This article is for admins who use Lightspeed to manage their restaurant and want to connect it to Gusto for time, attendance, and payroll syncing.
Lightspeed is an all-in-one solution to help you run your restaurant. It offers payment processing, point-of-sale (POS), and valuable insights to help you boost margins and save time.
We integrate with Lightspeed to sync employee time and attendance data directly from Lightspeed to Gusto. We support multiple pay rates and types.
Note: Customers who join Gusto from Lightspeed will receive Gusto payroll free for their first 3 months.
Before you can sync time and attendance data, you need to connect your Gusto and Lightspeed accounts.
To connect your Lightspeed account to Gusto:
At the bottom of the left navigation pane, click Settings.
Under Settings, click Integrations.
Under API Credentials, click Add API Partner.
Select Gusto from the drop-down list of API partners.
Click Add.
In the pop-up window, click Authorize Integration.
Lightspeed directs you to Gusto's website.
Enter your Gusto credentials and click Sign In.
Click Authorize.
We redirect you back to Integrations in Lightspeed.
To confirm the connection, check that Gusto shows as "Connected" under API Credentials.
Employees in your POS sync to your Gusto account automatically at the end of each trading day. If you created a new user in the POS, we'll create a Gusto profile for them at the next sync. You or the employee will need to complete their onboarding in Gusto.
Follow these guidelines for a successful sync:
Make sure each employee has only one user profile.
Each user account can have multiple roles. If an employee works more than one role, make sure to add all their roles under the same user.
To check your user list in Lightspeed: Go to Users & Roles, then click Users.
If a single employee has two rows, consolidate the roles into a single user profile.
Make sure all new employees are fully onboarded in Gusto.
Users are best matched to your Gusto account by email.
To find who has an email address, navigate to hq.breadcrumb.com > Users > Export Users CSV, then open the downloaded CSV file in Excel (or a similar program).
You can add any missing emails in the Email column, save the document, and click Import on the same Users page to update your changes.
Important: Make sure each Role has the correct permissions. Adding an employee's email to a Role that allows HQ access will grant that employee access.
Employees must clock out of one role before clocking into another.
Remind your employees to clock out at the end of their shift.
You may need to edit payroll information before a sync if an employee forgets to clock out, you change a pay rate, or you want to adjust tips. After you edit, your changes will be synced to Gusto at the end of the business day. If you need to sync changes right away, go to "Manually sync payroll information to Gusto" in this section of the article.
To edit payroll information:
Click Reports.
Click Labor Report.
Lightspeed opens to the Timecards tab.
Click the employee's timecard you'd like to adjust.
Click the shift time, which appears as an active link.
This launches an edit modal for that timecard.
Adjust role, shift times, or tips as needed.
When you finish, your edits are saved automatically and synced with Gusto at the end of the business day.
If you make changes to employee information or timecards and plan to run payroll in Gusto before the end of the business day, you need to manually sync all updated information first.
To manually sync payroll information:
In the left navigation pane, click Integrations.
Find Gusto.
Click Sync Now for your current pay period.
This syncs data for both your current and previous pay periods, if you have not run it in Gusto yet.
Reload to check for warnings and the sync status.
If your data does not sync correctly, check your sync status in Lightspeed. Go to Settings and click Integrations. For both your previous pay period and your current pay period, you'll find:
Pay period date range
Last attempted sync date and time
Last successful sync date and time
Lightspeed displays warnings if there are problems syncing your data. These include:
Non-onboarded Gusto employee(s) will not be synced.
These are employees you need to fully onboard in Gusto.
POS user(s) with duplicate emails will not be synced.
Make sure you do not have two user profiles for a single employee.
POS user without an email has a duplicate name.
Make sure you do not have two user profiles for a single employee. If you have two employees with the same name, add email addresses to each profile to help us tell them apart.
Contact Lightspeed directly at [email protected] or (855) 664-3887 (press 1 for support).