How to Deactivate a Staff Member or Delete Their History

There are two separate actions you can take:

Important: Deleting a staff member in POS Time Tracker does not remove their Shopify POS access. If they still have access, they can clock in again.

Use this option when the staff member should no longer use Shopify POS, but you need to retain their time-tracking and schedule history.

1. In Shopify Admin, go to Settings > Users.

2. Open the staff member.

3. Suspend their access, or remove the role or store access that gives them access to Shopify POS.

4. Save your changes.

Shopify's available options can vary by staff type and store setup.

Result

• The staff member can no longer clock in or out after their Shopify POS access is removed.

• Their existing clock entries, shifts, and scheduled shifts remain in POS Time Tracker reports.

• They continue to count toward your POS Time Tracker plan's staff limit because their history is retained.

Note: If you completely remove the user from Shopify instead of suspending their access, their historical POS Time Tracker data remains, but their name might appear as [Deleted User].

Use this option only when you want to permanently remove the staff member's data from POS Time Tracker.

Warning: This action is irreversible. Consider exporting any reports you need before continuing.

Deleting a staff member removes:

• Clock-in and clock-out activity

• Completed and open shifts

• Break activity

• Draft and published scheduled shifts

• Their hourly rate, Custom ID, and schedule-location assignments

Deleted activity will no longer appear in reports.

1. In Shopify Admin, open POS Time Tracker.

2. Go to Staff.

3. Click the staff member's Staff ID.

4. Click Delete Staff.

5. In the Delete Staff Activity confirmation window, click Delete.

Result

• The staff member's POS Time Tracker history is permanently removed.

• They no longer count toward your plan's staff limit.

• If they still exist in Shopify, they remain listed on the Staff page with an Inactive status.

• Their Shopify account and Shopify POS access are not changed.

If you want to prevent future clock-ins and remove the staff member from your plan's staff count:

1. Remove or suspend their Shopify POS access using Option A.

2. Delete their POS Time Tracker history using Option B.

Completing only Option B does not prevent the staff member from clocking in again.

A deleted staff member becomes active in POS Time Tracker again when you do any of the following:

• Have them clock in from the POS Time Tracker Smart Tile in Shopify POS.

• Add them to a schedule and save or publish it.

• Assign them to one or more schedule locations from the Staff page.

Note: Re-adding a staff member creates a new POS Time Tracker record. It does not restore their deleted history or staff settings, and they will count toward your plan's staff limit again.

Deleting their POS Time Tracker history does not remove Shopify POS access. Remove or suspend their access in Shopify.

Removing Shopify access keeps their POS Time Tracker history, so they continue to count toward the limit. To free the plan spot, you must delete their POS Time Tracker history.

This is expected when the staff member still exists in Shopify. POS Time Tracker syncs staff from Shopify, so the person remains listed as Inactive until they clock in, are scheduled, or receive a schedule-location assignment.

The staff member became active again

They were re-added by clocking in, being added to a schedule, or receiving a schedule-location assignment. Delete their activity again if needed, and remove their Shopify POS access to prevent future clock-ins.

Shopify no longer provides that user's name because their Shopify record was removed. Their retained POS Time Tracker history can still appear under [Deleted User].