How to Delete Employees in Time Clock Software Without Losing History

Deleting an employee from your time clock system does not erase their punch records or payroll history when done correctly. Instead, it removes them from the active employee list while preserving all historical data for reporting, audits, and payroll reference. This process also frees up active employee slots so new staff can be added without exceeding system limits. Following the proper deletion sequence ensures clean system operation and protects all stored time records.

Remove the Employee from the Clock and Mark the Record as Deleted

Before deleting any employee, always confirm they have completed their final punch to avoid incomplete time records.

Follow these steps:

• Confirm the employee has punched out for their final shift

• Open the employee’s file in the software

• Select the clock icon with the red X to remove them from the physical clock

• Click the Trash Can icon in the employee file

• The employee status will change to Deleted or Delete Pending

At this point, the employee is removed from active use but their historical data remains safely stored in the system.

Archive Data and Reset the Clocks to Finalize Deletion

To fully free up the employee slot and clean system data, complete the archiving and reset process.

Complete the following:

• Create an Archive of your system data

• When prompted, select Delete Old Punch Data prior to…

• Accept the default date (recommended)

• Allow the archive process to complete

• Go to Clocks

• Select Reset All Clocks

• Close the screen

Finally:

• Poll the clock to apply changes Once polling completes, the employee count will be reduced and that slot becomes available for new hires.

Conclusion or Operational Takeaway

Deleting employees properly in your time clock system removes them from active use without erasing valuable payroll history. By first removing them from the clock, marking the record as deleted, archiving data, resetting clocks, and polling the system, you maintain clean records while freeing employee capacity. This structured process protects historical punch data, prevents reporting issues, and keeps your system running efficiently as staff changes occur — ensuring smooth payroll operations every cycle.