Edit an employee's work info (for admins)

Admins with the required permissions can update an employee’s work address, and view work address history from the Work tab of their employee profile in Gusto.

When a new employee is hired, the work address entered during onboarding becomes their current work address (unless changed), and their hire date will be the date shown as the “Working here since…” timeframe in their profile.

Reminders for employees with only one address on record

If an employee has only one address in Gusto, and you change the start date of that address to a date after their hire date, Gusto won’t have a work address on record for the time frame between their hire date and the date you updated the start date to be. Click Change address and add a new address for the employee to account for the date gap.

Administrators with the required permissions can edit an employee's job title from their admin Gusto account. If you do not see the option to change an employee's job title, reach out to the primary administrator of your company's Gusto account. 

• Reminder: While hourly employees can have multiple pay rates (or job types), and therefore multiple job titles, salaried employees can only have one. 

Add or edit a single employee's job title

1. Sign in to Gusto.
2. Click the People section and select Team members.
3. Select the employee's name.
4. From the Pay tab, scroll to "Compensation."
5. Click edit.
6. Update the “Title”—if you can't find the job title you're looking for in the drop-down, click the X and type in the new title to create a new job.
   • If you want to remove the title entirely, just click the X and do not add another title. 
   • Reminder: While hourly employees can have multiple pay rates (or job types), and therefore multiple job titles, salaried employees can only have one. 
7. Scroll down, enter any remaining details asked for, and click Save.

Bulk edit multiple employees' job titles

1. Sign in to Gusto.
2. Click the People section and select Team members.
3. Click on the checkboxes next to the employees whose compensation you’d like to update. 
4. Click Actions and select Update compensation.
5. For each employee:
   • Click Edit in the “Job title” column under the job title and classification.
   • In the modal, update the “Job title” field.
   • Reminder: While hourly employees can have multiple pay rates (or job types), and therefore multiple job titles, salaried employees can only have one. 
6. Once all changes have been made, click Save and continue.
7. Review the summary to make sure the changes look good and click Submit updates to finalize the changes.

If your employee's classification is changing, update this in Gusto using the instructions below.

If the employee is meant to be a contractor, convert them to an independent contractor rather than updating their employee-classification.

Change a single employee's classification

1. Sign in to Gusto.
2. Click the People section and select Team members.
3. Click your employee’s name.
4. Go to the Pay tab.
5. Click Edit next to the "Compensation" section—if you do not see this section, you may not have the required admin permissions. Reach out to the primary admin on the account to update your permissions.
6. Under Employee Type, select one of the following from the dropdown–check out this resource for more info on classifying your employee:
   • Salary/No Overtime
   • Salary/Eligible for Overtime
   • Paid by the Hour 
   • Commission only/No overtime
   • Commission only/Eligible for overtime
7. Update the compensation rate or default hours per pay period, if applicable.
8. Click Save.

Bulk edit multiple employees' classifications

1. Sign in to Gusto.
2. Click the People section and select Team members.
3. Click on the checkboxes next to the employees whose compensation you’d like to update. 
4. Click Actions and select Update compensations.
5. Click Job title/Employee type.
6. Select the new employee type from the dropdown.
7. Once all changes have been made, click Save and continue.
8. Review the summary to make sure the changes look good and click Submit updates to finalize the changes.

Important: If you're using multiple pay schedules, there may be a gap or overlap in the employee's hours for this payroll.

• If there's a gap between the employee's old and new pay schedules, run an off-cycle payroll for the in-between dates with the prorated amount.
• If there's an overlap, you'll need to edit the pay on the employee's next regular payroll with the reduced prorated amount.

Administrators with the required permissions can edit an employee's hire date by following the steps below.

1. Sign in to your admin profile.
2. Click the People section and select Team members.
3. Click on the name of the employee.
   • If the team member has not started or onboarded yet (hire date in the future): Toggle to the Onboarding team members tab, click the teammate's name, and then remove "onboarding_checklist" from the URL and hit enter. This allows you to change the initial onboarding details entered when adding the teammate.
4. From the Work tab, find the “Work” section and click Edit.
5. Click the calendar to edit the start date and review any additional prompts.
   • These sometimes occur when backdating start dates.
6. Click Save.

Note: Updating your employee's date of hire may impact their eligibility for benefits and possibly reset their benefits enrollments. It’s important that your employee’s date of hire is filed timely and accurately within the system. Otherwise, we may not be able to accommodate the updated date of hire and resulting eligibility date. This may result in you being responsible for settling deductions outside of the Gusto system with your employee for benefits if the date of hire change is before their original effective date of coverage.

Sometimes, you won’t be able to change a teammate's email address for them. If that happens, they’ll need to update it themselves or contact Gusto if they cannot (there might be implications related to the email change).

Update a work email

1. Go to the People section and select Team members.
2. Click on your employee's name.
3. Go to the Work tab and find the “Role” section.
4. Next to “Work email” click Edit.
5. Enter the email.
6. Click Save.

Update a personal or recovery email

Admins may not be able to update an email for employees who have:

• Benefit deductions (managed by Gusto, or not managed by Gusto)
• Gusto Cash Accounts

If this is the case, contact us from the Help section of your account so we can assist. 

How to update the personal or recovery email (when editable):

1. Go to the People section and select Team members.
2. Click on your employee's name.
3. Go to the Personal tab and find the “Personal information” section.
4. Next to “Personal email” click Edit.
   • You must use an email address that’s not associated with any other Gusto account.
   • To update the “Recovery email”, find and click the Edit next to “Personal information”.
5. Enter the new email in both the “New email” and “Confirm email” fields.
6. Click the checkbox to acknowledge that this will change the email used to access the account.
7. Click Save.
8. The employee will receive next steps at the new email address. They must follow the prompt in the email to complete the update.
   • If the employee does not see the confirmation email, they should check their spam folder.
   • You can also resend the email: On their employee profile, return to the Work tab. If the employee has not yet approved the change in the confirmation email, a "Pending" section is listed under "Email." Click Resend Email.