Archive and Remove Old Employees – Icon TotalPass

If your Icon TotalPass or P600 is approaching its employee license limit, inactive employees must be archived before removal. Archiving protects historical punch records while reducing the active employee count inside the working database.

Before You Remove Employees

Archiving does not delete records. It saves them externally so they can be restored later if needed. Best practice is to create monthly archives and store them securely outside the clock.

Failure to maintain external archives places all historical payroll records at risk if the device fails.

Mark Employees Inactive

• Set employees to Inactive.
• Set date range to end approximately 90 days prior.
• This allows recent review access while clearing older inactive profiles.

Inactive employees beyond the selected date range are removed from the active database but remain preserved within archived files.

Restore Records (If Needed)

If historical data must be reviewed:

1. Create and save a current archive.
2. Restore using the Append option.
3. Run required reports.

After appending, future archives will include both current and restored data. Always consult the owner’s manual before restoring records, and contact manufacturer support if uncertain.

Best Practice

• Download and save the P600 / TotalPassBio owner’s manual.
• Schedule monthly archives.
• Store backup files in multiple secure locations.

Routine archiving protects your business from data loss, maintains compliance records, and keeps your system within its licensed employee capacity.