Onboarding Documents & Packets
Configuring the startwork document templates and document library payees sign during onboarding
This moved out of Settings — look for "Packets" in the main navigation
Onboarding documents aren't configured inside Settings anymore. The product now has a standalone Packets section in the main navigation (page title: "Onboarding packets"). Old links to Settings → Onboarding Documents still redirect there automatically. This page's URL stays under /docs/settings/onboarding-documents for continuity with existing bookmarks and search results, but everything below describes the Packets page, not a Settings tab.
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. This page covers how you, as a manager, configure what's in a packet. For what a payee actually experiences when signing one, see Payee Onboarding.
Packets has two tabs: Templates and Document Library.
Templates
A template is a named, ordered list of documents. Every company gets one automatically — Production Default — created the first time anyone touches Packets, pre-loaded with Greenroom's standard startwork set (below). You can edit it, or create additional templates (a touring production's startwork versus a resident company's, for example) and pick which one applies per payee from that payee's onboarding fork — see Startwork packet. Whatever isn't explicitly chosen falls back to Production Default.
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
| Field | Notes |
|---|---|
| Template name | |
| Description | Shown only to your team — payees never see it. |
| Intro message | Prepended to the invite email a payee receives (e.g., "Welcome to the company! Please complete your startwork before the first rehearsal."). |
| Documents | The ordered list of documents this template includes — see below. |
Add documents from the Add a document… menu, which pulls from three sources: Standard documents and System forms (Greenroom's built-in library, below), and Your library (PDFs you've uploaded — see Document Library). Reorder with the up/down controls; documents sign in this order. Each document has a Required toggle and can be removed from the template entirely.
Click Save template to apply changes — 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.
Editing a template only affects future invites. A packet already sent to a payee keeps a frozen snapshot of the template as it was at send time — changing the template afterward doesn't retroactively alter what that payee sees or signs.
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:
| Document | Applies to |
|---|---|
| Form I-9 — Section 1 (Employee Information and Attestation) | Everyone except vendors |
| Form W-9 (Request for Taxpayer ID Number and Certification) | Everyone except W-2 employees |
| Direct Deposit (ACH) Authorization | Anyone paid by direct deposit (skipped for paper-check payees) |
| Child Performer Trust Account — Payment Authorization | Minor employees, only in states with a child-performer trust statute |
| Representative Payment Authorization | Anyone with a representative (agent/manager) on file — one copy per representative |
| Anti-Harassment Policy Acknowledgment | Everyone |
| Notice of Pay Rate and Payday (NY Wage Theft Prevention Act) | Everyone, for New York–based companies only |
You don't have to track this conditionality yourself — Greenroom checks each payee's classification, payment method, age, and representatives automatically at send time and drops whatever doesn't apply. A document that gets skipped for a particular payee simply doesn't appear for them; it isn't an error.
Company-level tax authorization paperwork (Forms 8655, 8821, or NY Form TR-2000) is not part of this document set — those aren't payee onboarding documents. If you're looking for that, note that as of this review it isn't confirmed to be implemented anywhere in the current product; see Tax Authorization Forms (marked needs-review) rather than assuming it lives here.
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 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."
Next Steps
See Payee Onboarding for what a payee experiences when signing a packet, Company Settings for company-level configuration, or Team for who has access to configure any of this.