How do I make an employee inactive

I can walk you through making an employee inactive, ridolfi01.

There are a few steps to get this done. Here's how:

1. Select the Employees tab from the left menu.
2. Click the name of the employee you'd like to make inactive.
3. Go to the Employment section, then click the pencil icon.
4. Change the Status of the employee using the drop-down arrow.
5. Click Done.

You can check this article for additional details: Add, edit, or inactivate an employee.

I'm also including this link that have the lists of commonly used articles to get started with payroll.

I'm always here if you have other concerns. Have a great day!

Hi there.

In the Employee section under the Employee that I need to make inactive, there is no Pencil Icon. All I can do is click on the Employee and not sure where to make them Inactive from there.

Hi there, @MillCity Hardscape.

I'll help you make your employee inactive. You can see the Pencil icon when you click the employee name. However, I can show you another way on how to make your employee inactive.

Here's how:

1. In your QuickBooks, go to the Payroll menu at the left navigation pane.
2. Choose the Employees tab.
3. From there, find the employee you want to inactive, then at Action column, choose the Edit drop-down.
4. Select Make Inactive.
5. A pop-up notification will appear, just click Yes.

You'll want to enter additional information in your employees, feel free to check out this article: Add and use notes.

Click the Reply button if you have other concerns. I'd be here to help you out. Have a great day!

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In these instructions it references an "Action" column - but I don't have an Action column in my Employees tab. I am trying to stop inactive/terminated employees from syncing to TSheets - how can I make them inactive in QBO so that they don't show up in my TSheets schedule?

@Rubielyn_J wrote:

Hi there, @MillCity Hardscape.

 

I'll help you make your employee inactive. You can see the Pencil icon when you click the employee name. However, I can show you another way on how to make your employee inactive.

Here's how:

1. In your QuickBooks, go to the Payroll menu at the left navigation pane.
2. Choose the Employees tab.
3. From there, find the employee you want to inactive, then at Action column, choose the Edit drop-down.
4. Select Make Inactive.
5. A pop-up notification will appear, just click Yes.

You'll want to enter additional information in your employees, feel free to check out this article: Add and use notes.

 

Click the Reply button if you have other concerns. I'd be here to help you out. Have a great day!

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Hi @jennypro,

I'll walk you through how you can make an employee inactive in QuickBooks Online (QBO).

Here's how:

1. Highlight the Payroll tab.
2. Select Employees.
3. Look for the employee you want, then click to open.
4. Search for the Employment section, then click the Edit (pencil) icon.
5. Change the Status drop-down menu as necessary.
6. When finished, press Done.

For a terminated employee, take a look at this article: Create final paychecks for terminated employees. It's a step by step guide on how you can process the final paycheck for a terminated employee. 

If you have any other concerns, tap Reply, and place them in the comments below. 

I also do not have an option to make an employee inactive.  No pencil icon or "action" option.  Is this because we have not yet ran a payroll in QBO?  

Last year we attempted to get everythign set up, but it ended up being a huge mess and had to hold off on using the Payroll option in QBO until the first check of this year.  I had several employees listed that are no longer with our company, and I ended up just completely deleting them as there was no other option.  

For the future, after I run our first payroll, will I then be able to edit should they leave or become inactive?  

Thanks!

Hello there, BethatVIVO.

Yes, you're right. Along as you've manually added your employee in QuickBooks and have done running payroll for this employee, you'll have an option to edit their employment details and make them inactive as well.

Otherwise, you'll only have an option to delete the employee. If they're no longer working with you, you can then follow the steps shared by my colleague above or go through with the same steps below:

1. Click the Employees tab on the left navigation menu. 
2. Select the employee from the list.
3. Click the small Pencil icon next to Employment.
4. Change the status of the employee to inactivate them.
5. Click Done.

To manage payroll schedules or if you want to run payroll reports soon, you can check these articles for additional guide:

• Learn how to set up and assign pay schedules to pay your employees. 
• List of payroll reports.

Let me know if you have other questions. Take care and stay safe always.

I unable to find the employment to inactive employee.

better to send screen shot.

I got your back, Nasir Khan.

Let me provide the steps again with screenshots as a reference. 

1. Log in to your QuickBooks Online account.
2. From the Payroll menu, click Employees.
3. Select the employee to inactivate.
4. Under the Employment column, click the pencil icon beside it.
5. In the Status drop-down, select Terminated or Not On Payroll.
6. Click Done to save.

Additional notes on what happens if an employee is set to either Terminated or Not On Payroll are found in this article: Delete or terminate an employee. Scroll to the bottom of the article to view it. 

In case you need to delete or void paychecks first before you can inactivate the employee, you can see this article: Delete or void paychecks. 

Feel free to post again or leave a comment below if you have any other concerns. I'll be here if you need further assistance. Take care and have a great day!

I don't get that screen when I choose the employee. This is the screen that I get.

Hey ArmariTransport,

Thank you for reaching out to us! However, it seems as if the screenshot didn't upload. Could you go ahead and attach once more so we can assist you further? I will be looking out to your response. Take care! 

She probably gets the same thing I do. I've followed all of the steps above and I do not have those options either.

She most likely gets the same thing I do. I've tried to follow all of these instructions above and none of them help because the things you have asked to look for are not there. There is no way to set an employee as inactive (not visible as you've said above), yet it is obviously possible since there is an active and inactive list.

Thanks for joining us here in the thread, @RabbitsPC. I'll share some insights about making an employee inactive in QuickBooks Online (QBO).

As I check on the screenshot you've attached to your post, It looks like you haven't yet finished setting up your employee in your QBO account. Some features may not show if you're a new user. You'll have to set it up for the option to appear in your account.

To make an employee inactive, you'll have to complete setting them up in your account first. You can visit this article for more details about adding a new employee to QuickBooks Online. Once done, proceed to the steps mentioned above to make your employee inactive.

Additionally, feel free to read the following articles for future reference:

• Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more
• Year-end checklist for QuickBooks Online Payroll

Please don't hesitate to notify me by hitting the Reply button below if you have other QuickBooks-related concerns. It'll be my pleasure to assist you and make your QuickBooks experience awesome. Keep safe and enjoy your weekend! 

You need to first put a payroll through. Once you do (and you can delete it after, just set it to a later release date), you will get all of these options for all staff. Take note: To be able to complete this action of making the employee inactive, you need to have their start and end date, birthday, and a reason they are no longer employed there.

The options you see are only on your end right now until a person puts a payroll through. Once this is done, then these options become available, however, you need to be able to provide a start/end date as well as reason for leaving and a birthdate or you can't set them to inactive. I just went through your tech support and I figured this out.

Seems like important information for a new user. I just signed up and are about to submit my first payroll. Lots of frustrating hours to learn what should be presented to new users automatically. Especially irritating to be told to use the edit pencil when it is nowhere to be found. Appears to be the Nike method, just do it.

Is there a way to make multiple employees inactive at one time or do you have to inactivate one by one?

Hello there, Agomez.

I can see how helpful it would be to deactivate multiple employees at the same time. That said, I'd recommend sharing this idea with our developer's team. Your valuable feedback goes to our Product Development team to help improve your experience in QuickBooks Online. You can send one by clicking the Gear icon and then selecting Feedback.

You can track feature requests through the QuickBooks Online Feature Requests website.

As of now, you'll have to deactivate employees manually. Here's how:

1. From the Payroll tab, select Employees.
2. Click the employee's name.
3. Click the edit (pencil) icon in the Employment section.
4. Select a status on the Status field.
5. Click Done.

You can also check this article that has detailed information to close out the previous year and prepare for the new one: Year-end guide.

Feel free to mention my name if you have concerns about closing out your books.