Deactivate team member and still pay last pay period

[BofBArtStudio]

I wish that there was a way when someone leaves our team, that we could deactivate them so that they're no longer able to see all of the scheduling and interact with the team app, but still we can run their final pay for the pay period. 

For example we run payroll on Mondays, so if the last day of employment for a team member is on Thursday, we have to leave them active in the system until after we run the payroll on Monday. I wish that wasn't the case. 

It's even more frustrating when their last day is on a Sunday or a Monday let's say, because then with the pay period ending on Saturday we have two pay periods to get through before we can deactivate the team member. 

It would be a nice if we could deactivate them from the system and still pay them for their final pay.

[mbucardo]

Hey @BofBArtStudio 👋 Thanks for bringing this up! One option could be to deactivate the team member on their last day of employment and process their final pay separately as an off-cycle payment.

We’d love to hear if there’s anything that could make this process easier for you or any other feedback you’d like to share. Let us know!

[BofBArtStudio]

Yeah the only way to process them on an on-cycle or off-cycle payment is to reactivate them. And then process the paycheck and then deactivate them again so it's really a pain. 

Especially since when I reactivate them it wants to know what their start date was again and all that stuff. So I just was thinking it might be cool if we could actually have them deactivated from the system so that they can't access people's schedules and other things in the app but so that we can still run their final pay.

[mbucardo]

@BofBArtStudio You bring a great point. Reactivating and deactivating can be a hassle, especially with re-entering start dates. Thanks for sharing these insights. I’ll bring this up with the team to explore possible improvements.

[kristen]

Hi @BofBArtStudio - thanks for this idea! I am updating the status to open so other people can vote and comment if they would benefit from the same improvements. Myself or @mbucardo will be back with any updates as we have them. Thank you again for taking the time to write in!

️ Kristen
Square Community Manager
Product Engagement

[FSquirrel]

I also find the de-activating process a pain. When an employee is deactivated, it is my understanding that they can no longer access their account in Square Team. This has been a problem for numerous employees who want to access their records. I also have had numerous employees who are fill-ins. I don't want to see them in the schedule and payroll constantly, but I don't want to deactivate them and have to reactivate just for 1 or 2 shifts a month. There are also many times when I want to look up someone's start date or the hours they worked for an unemployment claim and I have to reactivate then deactivate them. It seems like there should be a way to archive certain employees and make others inactive but not archived. 

[alohaAlabamaBbq]

Has there been any solution for this?  Can't square make an entry to terminate as of XX date, but still include them for future payroll and bonus?  I need to have a specific date for termination (and potentially for rehire) for 401k benefits and activating/deactivating is really not a good solution.