Active vs Inactive Employees

Toolr Time Clock subscription pricing is based on the number of active employees your organization has at any given time. For more information about subscriptions, check out this article.

Q: What does it mean to have an “active employee”?

An active employee is a feature of Toolr Time Clock to mark an employee as either active or inactive. The only difference between active and inactive is that: an active employee will be listed on the clock in/out screens, thus is permitted to clock in and out, whereas an inactive employee will not be visible on any clock in/out screens, thus will not be able to clock in or out. Admins also cannot create manual time entries for inactive employees. 

Q: How often can I mark an employee as active or inactive?

You can mark an employee as inactive/active as often as you like–we like to think of this as following a business function. If the employee is seasonal, then on their last day, mark them as inactive until they return. Some organizations mark employees as inactive on a weekly basis depending on their schedules. You can use this functionality to keep the Clock In/Out list short and manageable, and your subscription billing will automatically update for inactive employees in real time. 

Q: Can I still run reports for inactive employees?

You bet! We understand that even though an employee is inactive, it’s an important feature for accounting/payroll to still be able to run historical reports for those employees. 

In order to include inactive employees in your reports, checkout the Report Settings section of our knowledge base.

Q: How do I mark an employee as active or inactive?

Making an employee active or inactive is easy! 

Steps on the web application:

1.  Log in to the Toolr Time Clock web app https://app.mytoolr.com using your Organization ID and password

2. On the left navigation, navigate to the People tab

3. If you’re looking to mark inactive employees as active, make sure you have the “Show Inactive” toggle enabled

4. Select the employee you wish to mark active/inactive

5. Click Edit Person

6. Enable/disable the Active toggle

7. Click Update

Steps on the mobile application:

1. Make sure the device has the “Account Management” setting enabled

2. Click on the Settings tab

3. Click on the Employees section

3. If you’re looking to mark inactive employees as active, make sure you have the “Show Inactive” filter enabled

4. Select the employee you wish to mark active/inactive

5. Click Edit

6. Scroll down and toggle the Active option

7. Click Save Changes