Your Project Setup, Explained

A guide to the roles and approval workflows now active in your GreenSlate project.

Your project has been fully configured based on the selections your team made in the onboarding portal. This article walks through exactly what that means: who was assigned to each role, and what each of those roles is able to see and approve inside your project.

How this was set up:

During onboarding, your company designated a person for each project role. Our Implementation team then used that information to build your project and grant each person access to the specific steps their role is responsible for.

Project Roles and Who Fills Them

Every approval step in your project is tied to one or more of the roles below. If your team listed more than one name for a role, all of those users have equal access for that role.

Accounting Team

Role	What They Typically Handle
Key Accountant	Primary financial approver for the project; final sign-off on most accounting and payroll-adjacent approvals.
1st Assistant Accountant	Supports the Key Accountant with day-to-day submissions and approvals across accounting workflows.
2nd Assistant Accountant	Additional accounting support; often has view or entry-level approval access.
Accounting Clerk	Handles submission-level tasks such as vendor and purchase order entry.

Payroll Team

Role	What They Typically Handle
Payroll Accountant	Leads payroll processing and approvals, including start forms, hours, and payroll batches.
Payroll Assistant	Supports payroll submissions and approvals alongside the Payroll Accountant.
Payroll Clerk	Handles administrative payroll submissions such as I-9s, start forms, and timecards.
Hiring Manager	Approves new hire paperwork, including I-9s and start forms.

Production Team

Role	What They Typically Handle
Line Producer	Final approver on several production-facing workflows, including hours, grossing, and start forms.
UPM (Unit Production Manager)	Approves hours, vendors, and purchase orders from the production side.
Production Supervisor	Supports hours and accounts payable submissions and approvals.
Production Coordinator	Supports hours and accounts payable submissions.

Admin

Role	What They Typically Handle
View/Read Only Access	Can view project activity and reporting but cannot submit or approve anything.

Division Admins

Role	What They Typically Handle
Department Head	Views and submits documents on behalf of the employees in their assigned division. One department head is assigned per division; a person can be the department head for more than one division.

Note: "Employee" is not a role your team assigns — it refers to the individual crew or staff member the paperwork is about (for example, submitting their own I-9 or approving their own start form).

Divisions in Your Project

Your project uses divisions. A division (department) allows its department head to view and submit documents on behalf of everyone invited into that division — so approvals can happen at the department level before they reach central accounting or payroll.

Based on what your team selected during onboarding, department heads on your project may have been given the following access. Each of these is optional and independent of the others:

Area	What Department Heads Can Do (If Enabled)
Start Work (View Only)	View employees' I-9s and start packets for their division.
Timecards	Submit hours on behalf of employees in their division; approve timecard hours for their division.
Accounts Payable	Approve purchase orders and bills/check requests submitted by their division.
Crew Expenditures	Approve petty cash and card payment (CP Envelope) submissions from their division.

Wherever one of these is enabled, GreenSlate adds a department head approval step after the submit step for that document type — you'll see these called out in the workflow tables below.

Default Divisions on Your Project

Unless your team requested different names, your project was set up with the following default divisions. Divisions can be added, removed, or renamed at any time — if a department head wasn't known yet at onboarding, the division was still created so employees could be invited, and the department head can be added later.

Accounting · AD Dept · Art · Camera · Casting · Construction · Craft Services · Electric · Grip · Hair & Makeup · Health and Safety · Locations · Medic · Production Office · Property · Rigging Electric · Rigging Grip · Scenic · Set Dec · Set Dressing · Sound · SPFX · Transportation · Wardrobe · Writers

How Approval Workflows Work

Each workflow below is broken into steps. A step names the roles that can act on it — if more than one role appears at the same step, any one of those users can complete it. Steps are marked as either:

Required — the step cannot be bypassed and must be completed in order for the item to move forward.
Skippable — the step can be bypassed when it isn't needed for a given submission.

Workflows run in the order shown; an item moves to the next step only after the current one is completed (or skipped, where allowed).

Because your project uses divisions, some workflows include an extra "Department Head Approves ___" step. On those steps, the approver is whoever your team named as department head for the submitting employee's division — not a single, project-wide role like the others.

Payroll Approvals

I-9 Approval

Step	Action	Who Can Act
1 Required	Submit I-9	Employee
2 Required	Approve I-9	Key Accountant, Payroll Accountant, Payroll Assistant, Hiring Manager, Payroll Clerk, 1st Assistant Accountant

Start Form Approval

Step	Action	Who Can Act
1 Required	Prefill Start Form	Key Accountant, Payroll Accountant, Payroll Assistant, Hiring Manager, Payroll Clerk, 1st Assistant Accountant
2 Required	Employee Approves Start Form	Employee
3 Required	Final Approval	Payroll Accountant, Key Accountant, Line Producer

Hours Approval

Step	Action	Who Can Act
1 Skippable	Submit Hours on Behalf of Employee	Key Accountant, Payroll Accountant, Payroll Assistant, Payroll Clerk, 1st Assistant Accountant, Line Producer, Production Supervisor, Production Coordinator, UPM, Department Head (of employee's division)
2 Required	Employee Submits/Approves Hours Submitted on Their Behalf	Employee
3 Required	Department Head Approves Hours	Key Accountant, Payroll Accountant, Payroll Assistant, Line Producer, Production Supervisor, UPM, Department Head (of employee's division, if enabled)

If the Timecards division access is enabled, the department head can submit hours on behalf of their division's employees and is included as an approver on the final hours approval step alongside the central payroll and production roles above.

Grossing Approval

Step	Action	Who Can Act
1 Required	Submit Grossing	Payroll Accountant, Payroll Assistant
2 Required	Approve Grossing	Line Producer

Payroll Batch Approvals

Payroll Preview Approval

Action	Who Can Act
Approve Payroll Preview	Key Accountant, Payroll Accountant

Post Payroll

Action	Who Can Act
Post Payroll	Payroll Accountant, Key Accountant, 1st Assistant Accountant

Accounting Approvals

Journal Entry Approval

Step	Action	Who Can Act
1 Skippable	Submit Journal Entry	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant
2 Required	Approve Journal Entry	Key Accountant

Distribution Change Approval

Step	Action	Who Can Act
1 Skippable	Submit Distribution Change	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant
2 Required	Approve Distribution Change	Key Accountant

Cost Reporting Access

Access Level	Who Has It
Full Access	Key Accountant, 1st Assistant Accountant
View Only Access	2nd Assistant Accountant

Accounts Payable Approvals

Vendor Approval

Step	Action	Who Can Act
1 Skippable	Submit Vendor	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator, UPM, Department Head (of submitter's division)
2 Required	Approve Vendor	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

Department heads can submit a vendor on behalf of their division, but vendor approval itself stays with the central accounting team — there is no separate department head approval step for vendors.

Purchase Order Approval

Step	Action	Who Can Act
1 Skippable	Submit PO	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator, UPM
2 Required	Department Head Approves PO	Department Head (of submitter's division, if enabled)
3 Required	Approve PO	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

If the Accounts Payable division access is enabled, a purchase order goes to the submitter's department head before it reaches central accounting for final approval.

PO Amendment Approval (optional workflow)

Step	Action	Who Can Act
1 Skippable	Submit PO Amendment	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator
2 Required	Department Head Approves PO	Department Head (of submitter's division, if enabled)
3 Required	Approve PO	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

Bill Transaction Approval

Step	Action	Who Can Act
1 Skippable	Submit Bill	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator, UPM
2 Required	Department Head Approves Bill	Department Head (of submitter's division, if enabled)
3 Required	Approve Bill	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

If the Accounts Payable division access is enabled, a bill goes to the submitter's department head before it reaches central accounting for final approval.

Payroll Bill Approval (optional workflow)

Step	Action	Who Can Act
1 Skippable	Submit Payroll Bill	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator, UPM
2 Required	Approve Payroll Bill	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

This workflow is not affected by your divisions setup — payroll bills stay with the central accounting team from submission through approval.

Bill Payment Approval

Step	Action	Who Can Act
1 Required	Submit Bill Payment	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant
2 Required	Approve Bill Payment (physical checks only)	Key Accountant, 1st Assistant Accountant

Crew Expenditure Approvals

Petty Cash Approval

Step	Action	Who Can Act
1 Skippable	Submit Petty Cash	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator, UPM
2 Required	Department Head Approves Petty Cash	Department Head (of submitter's division, if enabled)
3 Required	Approve Petty Cash	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

If the Crew Expenditures division access is enabled, petty cash requests go to the submitter's department head before final approval by central accounting.

CP Envelope Approval

Step	Action	Who Can Act
1 Skippable	Submit CP Envelope	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant, Accounting Clerk, Line Producer, Production Supervisor, Production Coordinator, UPM
2 Required	Department Head Approves CP Envelope	Department Head (of submitter's division, if enabled)
3 Required	Approve CP Envelope	Key Accountant, 1st Assistant Accountant, 2nd Assistant Accountant

If the Crew Expenditures division access is enabled, CP Envelope (card payment) requests go to the submitter's department head before final approval by central accounting.

Making Changes After Setup

This setup reflects what your team selected during onboarding and is meant to get your project running with sensible defaults. If you need to make a change — adding or removing an approver, reassigning a role, or adjusting a workflow step — please schedule an Optimization Check In and they'll help you update it.

Version 1.0 | Updated: August 2026

How To: Default Project Setup with Divisions (US)