Overview
If a project worker needs to update their legal name 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.
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:
In the left-side navigation, click the dropdown menu and select the project the worker is on
Click People in the left-side navigation
On the People dashboard, click the name of the worker whose documents need to be updated
Scroll down to the Startwork section and click Edit
Uncheck the document(s) that were issued with the incorrect name, then click the Save button
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
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:
Document | Re-signing required? | Why |
|---|---|---|
W-4 | Yes, worker must re-sign the W-4. They can do this from their Tax Documents in Wrapbook. | The IRS requires the name on the W-4 to match the worker's Social Security card for accurate tax reporting and W-2 issuance |
W-9 (contractors and loan-outs) | Yes, worker must re-sign the W-9. They can do this from their Tax Documents in Wrapbook. | The name must match the SSN or EIN on file for IRS tax reporting; a mismatch can trigger backup withholding |
I-9 | Not legally required | USCIS does not require employers to update Form I-9 for a name change, but recommends maintaining accurate information |
Deal Memos, NDAs, and other custom documents | Not legally required | No federal or state law requires re-signing, but re-issuing under the correct name is recommended for accuracy and enforceability |
If you have questions about your specific compliance obligations, consult your legal counsel.