Before a manager can help with time tracking in Gusto, a payroll admin needs to turn Gusto time tracking on. Contact your admin if you do not see Time tracking in your profile.
Once an admin has added workers to time tracking and assigned workers to managers, those managers will be able to view direct reports’ hours in Gusto.
You can view hours for all your assigned direct reports, regardless of employment type.
You can only edit and approve hours for your W-2 employees. Only contractors themselves, or admins, can edit or approve contractor hours.
Team members based outside the US submit their time in Remote. Their hours are then reviewed in Gusto.
Viewing, editing, and approving hours can only be done from your web browser.
You can approve and edit hours at any time until payroll for that pay period has been processed. After that, hours cannot be edited.
You’ll get an email reminder to review hours before each pay period ends. Your team members get in-app notifications reminding them to review their timesheets and correct any clock-out times.
You can review and approve hours in the mobile app and your web browser. Make sure the team member is enrolled in time tracking under Time tracking settings. You can approve and edit hours at any time until payroll for that pay period has been run.
In your web browser:
Click the Time tracking tab.
Select either My employees or My contractors, depending on which direct report(s) you’d like to view.
In the mobile app:
Open the Gusto mobile app and sign in.
Go to Time.
Find the employee pay period or contractor you want to see hours for and tap Review.
Confirm the correct pay period is selected, or choose one from the dropdown.
If one or more employees are on an off-cycle payroll for HR-related purposes, their hours will appear in a separate section labeled Off-cycle in the payroll dropdown.
Review each team member’s total hours. Click View timesheet for a detailed breakdown. (If you're in the mobile app, tap their name for details.)
Check for any notes or alerts that indicate changes are needed.
If a team member is assigned to a break policy, review any break policy violations — marked by a warning icon next to Break details within a shift. Click Breaks to see the time, duration, and type of breaks taken.
To make changes, select Edit next to the hours you want to update.
When hours are confirmed, toggle to Approved. On your web browser, you can do this from the top-right corner of the timesheet or from the main page.
Select the time range you want to review.
Review each contractor’s total hours. For a detailed breakdown, click View timesheet. (If you're in the mobile app, tap their name for details.)
If you see an issue with a contractor’s timesheet, contact the contractor or your payroll admin to make a correction — you cannot edit or approve contractor timesheets as a manager.
You can view changes made to a contractor timesheet in Version history on the timesheet.
Once an admin submits contractor hours for payment, the timesheet is locked from further edits.
Gusto may surface time suggestions when a team member’s hours look unusual compared to their typical schedule. Admins and managers can review and act on these suggestions before approving hours.
For example, if a team member usually clocks out around 5:00 pm on similar weekdays but a timesheet shows a much later clock-out, you may see a banner like:
"Change clock-out time to 5:00 pm? Clock-out is much later than their usual 5:00 pm end time on similar weekdays."
Suggestions are optional and do not change the timesheet unless you take action. To respond to a time suggestion, choose one of the following.
Select Accept to apply the suggested change to the shift.
Select Edit to review the shift details and enter a different time.
Select Dismiss to ignore the suggestion and keep the current hours.
Note: Suggestions are based on recent time patterns for that team member. They will not appear for every shift and may not show up if there is not enough history or if the team member’s schedule is highly variable. Always review suggestions against what actually happened before approving hours.
Once payroll has been processed, hours cannot be edited.
In your web browser
To edit hours that were previously approved before payroll is processed:
Go to the Time tracking tab.
Find the team member and select Edit next to the hours you want to change.
In the mobile app
To edit hours that were previously approved before payroll is processed:
Go to Time.
Find the pay period and tap Review.
Go to the team member and tap their name to edit hours.
You can view all changes made to a team member’s timesheet in two ways:
Individual shift edits — if edit alerts are enabled, go to the team member’s timesheet and click View changes next to the Edits made alert on a shift.
Full pay period history — scroll to the bottom of the team member’s timesheet for the pay period and click Version history.