Why do my Deleted and Archived employees show up in Time Entry?

Thanks for dropping by the Community forum. I'm here to impart insight into your deleted and archived employees.

Archiving a team member will erase all their personalized settings and prevent them from being able to access QuickBooks Time. Despite this, all the associated data will remain saved in QuickBooks Time for future reference.

As an admin or a manager, you will still be able to view all of their timesheets, and their data will continue to appear on reports. However, it is important to note that their timesheets cannot be adjusted after they have been archived.

For detailed information, refer to this article: Add and manage team members for QuickBooks Time.

I'm adding these articles you can use in the future:

• Create and manage jobs or customers in QuickBooks Time.
• Set up and manage customer fields in QuickBooks Time.
• Set up and manage Time Off in QuickBooks Time.

Feel free to post here again if you have further QuickBooks-related concerns. We are available 24/7 to lend a hand with each of your queries. Stay safe!

Hi James,

Thanks for your reply.  I can understand why their information would continue to display in reports, but there seems to be no reason to have them displaying in the Time Entry screen.  I guess my request is that there be an option to hide these individuals from the Time Entry screen.  Here's why...

My situation specifically:  Every day I have to go in and review the employee's time from the previous day for approval.  When I type in a name in the search field, it begins to populate the field with any name that matches or even contains the combination of letters I'm typing.  The problem is that if I type in "John", it begins to fill up with any John that's ever worked for the company, and usually places the Deleted and Archived people at the top of the list.  It's very frustrating because I have to sift through all of these past employees to try and find my currently active individual.

Since I cannot edit or change the time entry for any Archived or Deleted individual, why would I want them to show up in my Time Entry searches?  At the very least they should appear beneath the currently active individuals and not be above or mixed in with those whose time entries I can still edit.  Still, I believe an option to hide them completely and not show up in the searches would be preferable.

Any suggestions?

Hi James,

Thanks for your reply.  I can understand why their information would continue to display in reports, but there seems to be no reason to have them displaying in the Time Entry screen.  I guess my request is that there be an option to hide these individuals from the Time Entry screen.  Here's why...

My situation specifically:  Every day I have to go in and review the employee's time from the previous day for approval.  When I type in a name in the search field, it begins to populate the field with any name that matches or even contains the combination of letters I'm typing.  The problem is that if I type in "John", it begins to fill up with any John that's ever worked for the company, and usually places the Deleted and Archived people at the top of the list.  It's very frustrating because I have to sift through all of these past employees to try and find my currently active individual.

Since I cannot edit or change the time entry for any Archived or Deleted individual, why would I want them to show up in my Time Entry searches?  At the very least they should appear beneath the currently active individuals and not be above or mixed in with those whose time entries I can still edit.  Still, I believe an option to hide them completely and not show up in the searches would be preferable.

Any suggestions?

Hi James,

Thanks for your reply.  I can understand why their information would continue to display in reports, but there seems to be no reason to have them displaying in the Time Entry screen.  I guess my request is that there be an option to hide these individuals from the Time Entry screen.  Here's why...

My situation specifically:  Every day I have to go in and review the employee's time from the previous day for approval.  When I type in a name in the search field, it begins to populate the field with any name that matches or even contains the combination of letters I'm typing.  The problem is that if I type in "John", it begins to fill up with any John that's ever worked for the company, and usually places the Deleted and Archived people at the top of the list.  It's very frustrating because I have to sift through all of these past employees to try and find my currently active individual.

Since I cannot edit or change the time entry for any Archived or Deleted individual, why would I want them to show up in my Time Entry searches?  At the very least they should appear beneath the currently active individuals and not be above or mixed in with those whose time entries I can still edit.  Still, I believe an option to hide them completely and not show up in the searches would be preferable.

Any suggestions?

This is another reason I will NOT switch over to using QB payroll services. The archival issue is a BIG one. Get with it QB. Once archived, they should not be on the list! This happens with everything... vendors, customers, etc. There needs to be a way to keep things clean and not so cluttered.