Note: Remember to add your US contractors to Gusto.
This article is for admins who need to edit a US contractor’s information in Gusto. While contractors can edit some information on their own, you’ll need to help them edit:
Their legal name
Social Security Number (SSN) or Employer Identification Number (EIN)
Job title
Job type (full-time, commission, etc.)
Work email
To edit a non-US contractor’s information, go to add and pay non-US (international) contractors.
To edit a dismissed contractor's information, go to their dismissed profile.
If you need to fix a previous year’s 1099, you can correct a 1099-NEC or stop a filing.
Note: If you're a contractor, contact your employer to change your SSN or EIN for you.
To update a contractor’s SSN or EIN:
Go to People.
Click the contractor's name.
Under Information, click Personal.
In the Personal information card, click Edit.
Update their identification number. If you need to change someone from an individual contractor (SSN) to a business contractor (EIN), follow these steps instead.
Click Save.
If you need to fix a previous year’s 1099, go to correct a 1099.
Note: If you're a contractor, contact your employer to change this for you.
To update a contractor’s name:
Go to People.
Click the contractor’s name.
Under Information, click Personal.
In the Personal information card, click Edit.
Update the name. For an individual contractor, the fields are Preferred first name, Legal first name, Middle, and Legal last name. For a business contractor, update the business name.
Click Save.
Important:
This will change the email they use to log in. If the new email is wrong, the contractor could get locked out of Gusto, or someone else may be able to sign in to their account. Double-check that the email is correct.
You cannot use an email that’s already being used by another contractor at the same company.
To update a US contractor's personal email:
Go to People.
Click the contractor’s name.
Under Information, click Personal.
In the Personal information card, next to Personal email, click Edit.
Enter the address in New Email, then type it again in Confirm Email. Current Email cannot be edited.
Select the checkbox to confirm you understand the risks of changing the email address.
Click Save. We'll email the new address to verify the change.
The personal phone number in the contractor profile is for company records only. Contractors will be asked to set up 2-step verification for their own profiles. If they choose to use a phone number (instead of an authenticator app), they manage it separately.
To update a contractor’s personal phone number for company records:
Go to People.
Click the contractor’s name.
Under Information, click Personal.
In the Personal information card, click Edit.
Update the Country code and Phone number.
Click Save.
To update a contractor’s personal address:
Go to People.
Click the contractor’s name.
Under Information, click Personal.
In the Address card, click Edit.
Update the Current home address fields. Gusto cannot accept PO boxes, or addresses in Puerto Rico.
Click Save.
Important: For security reasons, we strongly recommend that contractors update their own payment information.
If your contractor cannot update their own payment information, here's how to help:
Go to People.
Click the contractor’s name.
Under Information, click Payment.
In the Payment card, click the three-dot action menu next to the bank account, then click Edit.
Update the routing number, account number, account type, or display name.
Gusto only shows the last 4 digits of the account number, so you need the full number from your contractor to change it.
Check the box to accept Gusto’s terms and conditions and confirm you verified the change with the contractor in person or over the phone.
Click Save.
Next steps depend on your situation.
Add the contractor again with the correct type. If you use the email from the old profile to set up the new profile, you may get an error message. If this happens, update their old profile with a unique email variant (Firstname.Lastname+Gusto@Example.com) and then create a new profile with their actual email ([email protected]). Contractors will still get emails at their actual address.
Reverse the payments made to the incorrect SSN or EIN. You may need to contact us to help reverse some or all of the payments.
Add a new contractor with the correct type. If you use the email from the old profile to set up the new profile, you may get an error message. If this happens, update their old profile with a unique email variant (Firstname.Lastname+Gusto@Example.com) and then create a new profile with their actual email ([email protected]). Contractors will still get emails at their actual address.
Record the payments made to the old profile as “historical payments” in the new profile.
Reverse the payments made to the incorrect SSN or EIN. You may need to contact us to help with reversing some, or all, of the payments.
Contact us to ask for a corrected 1099-NEC (for incorrect contractor type).
Add a new contractor with the correct type. If you use the email from the old profile to set up the new profile, you may get an error message. If this happens, update their old profile with a unique email variant (Firstname.Lastname+Gusto@Example.com) and then create a new profile with their actual email ([email protected]). Contractors will still get emails at their actual address.
For the current year, record the payments made to the old profile as “historical payments” in the new (corrected) profile. For previous year payments, you must file original returns outside of Gusto with the correct SSN or EIN.
If a contractor changed types mid-year, and a 1099 needs to be filed under both their SSN and the EIN:
Dismiss the contractor profile with the old contractor type.
Add a new contractor to Gusto using the new contractor type. If you use the email from the old profile to set up the new profile, you may get an error message. If this happens, update their old profile with a unique email variant (Firstname.Lastname+Gusto@Example.com) and then create a new profile with their actual email ([email protected]). Contractors will still get emails at their actual address.
Team members can change their emergency contact and notification preferences on their own. If they need your help, admins can also change their emergency contact details. If a team member needs their notification preferences updated, they need to make the change in their Gusto profile themselves.
To change a team member's emergency contact in your web browser:
Go to People.
Select the team member.
Go to Personal and scroll to Emergency contact.
Next to Emergency contact, click Edit. If you cannot edit the contact, you may not have the right permissions.
Update the emergency contact.
Click Save.
To change a team member's emergency contact in the Gusto mobile app:
Open your Gusto mobile app and sign in.
Go to People.
Select the team member.
Tap the options menu.
Select Personal.
Scroll down to Emergency contact and tap Edit.
If you cannot edit, you may not have the required permission to do so.
Add or update the employee's emergency contact.
Tap Save.
Go to People.
Click the contractor’s name.
Next to their profile name at the top of the page, click the edit pen in the photo circle.
Upload or drop a new photo file.
Click Save.
To change a contractor to an employee, go to change employment type.