Integrate with OnTheClock

OnTheClock offers all the things you’ll need to track employee time quickly and accurately. Features include:

Gusto integrates with OnTheClock to sync time and attendance data directly from OnTheClock to Gusto. 

Sign up for a new Gusto account from OnTheClock

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

Here’s how to sign up for a new Gusto account from OnTheClock:

  1. Sign in to OnTheClock.
  2. Go to Settings.
  3. Choose Time Clock Settings.
  4. Go to Payroll Providers.
  5. Find Gusto and click Learn more.
  6. Complete the sign-up instructions. 
Connect to Gusto from OnTheClock

If you already have Gusto and OnTheClock accounts, follow these steps to connect them to each other and start syncing data. 

  1. Sign in to OnTheClock.
  2. Select Admin.
  3. Enter your login credentials.
  4. Click Login.
  5. Choose Settings.
  6. Click Time Clock Settings.
  7. Select the Payroll Providers tab.
  8. Under “Payroll Software”, locate the Gusto tile, and click Connect Gusto.
  9. Enter your Gusto sign-in credentials and click Sign In.
  10. Click Authorize.
    • You’ll be redirected back to the Payroll Providers tab in OnTheClock.  
  11. Confirm that Gusto shows a status of Connected.
    • Your Gusto and OnTheClock accounts are now connected. If you need to disconnect in the future, do so from the Payroll Providers tab of OnTheClock.
  12. Sync your employees: Choose the applicable header below and follow instructions to sync employees.
    • If you have an existing Gusto account and a new OnTheClock account with no employees, read “Import employees from Gusto to OnTheClock.”
    • If you have an existing OnTheClock account and a new Gusto account with no employees, read “Export employees from OnTheClock to Gusto.”
Import your Gusto employees to OnTheClock

Use if you have an existing Gusto account and a new OnTheClock account with no employees.

  1. In OnTheClock, click Employees.
  2. Click View Full Employee List.
  3. Click on Add Employees.
  4. Select Gusto Import.  
    • This will bring up a window matching your Gusto employees with your OnTheClock employees.
    • If an employee is already imported and linked: A small link icon will appear next to the employee's name under the “Gusto Employee” column.
    • If an employee has not been linked but we were able to match them to an OnTheClock account: The OnTheClock employee will be preselected from the drop-down list on the right hand side.
    • If we were unable to match the employee: Create New is preselected from the drop-down list.
    • If you do not wish to sync an employee: Select Do Not Sync from the drop-down list.
  5. Confirm that the employees are mapped correctly and select Sync Employees.

The employees you selected will now be imported and synced to your OnTheClock account.

Export your OnTheClock employees to Gusto

Follow these steps if you have an existing OnTheClock account and a new Gusto account with no employees. This will send employee info from OnTheClock to Gusto so you can onboard them to Gusto more quickly. 

  1. In OnTheClock, click Employees.
  2. Click View Employee List.
  3. Click on Add Employees.
  4. Select Gusto Export
    • This will bring up a window matching your OnTheClock employees with your Gusto employees.
      • If an employee is already exported and linked: A small link icon will appear next to the employee's name under the “OnTheClock Employee” column.
      • If an employee has not been linked but we were able to match them to an existing Gusto account: The Gusto employee will be preselected in the drop-down list under the “How to handle in Gusto” column.
      • If we were not able to match the employee: Create New is preselected from the drop-down list.
      • If you do not wish to sync an employee: Select Do Not Sync from the drop-down list.
  5. Confirm that the employees are mapped correctly and click Sync Employees
    • Any employees that you selected Create New for will appear in the Hiring tab of Gusto. You must add them to payroll in Gusto before timecard data can sync.
Send timecards to Gusto

Before sending a timecard, make sure you’re connected to Gusto and all applicable employees have synced successfully. 

Keep in mind: You must have existing time card entries in your OnTheClock account for employee hours to be sent to Gusto. We recommend sending hours to Gusto after allowing employees to clock in/out for a full pay cycle.

  1. In OnTheClock, click Time Cards.
  2. Confirm the pay period is set to the date range you want to send to Gusto.
  3. Click Send to Gusto in the “Options” panel above the timecard table.
  4. Timecard data that will be sent:
    • Regular Hours
    • Overtime Hours
    • Double Overtime Hours
    • Vacation Hours
    • Sick Hours
    • Tips
    • Bonuses
    • Commissions

Keep in mind: You must first set up vacation and sick time PTO policies in Gusto in order for those values to successfully sync. 

Federal holidays can be set up in Gusto and will be automatically counted as PTO when payroll is processed.

Having trouble syncing employee timecard data?

Check on the below:

  • Confirm that the OnTheClock employee is linked to a Gusto employee.
  • Confirm that the Gusto employee who is linked is fully onboarded in Gusto.
  • Confirm that the Gusto payroll has not already been processed for the timecard date.
    • Only unprocessed Gusto payrolls will be updated.
View OnTheClock hours in Gusto
  1. Sign in to your Gusto account.
  2. Click the Payroll section and select Run payroll.
  3. Select your pay period under Regular Payroll.
  4. Click Run payroll.

Employee hours will appear on page 1 of payroll, and page 2 if sick and vacation time applies.

FAQs

Q: What happens if an employee's information is updated after the employee was synced?

A: If the employee in OnTheClock or Gusto is updated after a sync, a re-sync will be required. 

If the update was informational: you may need to manually update in both, but timecard is often not affected.

Q: Does the integration support multiple pay rates or jobs? 

A: At this time, no. OnTheClock is always iterating on their product and will notify customers if anything changes.

Q: Can the sync be automated? 

A: No. It’s important for an admin to do a final review and approval of time cards first and foremost before sending information to payroll.