the forms and policies included in each start-work packet."), has two tabs, Templates and Document Library, with the Additional packet documents card below them.

Templates

A template is a base packet plus the Greenroom documents you add to it. When you assign a packet on a payee's page, the choices are the base packet for that payee's classification on its own (for example W-2 Employee · v2), listed first, followed by each active template that fits that classification. A base packet on its own adds none of your Greenroom documents, only the automatic ones, so pick a template whenever you want them included. Assigning a base packet on its own also adds a matching template with no documents to the Templates list, named after the base packet (for example W-2 Employee), which is reused for the next payee of that classification.

Production Default is created the first time you create a template here, pre-loaded with Greenroom's standard set (below). You can edit it, or create additional templates (a touring production's startwork versus a resident company's, for example) and choose between them per payee (see Payee Onboarding).

The Templates tab is a two-pane layout: your templates on the left (with an Active/Archived filter), and the selected template's editor on the right.

Editing a template

Add documents from the Add a document… menu, which offers Standard documents and System forms (Greenroom's built-in library, below) and your own company documents (PDFs you've uploaded — see Document Library). When the template names a specific base packet, the menu also lists, for reference, the forms our tax partner collects in it. The menu ends with New document in the library…. Reorder with the up/down controls; documents sign in this order. Each document carries a badge (applies automatically when relevant for a system form, Standard, or Library PDF), has a Required toggle, and can be removed from the template entirely.

Click Save template to apply changes, or Discard changes to drop them. A template with unsaved edits shows an Unsaved badge, and switching to a different template while you have unsaved changes prompts you to confirm before discarding them.

Templates aren't deleted, only archived (and un-archived any time via Restore) — archiving removes a template from the picker for new invites without touching packets already sent from it.

The built-in document set

Greenroom ships with these standard documents and system forms, available to add to any template:

Form I-9 is no longer in this set; see the callout above.

You don't have to track this conditionality yourself — Greenroom checks each payee's classification, payment method, age, and representatives automatically when the packet is assigned and drops whatever doesn't apply. A document that gets skipped for a particular payee is listed under their packet with the reason, rather than as something they owe; it isn't an error.

Document Library

Your own company's PDFs — riders, handbooks, policies — available to add into any packet template. Upload a PDF (title defaults to the file name if you leave it blank); files are capped at 10 MB and must actually be PDFs. A payee acknowledges an uploaded library document with a typed-name signature, the same as any other packet document. The consent sentence beside that signature names the document by its title ("I have read and agree to the terms of your title, and I intend my typed name to constitute my electronic signature."), so give each upload a clear title.

If the title shows the file is a form our tax partner already collects (a W-4, an IT-2104 or a W-9), Greenroom asks first: "Our tax partner collects this form from each payee automatically — you don't need to upload it. Upload anyway?" A blank Form I-9 gets "Greenroom's packet already covers Form I-9 through the employer attestation — you don't need to upload the blank form. Upload anyway?" Choose Upload anyway or Cancel upload. Only the form itself triggers this; a rider or instruction sheet that merely mentions a form doesn't.

An upload that stops with "That upload could not be verified." adds nothing: the PDF Greenroom received isn't the upload it set up for your company's library. Switching to another company in another tab while the PDF uploads can cause this. Reload the page, check it shows the company you meant, and upload the PDF again.

The library table shows Title, Uploaded by, Date, and Size, with an Active/Archived filter. Archiving a document removes it from new templates but doesn't break anything already sent: "Documents already sent in a packet keep working after you archive them here — archiving only removes them from new templates."

Additional packet documents

Some documents attach to a payee's start-work packet automatically, by rule, whichever base packet or template you pick:

The Additional packet documents card below the tabs ("Company documents and production guardian settings") holds the text and settings three of them use:

• Production guardian count: the number of child guardians named in your production's authorization. Zero is allowed. Save it with Save guardian count.
• Guardian permission, Anti-harassment policy, and Confidentiality agreement: each shows its current version and effective date, or Not published. An unpublished company policy also says what that means, for example "Anti-harassment policy isn't published, so start-work packets leave it out. Once it's published, new packets include it; to ask a payee who already has a packet, open Startwork documents on their Finish payee setup and use Request a document." Author document (or Create new version once one exists) opens the Document text and an Effective date; Publish version N publishes it. Guardian permission starts from Greenroom's standard wording and has to keep its four placeholders (employer, production, and the guardian count in words and in numerals), which fill in from your company name, your show name, and the guardian count. The other two have no standard wording; they're your company's own policies.
• View version history shows the text of every published version.

Publishing a version

Published versions never change. As the card puts it: "Publishing a new version preserves all past signatures. Request its acknowledgment from a payee's setup page when they need to sign the updated document." A packet that already holds a published version keeps it, and a signed copy stays as signed; to have a payee sign a newer version, open their setup page and use Request a document, then Request current version. Requesting sends nothing by itself; when the payee completes their packet by emailed link, Send to payee emails it.

Taking documents off an assigned packet

A packet's additional documents can come off after it's assigned, without assigning a new packet. Nothing signed is ever removed.

One payee. On the payee's page, open ⋯ at the top right of their start-work packet card and choose Change packet. The dialog lists the packet's additional documents. Uncheck the ones to take off and click Save changes; the page confirms with, for example, "Removed from this packet: Anti-harassment policy, Confidentiality agreement." A document that has to stay is greyed out, with the reason under it. The Startwork documents step of the payee's Finish payee setup offers the same thing one document at a time, as Remove from this packet.

Many payees. On the Additional packet documents card, the Anti-harassment policy and Confidentiality agreement rows each have Take off payees' packets. It lists your active contractors, loan-outs and vendors who still have that policy left to sign, leaving out any whose engagement classifies them as an employee, since an employee keeps it. Tick the ones who don't need it, or Select all, and click Take off N packets. The row then reads, for example, "Taken off 2 packets: [name], [name].", naming them when there are three or fewer. Anyone who signed it in the meantime keeps it and is named with the reason. If something unexpected stops one payee's removal, the others still come off, and the dialog lists that payee as "[name] keeps it: Something went wrong taking it off. If they are still listed, try again." A payee who hasn't been assigned a packet yet isn't listed: assign the packet first, then take the policies off.

A removal holds. Saving the payee's record later doesn't put the document back; it returns only if you request it again, or if the payee becomes an employee. To put one back, open Startwork documents on the payee's Finish payee setup, choose Request a document, then Request current version. Taking documents off an approved payee's packet leaves their approval in place, and the change never approves anyone by itself.

Next Steps

See Payee Onboarding for what a payee experiences when signing a packet, Company Settings for whether completed packets are approved automatically, or Team for who has access to configure any of this.