How to correct a worker's legal name, DOB or SSN in Wrapbook

Overview

If a project worker needs to update their legal name, DOB or SSN in Wrapbook — whether due to a typo during onboarding or an official legal name change (such as a marriage, divorce, or court order) — there are specific steps both you and the worker need to take.

Important notes:

• Neither production administrators nor workers can edit a worker's legal name, SSN, date of birth, or EIN directly. These fields are locked in Wrapbook once they have been added.

• Legal Name, DOB and SSN cannot be changed by the worker after being added.  These changes must be made by the Wrapbook Support Team.

• Resident addresses, emergency contacts, and tax document preferences can all be changed by the worker after being added

Understanding your role

Your role depends on two things: whether the worker has received payments through Wrapbook, and whether startwork documents were already issued under the incorrect name.

Step 1: Get the worker's name corrected in Wrapbook

There are three scenarios depending on where the worker is in the process:

The worker has not started onboarding yet

When you invite a worker to a project, the name you enter is a placeholder — not the legal name Wrapbook uses for payroll. What happens next depends on whether the worker already has a Wrapbook profile:

• If the worker has an existing Wrapbook profile, their legal name will automatically populate in the project's People dashboard when they accept the invitation, regardless of what you entered

• If the worker is new to Wrapbook, the Legal First Name field will be pre-filled with the name you entered, but the worker can edit it during onboarding. Once they save the correct name, the People dashboard updates automatically.

In both cases, no action from the Wrapbook Support Team or you is needed — the worker's name will be correct by the time they complete onboarding.

If the worker already has a profile with the wrong legal name and hasn't been paid, you can remove the worker from the project and re-invite them under their correct legal name.

The worker has not been paid yet

The worker's legal name can only be corrected by the Wrapbook Support Team. Once corrected, any startwork documents that were issued with the incorrect name will need to be updated (see Step 2 below).

The worker has already been paid

The worker's name is locked and cannot be changed by the worker or by you. The worker must contact Wrapbook Support directly to request the correction.

Wrapbook Support will verify the worker's identity (typically by requesting a government-issued ID, marriage certificate, or court order showing the updated name) before making the change. Once identity is confirmed, Support will update the name in the system.

Note: Wrapbook Support will update the worker's legal name in their profile, but they will not automatically update startwork documents. Once you've confirmed the name has been corrected, you will need to complete Step 2 below.

Correcting a worker's Social Security Number (SSN)

An incorrect SSN can cause tax reporting errors and payroll failures. SSN corrections must be made by the Wrapbook Support Team and cannot be made by the worker or by production administrators.

How to request an SSN correction

1. The worker should contact Wrapbook Support directly to request the correction

2. The worker will be asked to provide verification of their correct SSN. Acceptable documentation typically includes:

   • A Social Security card

   • A government-issued ID that includes the SSN (such as a tax document or IRS notice)

3. Once identity and SSN are confirmed, Wrapbook Support will update the SSN in the worker's profile

What happens after an SSN is corrected

• Any tax documents (W-4, W-9) that were completed under the incorrect SSN will need to be re-issued. The worker will be prompted to re-sign these documents once the correction is made.

• If payroll was already processed under the incorrect SSN, please contact Wrapbook Support for guidance on corrected tax reporting. A corrected W-2 may need to be issued at year end.

If the worker is not yet paid: Production administrators can remove the worker from the project and re-invite them under the correct SSN before their first payroll run.

Correcting a worker's date of birth (DOB)

An incorrect date of birth can affect payroll tax calculations and compliance records. DOB corrections must be made by the Wrapbook Support Team.

How to request a DOB correction

1. The worker should contact Wrapbook Support directly to request the correction

2. The worker will be asked to provide a government-issued ID showing their correct date of birth (for example, driver's license, passport)

3. Once confirmed, Wrapbook Support will update the DOB in the worker's profile

What happens after a DOB is corrected

• Tax documents may need to be re-issued. The worker will be notified if re-signing is required.

• Startwork documents issued under the incorrect DOB should be reviewed and re-issued if needed (see the documents table below).

How long do corrections take?

Wrapbook Support typically processes legal name, SSN, and DOB corrections within 3–5 business days of receiving the request and all required documentation. Processing time may be longer during peak periods.

To avoid delays: submit your correction request with clear documentation attached. Incomplete requests will require follow-up before they can be processed.

Step 2: Update affected startwork documents

Updating startwork is permission based

To update a project worker’s startwork, your account must have one of the following roles enabled:

• Role: Company Admin, Company Manager, Project Coordinator

• Custom role with: Worker hiring and startwork - Full access, Project access only

Once the worker's legal name has been corrected in their profile, you may need to update startwork documents that were issued under the incorrect name, depending on the document type (see the documents table below). Updated documents will be sent to the worker for re-signing.

How to update a project worker’s existing startwork:

1. In the left-side navigation, click the dropdown menu and select the project the worker is on

2. Click People in the left-side navigation

3. On the People dashboard, click the name of the worker whose documents need to be updated

4. Scroll down to the Startwork section and click Edit

5. Uncheck the document(s) that were issued with the incorrect name, then click the Save button

6. Re-check those same document(s), then click the Save button again -- this will issue a fresh version of each document under the worker's corrected legal name

7. Notify the worker that their documents have been updated and that they will need to re-sign them

What happens next? Once the updated documents have been issued, the worker will be prompted to re-sign them. Previously signed versions will no longer be valid for compliance or payroll purposes. Onboarding will be considered complete again once all required documents have been re-signed.

Which documents need to be updated?

Requirements vary by document type. Use the table below as a guide:

If you have questions about your specific compliance obligations, consult your legal counsel.