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Jeffrey Pirente
Level 1

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

I have many Deleted and Archived Employees in the system.  Every time I go into Time Entry and type in names, the Deleted and Archived employees display in the list, most of the time before my current employees.  I have one employee name when I type it where I have to scroll past 10 Deleted and Archived names before I can get to hers. Why are the Deleted and Archived employees displaying in the Time Entry list at all?  If they are Deleted or Archived they are no longer active and we would not be adjusting their time anyway.

 

Could there not be an option to hide these employees so they no longer display in the Time Entry screen?

Solved
Best answer February 08, 2024

Best Answers
Rea_M
Moderator

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

Thanks for your immediate response and for providing more details, Jeffrey. We encourage you to send feedback or product recommendations to help improve the features and your experience with the platform.

 

For the time being, archived employees are not included in the search when entering time entries. They'll only populate when reviewing or approving time, marked with an (X) icon before their name.

 

We understand the advantages of deleting archived employees when reviewing time entries, but this capability is currently unavailable, and we cannot specify when it will be implemented. Our product engineers continuously seek to fulfill our customer's needs, and your input is vital in deciding which features will be incorporated in upcoming updates. Here's how to do this through the web dashboard:

 

  1. Sign in to QuickBooks Time and select Help.
  2. Select Suggest Idea.
  3. Enter your idea, then click Send Idea.

 

Additionally, QuickBooks Time provides a specific report that displays the total hours tracked for each job or customer and the team members involved. To access this report, please see this article as your guide: Run the itemized total time report for QuickBooks Time.

 

We'll always be around if you need assistance managing your employees and tracking time entries in QuickBooks Time. Drop your comments below, and we'll ensure to help you out. 

View solution in original post

5 Comments 5
JamesAndrewM
QuickBooks Team

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:

 

 

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!

Jeffrey Pirente
Level 1

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

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?

Jeffrey Pirente
Level 1

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

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?

Jeffrey Pirente
Level 1

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

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?

Rea_M
Moderator

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

Thanks for your immediate response and for providing more details, Jeffrey. We encourage you to send feedback or product recommendations to help improve the features and your experience with the platform.

 

For the time being, archived employees are not included in the search when entering time entries. They'll only populate when reviewing or approving time, marked with an (X) icon before their name.

 

We understand the advantages of deleting archived employees when reviewing time entries, but this capability is currently unavailable, and we cannot specify when it will be implemented. Our product engineers continuously seek to fulfill our customer's needs, and your input is vital in deciding which features will be incorporated in upcoming updates. Here's how to do this through the web dashboard:

 

  1. Sign in to QuickBooks Time and select Help.
  2. Select Suggest Idea.
  3. Enter your idea, then click Send Idea.

 

Additionally, QuickBooks Time provides a specific report that displays the total hours tracked for each job or customer and the team members involved. To access this report, please see this article as your guide: Run the itemized total time report for QuickBooks Time.

 

We'll always be around if you need assistance managing your employees and tracking time entries in QuickBooks Time. Drop your comments below, and we'll ensure to help you out. 

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