How to update an active or inactive employee SSN
Can I update an employee's SSN in 7shifts Payroll?
Yes. Employers using 7shifts Payroll can add or edit an employee's Social Security Number (SSN) if the value entered during onboarding is invalid or missing. This applies to both active and inactive employees and must be completed by an Admin.
Employees missing a valid SSN won't receive payments and will block the entire payroll run from processing. To unblock payroll, you must either update the SSN or remove the employee from the payroll run. Once the correct SSN is entered, you can run an off-cycle payroll for those employees.
Note: If the SSN field is greyed out and can't be updated by the Admin, the employee must update their own tax withholding forms to change the value.
Note: SSNs and payment details are masked in 7shifts Payroll for data security. To verify or retrieve a full SSN, contact 7shifts Support. The Support team follows strict identity verification protocols before assisting with sensitive data.
What To Do
Update an active employee's SSN
- Log in to the 7shifts web app as an Admin.
- Navigate to Payroll > Employees.
- Filter the list to view employees with a status of Blocked for Payroll.
- Click the pencil icon next to the employee, or hover over the employee's payroll status and select Review Details.
- Update the SSN field as needed.
Update an inactive employee's SSN
Note: Inactive employees can log in to access W-2 tax forms but can't update their own SSN. An Admin must complete the update. If an inactive employee didn't work any hours during their employment, an SSN update isn't necessary.
- Log in to the 7shifts web app as an Admin.
- In the left navigation bar, select Team.
- Click the Inactive Employees tab.
- Search for the inactive employee and select their profile.
- Select the Employment tab.
- Click + Add an Active Employment Period and fill in the required details.
- Navigate to Payroll > Employees in the left navigation bar.
- Locate the employee in the list and update the SSN field.
- Return to the employee's profile and select the Employment tab.
- Delete the active employment history entry you created to keep records accurate.