This article is for fitness studio owners and admins who use Bitlancer Studio Tools and want to integrate with Gusto.
Bitlancer Studio Tools automatically calculates payroll for fitness studio instructors and staff. Using class and time clock data from Mariana Tek, Bitlancer generates reports on gross earnings amounts and any class attendance bonuses.
To upload Bitlancer payment reports directly to Gusto and pay your team more efficiently, go to the Connect to Gusto from Bitlancer section of the article.
Note: Customers who join Gusto from Bitlancer will receive Gusto payroll free for their first 3 months.
You’ll need to connect your Bitlancer and Gusto accounts before you can upload payroll reports. This is a one-time setup.
To connect to Gusto from Bitlancer:
Click Sign in with Mariana Tek and enter your credentials.
Next to Bitlancer Studio Tools, click Payroll.
Choose Integrations.
Click Setup Integration.
Click Log in to Gusto.
If your company does not have a Gusto account yet, click Create a Gusto Account to sign up for Gusto and get 3 months of free payroll.
Enter your Gusto credentials and click Sign In.
Click Authorize.
Your Gusto and Bitlancer accounts are now linked. When you go to your Payroll tab in Bitlancer and choose Integrations, the Gusto integration status shows as “Active.”
After you connect your accounts, you can send payroll data from Bitlancer to Gusto each pay period. You can only upload data to Gusto once per pay period report in your dashboard.
To upload payroll data to Gusto:
Under Gusto Pay Periods, find the pay period you want to send to Gusto.
Click Run.
Make sure the data is accurate, then click Upload to Gusto.
If you get an error on the next screen, go to the Resolve Bitlancer-to-Gusto payroll upload errors and warnings section of the article to resolve it.
Review the payroll data. If needed, make any changes to regular, overtime, or double overtime hours.
Click Upload.
Click OK.
Once the upload is complete, you can find the data in your Gusto admin account in Payroll for the specified pay period.
If you get an error or warning when uploading payroll data, use this section to find out what it means and what to do next.
“Employee … is not linked to an employee record in Gusto. Please run employee reconciliation.”
What it means: Bitlancer could not automatically link a staff member’s account to their Gusto employee account. This can happen the first time you upload payroll to Gusto from Bitlancer, or when employees have different emails or names in each system.
What to do:
Click Run Employee Reconciliation.
The next page lists the Mariana Tek and Gusto accounts that have not matched to an account in the other system.
To view all accounts that have already been automatically matched, check the box next to Show all.
Match employee accounts by dragging each Gusto account on the right to the corresponding Mariana Tek account on the left.
Once you’ve matched each account, click Save.
“Payroll has already been processed in Gusto and can no longer be updated.”
What it means: Payroll has already run in Gusto for the selected time period and cannot be changed.
“Employee … is not eligible for this payroll in Gusto.”
What it means: The specified employee has been terminated or has a future start date.
What to do: In Mariana Tek, you may need to move the employee’s hours to the correct pay period.
“Employee … is not assigned the job … in Gusto.”
What it means: By default, Bitlancer assigns the job title of “Staff” to hours generated by the Mariana Tek timeclock, and “Instructor” to all other pay. You may also have custom job titles set up by Bitlancer support. Employees’ job titles in Gusto and Bitlancer must match for their data to upload.
What to do: In Gusto, update the employee’s job title to match their title in Bitlancer.
“Employee … is missing the … compensation for job … in Gusto.”
What it means: The employee is either classified as salaried rather than hourly, or they do not have the commission or customized earnings type needed to support flat-rate pay.
What to do: You may need to change the employee’s pay rate to hourly or add a new pay rate for them.
“No payroll found in Gusto matching pay period ....”
What it means: You can only upload data for dates that match your pay periods in Gusto.
What to do: Return to the dashboard and run a report with dates that match a pay period in Gusto.
Q: Where do I configure employee pay rates?
A: You configure “per class” amounts (e.g., $50 per class) and incentives (e.g., $1 per head) in Bitlancer Studio Tools. During the Gusto upload process, Bitlancer uploads the gross dollar amount an employee is owed.
You configure “Hourly” amounts (for instructors paid hourly or staff members using the Mariana Tek time clock) in Gusto. During the Gusto upload process, Bitlancer uploads the total number of hours an employee worked.
Q: How do I pay someone a different rate for front desk shifts vs. teaching classes? How can I set up multiple pay rates for instructors?
A: By default, Bitlancer assigns the job title of “Staff” to hours from the Mariana Tek time clock and “Instructor” to all other pay. Contact Bitlancer support to add more job titles. Then, in Gusto, assign each employee their relevant job title(s). Hourly employees can have multiple job titles. Employees’ job titles in Gusto and Bitlancer must match for Bitlancer to upload their data.
Q: Why are flat-rate amounts being uploaded as commission?
A: By default, Bitlancer uploads flat-rate dollar amounts (like base pay or incentives) to Gusto as commission. Consult your accountant or tax advisors before using the Gusto upload feature. Bitlancer support can help you set up an earnings type other than commission using Gusto’s custom earning types.
Q: How do I upload to an off-cycle payroll?
A: Bitlancer does not support off-cycle payrolls at this time.
You can disconnect the Gusto and Bitlancer Studio Tools integration at any time. Disconnecting also removes the connection to Mariana Tek.
To disconnect Gusto from Bitlancer Studio Tools:
Next to Bitlancer Studio Tools, click Payroll.
Choose Integrations.
Click Manage Integration.
Click Disconnect Integration.
Click OK.
After you disconnect, Bitlancer permanently deletes all stored Gusto data. You can set up the integration again at any time.
Contact Bitlancer Studio Tools at [email protected] or bitlancer.com/support.