purgeing employee list

General support regarding TimeTrex, such as
configuring policies/taxes or processing payroll.
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jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

purgeing employee list

Post by jarrett125 » Mon Nov 28, 2016 8:40 am

hi,
I was wondering what is the best way to purge all employees in TimeTrex, or a way that i can have the ability to select what employees I want to delete.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Mon Nov 28, 2016 11:55 am

so I guess my question boils down to are you able to click the top checkbox that selects all and click on delete to remove all employees. does that work for deleting multiple employees out of the system? Also if I am going to delete this way is there any remaining information that may linger after deleting all the accounts.

if that isn't the best practice from removing employees out of the system what is the best practice for doing so.

shaunw
Posts: 7360
Joined: Tue Sep 19, 2006 2:22 pm

Re: purgeing employee list

Post by shaunw » Mon Nov 28, 2016 3:20 pm

Yes, that is possible, but we don't recommend deleting employees in any live system.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Tue Nov 29, 2016 6:07 am

what would you recommend we need to clear out all employees/volunteers for the coming semester.

shaunw
Posts: 7360
Joined: Tue Sep 19, 2006 2:22 pm

Re: purgeing employee list

Post by shaunw » Tue Nov 29, 2016 9:17 am

We recommend marking them as terminated/inactive instead.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Tue Nov 29, 2016 9:46 am

ok is there a way to do that in a mass listing or do you have to do that one by one?

shaunw
Posts: 7360
Joined: Tue Sep 19, 2006 2:22 pm

Re: purgeing employee list

Post by shaunw » Tue Nov 29, 2016 11:26 am

You can mass edit any record in TimeTrex almost, simply select as many employees as you wish and click the "Mass Edit" icon.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Tue Nov 29, 2016 11:32 am

so after you do a mass edit like that make them either inactive or terminated do the accounts get deleted or something after so long?

shaunw
Posts: 7360
Joined: Tue Sep 19, 2006 2:22 pm

Re: purgeing employee list

Post by shaunw » Tue Nov 29, 2016 11:54 am

Nope, thats the point, that the data doesn't get deleted.

You may not be using TimeTrex for its intended purposes, but in most jurisdictions its required by law to maintain employee records for several years after they are terminated, hence the reason we don't recommend deleting them. If you do want to delete employee records, you can enable such permissions under Company -> Permission Groups, and enable the "Employee -> Delete" permission. Those permissions are disabled by default to prevent the above from happening as well as accidental deletion of employees.

Just keep in mind, once an employee is deleted, all data related to that employee is also deleted instantly (ie: punches, schedules, wages, HR records, etc...)

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Tue Nov 29, 2016 12:10 pm

ok so there is no way of saying we want people's records deleted say after 4 years of being listed as inactive or terminated?

shaunw
Posts: 7360
Joined: Tue Sep 19, 2006 2:22 pm

Re: purgeing employee list

Post by shaunw » Tue Nov 29, 2016 12:30 pm

Nope, definitely not. You can manually delete them on mass yourselves at anytime though.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Tue Nov 29, 2016 12:51 pm

ok thank you for the information.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Tue Nov 29, 2016 12:54 pm

o one other thing i wanted to ask about this if i have the employee listed as inactive. you still can run reports on hours clocked correct?

shaunw
Posts: 7360
Joined: Tue Sep 19, 2006 2:22 pm

Re: purgeing employee list

Post by shaunw » Tue Nov 29, 2016 6:17 pm

Yes.

jarrett125
Posts: 125
Joined: Tue Aug 23, 2016 11:44 am

Re: purgeing employee list

Post by jarrett125 » Wed Nov 30, 2016 6:43 am

ok that's what i figured thank you for your help as always.

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