Last updated: Jun 8, 2026, 4:31 PM
You cannot delete an employee profile in Toast Payroll. Terminate the profile to remove access, and contact Payroll to resolve duplicates.
No, you cannot delete an employee profile in Toast Payroll, even if the profile has no timesheets or payroll records attached. Deleting a profile is not available to customers in any case.
To remove an employee's access instead, terminate the profile in Toast Payroll. Terminating an employee removes their access to Toast Payroll, Toast Web, xtraCHEF, and MyToast (if applicable). The employee keeps limited Toast Payroll login access so they can still retrieve their paystubs and year-end documents, such as Form W-2 and Form 1095. For step-by-step instructions, see Terminate or Archive an Employee in Toast Web or Toast Payroll.
Note: If the employee is going on leave rather than leaving the company, use the leave of absence (LOA) status change in Toast Payroll instead of termination. See Toast Payroll: Make an Employee Status Change.
Even if an employee never worked for you or was added by mistake, the profile cannot be deleted. Terminating the profile in Toast Payroll is the way to remove access and keep your active employee list clean. For step-by-step instructions, see Terminate or Archive an Employee in Toast Web or Toast Payroll.
If you created the profile in error and it is a duplicate of another profile for the same person, see the duplicate-profile guidance below.
If the same person has two or more profiles in Toast Payroll, contact Toast Payroll to have a duplicate removed. Select the blue chat button in the lower-right corner of any Toast Payroll page to start a chat.
When you reach out, include the employee's name and which profile has the employee's correct Social Security number, timesheets, and pay history, so their records stay connected to the right account.
If the duplicate profiles are in Toast Web rather than Toast Payroll, you can resolve them yourself by keeping the profile with the POS access code the employee uses and archiving the other. For step-by-step instructions, see Duplicate Employee Profiles in Toast Web. To prevent duplicates when adding a new employee, see Toast Payroll: Duplicate Profile Detection in Toast.
When you terminate an employee in Toast Payroll, their access to Toast Payroll, Toast Web, xtraCHEF, and MyToast is removed (if applicable). The mapped Toast Web profile is archived automatically within two hours, which also disables the employee's POS access code.
The employee's record is not erased. Former employees keep limited Toast Payroll login access so they can retrieve their paystubs and year-end documents, such as Form W-2 and Form 1095. The profile stays available for your historical reporting.
No, you cannot delete an employee profile in Toast Payroll, even if the employee has no timesheets or payroll records. To remove the employee's access, terminate the profile in Toast Payroll instead. See Terminate or Archive an Employee in Toast Web or Toast Payroll.
Also asked as:
You cannot delete an employee who never worked for you, even if the profile has no timesheets or payroll records. Terminate the profile in Toast Payroll to remove it from your active employee list. See Terminate or Archive an Employee in Toast Web or Toast Payroll.
Also asked as:
To remove a duplicate employee profile in Toast Payroll, contact Toast Payroll using the blue chat button in the lower-right corner of any Toast Payroll page. Include the employee's name, and the profile with the correct Social Security number, timesheets, and pay history.
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Whether Toast can merge two duplicate profiles depends on the records attached to each one, so contact Toast Payroll to review your specific situation. Select the blue chat button in the lower-right corner of any Toast Payroll page, include the employee's name, and tell Toast which profile has the correct information associated.
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Yes, terminating an employee in Toast Payroll also removes their Toast Web and POS access. The mapped Toast Web profile is archived automatically within two hours, which disables the employee's Toast Web login and their POS access code. See Terminate or Archive an Employee in Toast Web or Toast Payroll.
Yes, a terminated employee can still get their W-2 and paystubs. Former employees keep limited Toast Payroll login access so they can retrieve their paystubs and year-end documents, such as Form W-2 and Form 1095 after they leave.