Archiving an employee removes them from the active employee list, effectively deactivating them. Archived employees can no longer log into Toast, but they are still visible in labor reports for historical reporting. You can manually archive an employee after their employment ends.
Automatic archiving automatically archives employees after a period of inactivity. Automatic archiving protects your restaurant if you forget to remove access to the Toast platform after an employee's employment ends. Former employees retaining access is a security issue that can expose your restaurant to the risk of fraud and other damages.
Automatic archiving follows these rules:
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If an employee only has POS access (passcode) and is inactive for the previous 90 days, they are archived.
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If an employee has POS access (passcode) and Toast Web access (username and password), they are never automatically archived, regardless of how many days they are inactive.