Last updated: Jun 29, 2026, 3:44 PM
Locate an employee who does not appear on the Toast Payroll Team page by adjusting filters, searching by name, or checking the Recruitment module.
Applies to: Toast Payroll
Permissions needed:
What you'll accomplish: Locate an employee who does not appear on the Team page by adjusting your filters, searching by name, or checking the Recruitment module.
Use this table to match what you are seeing to the most likely cause and the fastest way to find the person.
| Symptom | Most Common Cause | Quick Fix |
| Active employee is not in the list | The Team page is showing only part of your staff | Select Filters and increase Employees per page, or filter by Status |
| Former employee is missing | The employee is Terminated or on Leave of Absence and hidden by the default filter | Select Filters, then mark Terminated employees and Leave of Absence under Status |
| Name only appears when you type it in the search bar | The employee's status is Dormant, Pending Active, or Never Employed | Use the Search employees bar to open the profile |
| You cannot find someone who applied for a job | The person is an Applicant and is not an employee yet | Look in the Recruitment module, not the Team page |
If an employee is Active but you don't see them, the Team page is most likely showing only part of your staff or is filtered to a smaller set.
By default, Active employees appear on the Team page. To make sure you are seeing everyone, select Filters in the upper-right corner and increase Employees per page so the full list displays. You can also filter by Status to confirm you are viewing Active employees.
Expected outcome: The Active employee now appears in the Team page list.
If the employee is terminated or on leave of absence, they are hidden by the Team page's default filter, which shows only Active employees.
To view them, do the following:
Expected outcome: Terminated employees and employees on leave of absence now appear in the Team page list alongside your Active staff.
Note: A person can be archived in Toast Web and still be searchable in Toast Payroll. If you terminated someone but still cannot locate their Payroll record, search for them by name in the Search employees bar.
If the employee's status is Dormant, Pending Active, or Never Employed, they will not appear on the Team page at all, even with filters adjusted. You can only reach these employees through the Search employees bar.
To find them, enter the employee's name in the Search employees bar to open their profile directly.
These statuses each mean something different: Dormant and Pending Active employees are in the system but not currently active, and a Never Employed status applies to a person who was set up but never started. For details on what each status means and how to change it, see Toast Payroll: Make an Employee Status Change and Toast Payroll: Manage Security Roles.
Expected outcome: The employee's profile opens from the search results, even though they do not appear in the Team page list.
If the person is an applicant, you will not find them on the Team page or in the Search employees bar, because an applicant does not have an employee record until they are hired.
Applicants live in the Recruitment module. To review or locate a candidate, select Recruitment in Toast Payroll and check the candidate tabs for the relevant job posting. For full instructions, see Toast Payroll: Manage Applicants in the Recruitment Module.
If you try to add a new hire and see the message "This email is taken by an applicant record. Please hire them using the recruitment module.", the person already exists as an applicant. Hire them from the Recruitment module rather than adding them as a new employee.
Expected outcome: You locate the person in the Recruitment module and can continue hiring them from there.
Certain employees do not show up on the Team page because of their status. Active employees appear by default, but terminated employees and employees on leave of absence are hidden until you adjust the filters, and employees who are Dormant, Pending Active, or Never Employed can only be found through the Search employees bar. Applicants are not employees yet and appear only in the Recruitment module.
Also asked as:
To find terminated employees in Toast Payroll, select Filters in the upper-right corner of the Team page and mark the Terminated employees checkbox under the Status parameter. Terminated employees then appear in the Team page list. You can also search for an individual terminated employee by name in the Search employees bar.
Also asked as:
To view dormant employees, enter the employee's name in the Search employees bar, because Dormant employees do not appear on the Team page even with filters adjusted. The search bar opens the employee's profile directly. For more on what a Dormant status means, see Toast Payroll: Make an Employee Status Change.
Also asked as:
You can't find an applicant on the Team page or in the Search employees bar because an applicant does not have an employee record until they are hired. Applicants appear only in the Recruitment module. To locate one, open the Recruitment module and review the candidate tabs for the relevant job posting, as described in Toast Payroll: Manage Applicants in the Recruitment Module.
Also asked as:
This content is for informational purposes and is not intended as legal, tax, HR, or any other professional advice. Please contact an attorney or other professional for advice.