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useragjcompanies
Level 1

How do you make an employee temporarily inactive without losing information?

 
18 Comments 18
Nick_M
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

Hey there, useragjcompanies. 

 

I'm happy to show you how to make your employee inactive. Don't worry following these steps you'll keep all their information in case you ever need to reactivate them at a later date:

  1. Go to Workers or Payroll menu, then select Employees.
  2. Under Action, select the drop-down beside Edit.
  3. Select Make Inactive.

If you decide to make the employee active again:

  1. Select the Gear icon below Add an employee.
  2. Select Include inactive.
  3. Select Make active.

If there's anything else I can help with, feel free to post here anytime. Thank you and have a nice evening. 

john-pero
Community Champion

How do you make an employee temporarily inactive without losing information?

No data is lost,, at all.. You will not lose any info by deactivating an employee. Their data will still be pulled for all forms including W2. What deactivating does is removes the employee from the run payroll activity including any per employee cost to your subscription.

 

Tony1331
Level 1

How do you make an employee temporarily inactive without losing information?

I can't find anything you stated, where is workers? Can't find actions button, lost need help

Tony1331
Level 1

How do you make an employee temporarily inactive without losing information?

I was unable to do this, where is workers, action drop down box, need help thanks.

TirzahC
Level 7

How do you make an employee temporarily inactive without losing information?

Let's get this sorted out so you were able to see the worker's menu, Tony1331.

 

I'd be glad to show you how to make an inactive employee active again. Here are the steps to get this done:

  1. Go to the Payroll menu.
  2. Select Employees.
  3. Choose Inactive employees in the drop-down arrow list.
  4. Select the inactive employee.
  5. Click the small pencil icon in the Employment section.
  6. In the Status drop-down, click Active.
  7. Click Done.

If the same issue persists, =the web browser keeps information in its cache from the pages you've previously visited. When this gets full, its communication with QuickBooks can be affected. With this, clearing your browser's cache or switching to a different one would be advisable. 

 

You can also check out this link below for more details about modifying an employee status in QuickBooks Online: Add, edit, or inactivate an employee

 

If there's anything else we can help with in the meantime, feel free to post below, thank you for your time, and have a nice day! 

kemory98516
Level 1

How do you make an employee temporarily inactive without losing information?

Follow-up question.  We have summer employees.  If I make them inactive and then reactivate them, does Quickbooks Payroll keep track of periods of time when they were active and periods of time when they were inactive?

Angelyn_T
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

I appreciate you for joining the thread, @kemory98516. I can share with you some insights about inactive employees in QuickBooks Online (QBO).

 

Once you've inactivated an employee and changed its status to Not On Payroll, or Terminated, his or her profile and pay records will remain in your account. However, you'll no longer be charged for the worker. The name will still appear in your reports but will be marked with an asterisk to indicate they're no longer active. From there, you'll be able to know what specific period your employee is made inactive and not.

 

Otherwise, you can check out your Audit Log report to see the activities made to your employee. You can select the View link in the History column to open the audit history. This tells you when the changes happened and who made them.

 

I'm adding this link to learn more about modifying an employee's status in QBO: Terminate or change your employee's status on the payroll.

 

If you wish to delete an employee from your record, use this article as your reference: Delete an employee's profile from payroll.

 

Let me know if you have any other follow-up questions about employee's temporarily being inactivated from your account. I'll be right here to help. Keep safe!

MB_BCE
Level 2

How do you make an employee temporarily inactive without losing information?

I'm using quickbooks online (qbo) but there's no "pencil" option next to the employee name. The only option I see is to "Delete" employee. I tried that and it actually deleted the employee instead of marking it inactive.

 

How do I mark an employee inactive instead of outright deleting the employee?

Catherine_B
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

I can show you how to edit an employee's status, hunnypuppy.

 

Options will vary especially if you have subscribed to the payroll service or not, or created a paycheck for the employee or haven't yet. Nonetheless, you can edit the employee and change its status. Let me show you how: 

 

  1. Click the Payroll menu and select Employees.
  2. Select the employee to edit.
  3. Under the employee's name, click when you see the Edit employee option.
  4. Select the Employment tab.
  5. Under the Status drop-down, click Inactive or Not On Payroll.
  6. Click Done.

If you want to change the status of the employee, you follow the same steps. 

 

You'll want to use this link for a list of articles that will help you manage payroll and employee information: Community Payroll Help Articles.

 

Let me know if you have any clarifications or concerns. I’m here to help and make sure you’re taken care of. Enjoy the rest of the day.

MB_BCE
Level 2

How do you make an employee temporarily inactive without losing information?

I don't see these options. Is that because I haven't run any any paychecks as yet for the employee?

katherinejoyceO
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

Thanks for actively responding, @MB_BCE. Let me chime in to guide you some more in updating your employee's information. 

 

It doesn't matter if you have or haven't run payroll yet. You can always edit your employees' details. I've got you the steps below with the screenshot: 

 

  1. Go to the Payroll menu, then Employees.
  2. Locate the employee you want to update, then click Edit under the Action section. employee.JPG
  3. Edit their info on the Employee Information page, then click Save when done. employee2.JPG

 

For future reference, you'll want to set up your company payroll for direct deposit so you can pay your employees electronically.

 

Let me know in the comment section below if you need anything else. We're always here to lend a hand. 

backoffice95
Level 1

How do you make an employee temporarily inactive without losing information?

Side question... how do we get access to that view to edit Employee Information? It looks more like an Employee Information card, where you can designate some kind of display name. This would be a huge benefit to us, as we have the need to use display names that differ from legal names within QBO and QB Time.

In our account, I see a different view for editing employee details. Is the view shown here in the screenshot answer available?

Thank you!

JamaicaA
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

I'd be happy to address your concerns, @backoffice95

 

There are two user views available in QuickBooks Online: Business and Accountant. You can switch between them anytime. By doing so, it will not affect your accounts or data.

 

The main difference is in the appearance. Each view has its own feature, menu, and button, but the actions are almost the same. 

 

If you see a different interface  from the screenshot shown above, you're using the Business view in QuickBooks Online. To obtain the employee info, kindly refer to the screenshot below:
 
1.png


You'll need to switch to the Accountant view so you can see the same screen. From there, you can access the employee info.

 

Here's how:

 

1. Go to the Settings ⚙.
2. Select Switch to Business view or Switch to Accountant view.

 

For your visual reference, I've added some screenshots below:
 

2.png

 

3.png


Additionally, can you please provide a snapshot of the different interfaces to which you are referring? This will allow me to check if there are any open investigations about this.

 

For more information about the two user views, you can click this link. This will help you learn more about the things that you can do with their differences.

 

I'm also adding these resources that will guide you through how to set up and run payroll. This also includes a video you can watch to help you along the process.
 

 
Feel free to leave a comment below if you have additional concerns with managing employees. I'm more than willing to help. Keep safe.

MB_BCE
Level 2

How do you make an employee temporarily inactive without losing information?

So for the benefit of others - when you create a new Employee, you won't see the above screenshot/options and you can't make a new employee inactive - UNTIL you've run atleast one payroll for the employee. After you run the first payroll you'll see the above options for the employee - until that point it's a basic setup screen for the employee which looks very different.

karen1337
Level 1

How do you make an employee temporarily inactive without losing information?

I cannot locate the 'edit' button for employees.

 

When I click on their name to make them inactive, there is nowhere to choose 'edit'.  Can you please assist?

AlexV
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

Hello karen1337!

 

I can help you in inactivating an employee.

 

This is how the edit button looks like:Capture.PNG

 

Another option is to click the Pencil (Edit) icon on the Employment section.

 

I suggest you use an incognito window and edit the employee from there. Incognito won't save your browsing history which can result in an error. These are some of the shortcut keys:

  • Google Chrome: Ctrl Shift + N
  • Safari 11 or newer: ⌘ Shift N
  • Mozilla Firefox: Ctrl Shift P
  • Microsoft Edge: Ctrl Shift P  

 

If the same thing happens, you'll want to clear the cache and make sure you're using a supported and up-to-date browser. This can fix any browser-related issues.

 

In addition, I included this article if you need help in running payroll reports: Run payroll reports in QuickBooks Online.

 

Keep your posts coming if you need more help with payroll. Take care!

Sama2z
Level 1

How do you make an employee temporarily inactive without losing information?

Can you update the method

AlexV
QuickBooks Team

How do you make an employee temporarily inactive without losing information?

Hi Sama2z!


Let me show you how to make an employee inactive.


The steps are still the same in making an employee inactive. Follow these steps:

  1. From the left panel, go to the Payroll menu and select Employees.
  2. Double-click the employee's name, then click the Edit employee option.
  3. Select the Employment tab. Under the Status drop-down, click Inactive or Not On Payroll.
  4. Click Done.

 

The buttons and options are still the same regardless of whether you're in the new user interface or the old one.


I added this link if you need help in running, customizing, and saving reports including payroll-related ones: Run reports in QuickBooks Online.


Please let me know if you have other concerns. Take care!

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