Greenroom | Team

Go to Settings → Team to see your teammates and their roles.

Team changes require Admin

If you're an Admin, you can invite people, change roles, and deactivate or reactivate access. Payroll and Approver teammates can read the list; it tells them, "Only an admin can invite people or change roles and access."

Roles

You choose one of three roles for each teammate. A role applies to this company, so you can have a different role at another production. Everyone who already managed a company when roles were introduced became an Admin.

What you can do	Admin	Payroll	Approver
Read payroll, payee status, ordinary reports, Team and Activity; manage your own profile and sign-in security	Yes	Yes	Yes
Start and edit payroll, calculate taxes, and use GL codes on payroll lines	Yes	Yes	No
Send for approval; submit payroll when the second-person requirement is off	Yes	Yes	No
Approve this payroll, or return it to the preparer, when you didn't prepare it; final approval submits automatically	Yes	Yes	Yes
Retry or resume submission of a payroll whose current approval you recorded	Yes	Yes	Yes
Print or mail checks	Yes	Yes	No
Add and edit payees, send onboarding, and review or approve setups	Yes	Yes	No
Reveal full EIN and bank numbers, or open private payee documents	Yes	Yes	No
Change company setup, banking, the check signers, or the two-person approval setting	Yes	No	No
Invite teammates, resend invites, change roles, or deactivate and reactivate access	Yes	No	No
Manage the chart of accounts and QuickBooks, including QuickBooks package downloads	Yes	No	No

An Approver reviews the summary and ticks the attestation before approving a payroll prepared by someone else. The approval that completes the requirement submits it to Greenroom automatically. If submission is refused, the approval stays recorded and the page says Approved. Not submitted yet. That reviewer can use Submit to Greenroom after the refusal is resolved, or Resume submit if an interrupted submission offers it, with a fresh attestation. A Payroll or Admin teammate can also finish submission. An Approver can't change pay, calculate taxes, or send a run for approval; corrections go to a Payroll or Admin teammate.

No role can reveal a full SSN on screen.

Greenroom staff have access through their own tools. They aren't a fourth role you can assign from Team.

Changing a role

If you're an Admin, use the menu in a teammate's Role column. The change applies from their next action. Settings → Activity records Team member's role changed, with their email and the old and new roles.

Your company must keep at least one active Admin. The last Admin's role has no menu for lowering it. Make another teammate an Admin first.
Only the owner or Greenroom staff can lower the owner's role. Any active Admin can restore the owner to Admin.
You can lower your own role while another active Admin remains. Greenroom asks you to confirm with Change my role and warns, "You'll no longer manage the team, company setup or banking here. Another admin can restore your Admin role."

Inviting a team member

As an Admin, click Invite member. The form reads "We'll email them a link to set their own password." and asks for:

Field	Notes
First name	Required
Last name	Required
Email	Required. Spaces around it are ignored, and it's saved in lower case. It can't already belong to a Greenroom login, a payee's included: the form refuses it with "A user with that email already exists."
Role	Choose Admin, Payroll, or Approver. Admin is selected to start. Each choice explains what the teammate can do.

Click Send invite. They join your team at once, and Greenroom emails them a link to set their own password. Nobody is shown a password for them, you included. The confirmation, Invite sent, reads "Invite sent to [email]. They'll get a link to set their password; it expires in 7 days. If it doesn't arrive, ask them to check their spam or junk folder, or use Resend invite next to their name."

If the email couldn't be sent, the confirmation is titled Member added instead and reads "We couldn't send the invite email to [email] just now. Use Resend invite next to their name." They're on the team either way, and Resend invite sends the link.

Each invite is recorded on Settings → Activity as Team member invited, with their email and role. When Greenroom staff invited them while viewing your company, the detail also says so.

If the first invite email couldn't be sent, Activity also records Team invite email failed. The teammate is still on the team; an Admin can use Resend invite. The entry records what Greenroom saw when it tried to send: an email that timed out can still arrive, and one that was sent can still bounce later, which Activity doesn't show.

The invite email

It comes from Greenroom (noreply@greenroompayroll.com) with the subject "[your name] invited you to [company] on Greenroom". It greets them by first name, names their role and what it lets them do, and has one button, Set your password. For example, an Approver's email says "with the Approver role: you review and approve payroll." Under the button: "This link expires in 7 days and works once. If it expires, ask [your name] to resend your invite." A resent invite names the role they hold when you resend it.

An invite a Greenroom staff member sends while viewing your company names the company instead of a person. Its subject is "You're invited to [company] on Greenroom", and its expiry line says to ask someone at [company] to resend it.

What your teammate does

They open the email and click Set your password. The page reads "Welcome, [first name]. Choose a password to activate the Greenroom account for [email]."
They choose a password of at least 10 characters, type it again under Confirm password, and click Activate account.
Greenroom emails them a 6-digit sign-in code, subject "Your Greenroom sign-in code". The next page, Look in your email, reads "We sent a 6-digit code to [email]. It expires in 10 minutes.", and Resend code there sends another.
They enter the code and click Verify and sign in. Their role and your company's setup progress determine where they land.

A new teammate has two-factor authentication on from the start, with an emailed code as their second factor, the same as a manager who signs up or whom Greenroom sets up. A teammate invited before team invites started with two-factor on (October 19, 2026) keeps it off: their invite link, even one sent later with Resend invite, signs them straight in with no code. You and your teammates manage your own two-factor sign-in under Sign-in security on Settings → Me. If you turn two-factor sign-in off, Greenroom asks you to confirm, records Two-factor sign-in turned off on Settings → Activity, and emails you a security notice.

Their row reads Active as soon as they've set their password, and Account activated appears on Settings → Activity under their name. That holds even if they stop at the code: they sign in later with their password and a fresh code. Their authenticator app, passkeys and recovery codes are theirs to manage under Settings → Me (see Authentication & Recovery Codes).

If the invite doesn't arrive

Look in spam or junk for an email from noreply@greenroompayroll.com.
Resend it. An Admin can press Resend invite on their row. Each resend emails a new link that works for 7 days, and the link sent before it stops working, so they should use the newest email.
An expired or replaced link opens a page headed This link has expired: "Links to set a password work once and only for a limited time, and stop working if your access is removed. If you’ve already set yours, sign in. If not, ask the person who invited you to send another, or use “Forgot your password?” to get a new link by email." If their company access was removed before they set a password, an Admin must reactivate it first.
Forgot your password? lets them do it themselves, on the sign-in page or from that page, with the address you invited. It emails a link to set their password, which lasts an hour and replaces the invite's link. It works for a teammate who has never set a password, including one who reads Hasn't set a password. While that reset link is unused, their row reads Invite pending with the reset's expiry date, then Invite expired once its hour is up, and Resend invite sends them a fresh 7-day link.

Before payday

If your company requires approval from another person (the default; see Payroll approvals), whoever prepared a payroll can't approve it. Another teammate has to, signed in to their own account. A teammate who joins by an emailed invite can't sign in until they've set their password, so invite your second approver well before payday. If you prepare a payroll while no teammate who didn't prepare it is set up to approve it, its Submit Payroll step says so, lists any teammate who hasn't set a password yet, and links back here with Go to Team settings (see When no teammate is set up to approve yet). See Payroll Run Status for how approval works.

When a payroll is sent for approval, Greenroom emails eligible teammates who are ready to approve it. It excludes the run's preparers, the sender, Greenroom staff, and anyone whose current approval already counts. A run's preparers are the teammates whose saved changes moved what it pays; until anyone has, the person who started it is its preparer. The email opens that run's Submit Payroll step.

The team list

Column	Shows
Name	The team member's name. You marks your row; Owner marks the person who created the company.
Email	Their sign-in email.
Role	Admin, Payroll, or Approver. An Admin can change it where the rules above allow. Greenroom staff never appear on this list.
Access	Where their access stands, below.

Access	Means
Active	Nothing is waiting on an invite: they've set their own password, or they didn't join through this tab (the person who started the company, for example).
Invite pending	Their link is unused and still works. The day it expires is beside the badge, as New York's date (expires Oct 26, 2026).
Invite expired	Their link lapsed unused. Resend invite sends them a new one.
Hasn't set a password	They haven't set their own password and have no current link. This can follow a cancelled invite and reactivation, or an older invitation with a temporary password. Use Resend invite.
Deactivated	Their access to this company is off, whatever their invite state.

A member whose underlying account has been disabled entirely (not just deactivated from this company) shows an additional Account disabled badge.

If you're an Admin, a row offers Deactivate where the access rules below allow it, or Reactivate if their access is off. A row reading Invite pending, Invite expired or Hasn't set a password also offers Resend invite, unless it's your row or the account is disabled.

Resending an invite

Resend invite emails the same invite with a new link that works for 7 days, and the link sent before it stops working. A message confirms "Invite re-sent to [email]". If the email couldn't be sent, it reads "We couldn't send the invite email just now. Try Resend invite again in a few minutes." The new link was made all the same, so the link in the earlier email has stopped working either way.

For an active teammate who reads Hasn't set a password, the email lets them set their own, and so does Forgot your password? on the sign-in page. If they were given a temporary password, it keeps working until they set their own.

It isn't offered on your own row, on an Active row, or while their access is deactivated or their account is disabled. To send an invite to a deactivated teammate, reactivate them first.

Each resend appears on Settings → Activity as Team invite re-sent, with their email. After the address comes (re-sent by Greenroom staff viewing as the company) when Greenroom staff sent it from your company, and (email delivery failed) when the email couldn't be sent.

Deactivating and reactivating access

As an Admin, you deactivate access instead of deleting a teammate, so history stays intact:

Deactivate revokes that person's access to this company immediately. Confirm the dialog and it takes effect right away.
Reactivate restores access. Someone who had already set their password can sign in again. For someone still waiting to set a password, use Resend invite after reactivating them.

If you deactivate a teammate who hasn't set their password yet, their outstanding invite link is cancelled too, unless they still have active access to another company. Reactivating them doesn't bring a cancelled link back. While they have no active company access, Forgot your password? can't restore that access.

These rules keep your company from getting locked out:

You can't deactivate yourself. The button simply isn't offered on your own row.
Only Greenroom staff can deactivate the owner. Their row has no Deactivate button. Contact Greenroom if they've left.
You can't deactivate the last active Admin. Their row has no Deactivate button. Make someone else an Admin first.

Deactivating someone doesn't erase their history — their name still appears correctly on past activity, payrolls, and audit entries. Settings → Activity records Team member deactivated or Team member reactivated.

What this page doesn't cover

Team is about who has access to your company — it isn't where you or a teammate manage personal login security. That's under Settings → Me:

Changing your own name or email
Two-factor authentication, passkeys, and recovery codes — see Authentication & Recovery Codes

It also isn't where Greenroom staff access is managed. Greenroom staff don't appear on your Team list; they reach your company through their own admin console. When they view or change your FEIN or bank details, that lands on your Activity tab as an ordinary entry you can read yourself — see Company Settings.

Even as an Admin, you can't see a teammate's password or clear their two-factor lockout, and once they've set their own password, you can't reset it. Until then, Resend invite emails them a link to set one. If a teammate is locked out of their password or their second factor, point them to Signing In and Authentication & Recovery Codes — they have to resolve it themselves.

Next Steps

See Company Settings for the other Settings tabs and where your company's setup lives, Payroll, Chart of Accounts & QuickBooks Settings for GL coding, or Onboarding Documents & Packets for the documents payees sign.

Team

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