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Level 1

How do I make an employee inactive ??

QuickBooks Team

How do I make an employee inactive ??

Hey, andy61. I'll help you with this.

To make an employee inactive, you can change their status to Not On Payroll, or Terminated. Once you've done this, their names will still appear in your reports, but will be marked with an asterisk to indicate they're no longer active. You'll also no longer be charged for the worker. Here's how it's done in QuickBooks Online Payroll:
1. Go to Workers, then Employees.
2. Choose the one you're looking to make changes to.

3. Click on the Edit () icon, next to Employment.
4. From the Status drop-down, select the new one you want to update their profile with.
5. Hit Done to save the adjustment.

It's that easy! If you're using a different kind of payroll subscription, like Intuit Online Payroll, you can find further steps on how this is done in the following article: Delete or terminate an employee

Let me know if this works for you. I'll be here to assist if you have any questions. Have a great weekend!

Level 2

How do I make an employee inactive ??

Attempting to follow these steps, but, when I select the employee I want to make inactive, "employment" is not an option.
QuickBooks Team

How do I make an employee inactive ??

Try to check for the Employment tab by clicking the Edit employee button below the name of the employee, @MDBR


Follow the steps below:

  1. Go to the Workers menu and select Employees.
  2. Click the employee’s profile.
  3. Select the Edit employee button under the name of the employee. 
  4. On the page that appears, click the Employment tab. 
  5. Under the Status drop-down, edit the status of the employee. 
  6. Click on Done to save the changes.

You can check the article provided by my colleague for more information: Terminate or change employee status payroll


If you still don't have this option, try to clear your browser's cache. This error can be caused by the piled-up cache in your regular browser. 


First, try using a private browser when going through the steps. If it works, proceed and clear the cache in the one that you're currently using.


Here’s how to go incognito or use a private browser:

  • For Chrome, press Ctrl + Shift + N.
  • For Internet Explorer or Firefox, press Ctrl + Shift + P.
  • For Safari, hold down Command + Shift + N.

Here's the clearing temporary internet files and cache article for detailed instructions. 


You can also use other browsers like Chrome, Safari, Edge and the like if the steps above didn’t work.


Stay in touch if you need further assistance with your account. I’m always glad to help in any way I can.

Level 1

How do I make an employee inactive ??

I follow all these steps but still can't see such options in my QB. The only options I can see with our employees are: additional pay, deductions, employee's leave and mark as leaver. I don't want to mark the employee as a leaver as we want to keep her on the payroll just in case something changes in the near future and we need her back. Currently, due to coronavirus, the fact that we can't open the whole cafe and are serving from a hatch only we need a limited amount of employees as we have only a limited amount of hours available.  The both sides agreed though that we will keep her on our payroll and have her back when there's a vacancy available. How do I change her status? Thanks


How do I make an employee inactive ??

Hello there, @aga3.


Welcome to the Community. I can provide some clarification about making an employee inactive in QuickBooks Online.


The Employment section under your employee's profile should be available after processing the first payroll or once you add its historical data. After entering the information, you can proceed with changing the employee status.


Here's how:


  1. On the left panel, hover your cursor to Payroll and select Employees.
  2. Click the employee name.
  3. Press the pencil icon next to Employment
  4. Update the status.
  5. Hit Done

If the problem persists, I recommend you speak to one of our representatives by requesting a callback. This feature allows you to reach out to our support team in a much easier way.


Please follow these steps:


  1. Click the Help menu and select Contact Us.
  2. Provide a short description or tell us specifically how we can help you, then click Let's talk.
  3. Click Get a callback.
  4. You also have the option to click Message an agent if you want a chat agent instead.

I've also included an article in case you need some ideas about adding additional information to your employee's profile in QuickBooks: Add and use notes.


I'm only a few clicks away if you have any other questions. Wishing you and your business continued success.

Level 1

How do I make an employee inactive ??

Hi, Thank you for the explanation. Unfortunately, when I go to the 'employment details' bit of the employee I don't have such an option as Status so cannot change it from active to anything anything else. I guess I'll have to request a call back. Thanks anyway!

photo_2020-09-10_17-26-48.jpg photo_2020-09-10_17-21-55.jpg

Level 1

How do I make an employee inactive ??

When I follow these steps the employee still shows up as an option (without an asterisk) in the weekly time sheet list of employees


How do I make an employee inactive ??

Thanks for joining this thread, samq218. I'm here to help you get this taken care of.


You'll want to double-check if you've inactivated the appropriate employee. Once verified, yet you're still getting the same result, we can check if this has something to do with your browser's cache. 


We can use a private browser to open your account and see if the employee still shows up without an asterisk. Please use these keyboard shortcuts:


  • Google Chrome: press Ctrl + Shift + N
  • Mozilla Firefox: press Ctrl + Shift + P
  • Safari: press Command + Shift +N

If it works, let's switch back to the regular browser and clear its cache. This helps to restore the default setup of the browser. Otherwise, you can use other supported browsers.


Visit us again if there's anything else I can do to help with inactivating employees in your account. I'd be more than happy to assist.

Level 2

How do I make an employee inactive ??

"The Employment section under your employee's profile should be available after processing the first payroll or once you add its historical data. "

This is one of several features in QuickBooks I've encountered so far that (a) allow data to be entered, but then (b) aren't properly editable unless some other conditions are met that weren't made clear during initial data entry. The only way I found out about the preconditions to edit an employee's active/inactive status was by googling and finding this post after the employee profile was already entered.

In addition, there is no warning or message indicating that data is incomplete, or that some feature (e.g. editing active/inactive status) is disabled. The link or menu item is simply missing. If the feature were present but disabled and accompanied with a tooltip or explanatory message, then the user would know that the feature exists, and understand what to do to enable the feature.

Missing features have also been a problem in support calls. The QuickBooks support person will ask me to click on some feature, but the feature isn't there, and then in that moment we're at a loss how to proceed.

Content Leader

How do I make an employee inactive ??

Good morning, Rethunk.


Thanks for joining us here in the Community. I'd be glad to provide some info about data entry and alert messages in QuickBooks Online.


You've got some great ideas regarding editing previously entered data, warnings for incomplete data, and disabled features that would be beneficial to have within the program. I'll do my part and pass your feedback along to the Product Development Team to let them know you'd like to see other options for editing data regardless of other conditions and increased notifications for certain features being disabled.


Many product updates and features releases come directly from great user suggestions like yours. You can keep up with these types of updates by viewing the QuickBooks Blog.


Please feel free to reach back out with any other concerns or questions you may have. I'll be here to help.

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