For all HCM TradeSeal clients who have completed implementation and continue to use TradeSeal’s cloud-based product and support services, employee counts are reviewed quarterly to reflect your actual usage.
Here are a few tips to help manage and understand your employee count in TradeSeal:
- Use Data Manager to view your employee count:
Navigate to Data Manager → Employees and note the total number of employees listed near the bottom of the screen: - Terminated and inactive employees may still appear in reports:
TradeSeal preserves employee data to support accurate historical reporting. For example, an employee terminated in November may still appear in Certified Payroll, Union, or Job Costing reports from February, so their historic pay, demographic, and other data are retained. - Why does TradeSeal count all employees, even if they don't appear in reports?
TradeSeal preserves employee data to support audit readiness and system integrity — not just reporting. Even if you don’t use Certified Payroll or Union reports, any employee stored in the system could be relevant for historical lookbacks, audits, or compliance checks. - Can I fully delete employees from TradeSeal?
Yes, but this is strongly discouraged due to compliance and reporting requirements. If deletion is necessary, all associated records (payroll entries, imported hours, reports, etc.) must also be removed. The system does not support unidentified or orphaned employee IDs.- Tip: Before you delete, ask our team about available discounts for storing more employees in TradeSeal. Many customers qualify for a lower rate when their employee count increases!
- Best practice for audit compliance:
We recommend maintaining employee records and other payroll-related data (e.g. union and prevailing wage rate rules, payroll journals) for at least seven years. TradeSeal automatically prevents deletion of employees who appear in recent pay periods to ensure reporting accuracy.