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Integrate with SpotOn

SpotOn helps merchants by combining payment processing with easy-to-use customer engagement tools, all in one platform.

Gusto integrates with SpotOn to help automate time and attendance functions. The flow of information is one-directional from SpotOn to Gusto.

Customers who join Gusto from SpotOn will receive Gusto free for their first 3 months.

Set up the SpotOn + Gusto integration

Step 1: Connect SpotOn Restaurant to Hotspot
  1. Click the Merchant tab in the Hub of Hotspot.

  2. Click the Overview tab on the right side of the page.

  3. Obtain your Merchant ID next to "ID."

    • This is usually a 24-character ID and should also appear at the end of the URL in the merchant Hub.

  4. Open the SpotOn Restaurant BOH.

  5. Navigate to the "Location" settings.

  6. Under the headline "General Information," add the Merchant ID from Hotspot in the "SpotOn Merchant Group ID field."

    • Changes will save automatically.

  7. Scroll down to the "Payroll Integrations" headline.

  8. Set the "Integation Kind" as Gusto.

Important: The location must have a valid Address and Phone Number in SpotOn Restaurant to properly connect to Hotspot.

Users with multiple locations

If you have multiple locations in SpotOn Restaurant that should all sync to the same Hotspot Merchant account, put that Hotspot Merchant ID in the “SpotOn Merchant Group ID” field for each location in the SpotOn Restaurant BOH.

If you have multiple locations in SpotOn Restaurant that should sync to multiple Hotspot Merchant accounts all under a single Root Hotspot account, put the Merchant ID field for each Hotspot sublocation into the “SpotOn Merchant Group ID” field for that specific location in the SpotOn Restaurant BOH. Then connect a single Gusto account to all Hotspot sublocations.

  • When a Hotspot merchant has multiple locations under a single Root Hotspot account, the Root ID will show in Hub as the “Group ID”.
    • Do not use this number to connect in the SpotOn Restaurant BOH, as it is not a unique identifier. Always use the “ID” number
Step 2: Connect Gusto to Hotspot

Merchants must have their Integration Type set to Restaurant.

  1. Click the Merchant tab in the Hub of Hotspot.

  2. Click Edit on the right side of the page.

  3. Select General from the dropdown.

  4. Scroll down to "Integration" and select Restaurants from the options.

  5. Verify that the "Gusto Payroll" option is toggled to the on position - if not, toggle it on.

  6. Scroll to the bottom and click the green Save Changes buttons.

Step 3: Connect Gusto to the Payroll app in Hotspot
  1. In Hotspot, click on the waffle menu in the top-left corner.

  2. Click Payroll.

  3. The Payroll app will open > select whether you'd like sign up for a new Gusto account or link an existing one.

  4. Enter your sign-in credentials and complete any remaining steps.

Step 4: Sync employees to the Payroll app

Data will flow from SpotOn Restaurant to the Payroll app and into Gusto, but will not flow back from Gusto to SpotOn Restaurant.

  1. Create a user for your employee in SpotOn Restuarant BOH.

  2. Scroll the the "POS Location Assignments" section and assign them to their work location(s).

    • Here you can set their login pin per location, and override pay rate per job position.

  3. Click Manage Users in SpotOn Payroll in the top right corner of the current page to naviate to the Payroll app.

    • You can also navigate to the Payroll app by going to hotspot.spoton.com and entering your credentials.

      • Then click on the waffle menu in the top left corner and select “Payroll.”

  4. In the Payroll app click on the Team page.

    • You will see all of your SpotOn Restaurant employees listed here with New employees, those that do not have a Gusto connection set, at the top.

      • A purple dot indicates they need to be connected.

  5. Under the Gusto Connection column, select how you'd like to link your employees to Gusto:

    • Dont link to Gusto

      • Choose this option for employees that you don’t want to send time clock data over for, such as salaried employees. You’ll need to set up payroll for these employees separately in Gusto.

    • Add to Gusto

      • This option will send the employee’s basic data to your Gusto account as a new employee.

      • For those you select to Add to Gusto, you'll then be asked to “Link and go to Gusto” to finish onboarding them. Or can also click “Link and I’ll Add Later” to stay in the Payroll App, but you will not be able to sync hours for any employees that have not been onboarded in Gusto.

    • Link employees who already exist in Gusto

      • The Payroll App will put the closest suggestion based on email and name at the top of the list.

  6. Click the Save Changes button in the top-right corner.

    • Confirmation that changes have been saved should appear at the bottom of your screen.

If you clck a notificaton prompting you to add an employees, selecting “Create new in Restaurants” will open the SpotOn Restaurant BOH in a new tab. Add your employees there, then navigate back to the Payroll App to finish linking them to Gusto.

Sync hours and run payroll

Once employees have been successfully linked between all platforms, hours can be synced or resynced (when hours are edited) from SpotOn Restaurant before payroll is run in Gusto. Hours cannot be synced after payroll is run.

  1. In the Payroll app, navigate to the Hours page.

    • Here you can view the pay period, employees, and hours to be synced per job.

    • Filter the view of the Hours page by choosing your desired view in the Select dropdown in the top-right corner of the page.

    • Any hours that need editing can only be done in SpotOn Restaurant.

  2. Click the Adjust Hours button at the top of the page if hours need editing.

    • After adjusting hours in SpotOn Restaurant, refresh the page in the Payroll app to see the updated hours.

  3. Click Sync Hours when you are ready to sync the hours to payroll.

    • A confirmation modal will pop up showing an overview of the hours being synced to Gusto.

      • Click on the carrot next to “Select Hours to Sync” if you don’t want to sync all of the employees at once.

        • The list of employees with hours to sync will expand, each with a checkbox selected. Deselect the checkboxes for any employees whose hours you do not want to sync.

  4. Choose to Sync hours or Sync and Run Payroll:

    • Sync hours

      • Use this button if you are not yet ready to run payroll. This will sync hours to Gusto but will not take you to the Gusto
        app. 

    • Sync and Run Payroll

      • Use this button when you are ready to run payroll. This will sync hours to Gusto and open your Gusto
        account in a new tab.

    • After you have synced hours, in the Payroll app you will see a confirmation at the bottom of the screen and synced hours will show in the hours column for those employees.

  5. Run payroll in Gusto.

  6. Review the payroll details in the Payroll app.

    • You can see your payroll details at any time by clicking on the “Details” button of the payroll you want to see from the dashboard of the Payroll App.

      • Clicking the “Details” button of a payroll that hasn’t been run will take you to the hours page for that payroll.

    • The Payroll Detail will show an overview of your payroll information from Gusto for that pay period. You can scroll down to see information by employee.

Payroll, benefits, HR and more.