Integrate with Shoobx

1. Sign in to your Shoobx admin account.
2. In the top menu, click Company.
3. Choose Administration.
4. In the “Security and Access” section, click Gusto Payroll Setup.  
5. Click Connect to Gusto Account.
   • If you’re new to Gusto: select Create New Gusto Account and complete your company onboarding in Gusto. Then return to Step 1 to resume integrating your accounts. 
6. Enter your Gusto admin credentials and click Sign In. 
7. Click Authorize.
8. If prompted, select which Gusto account you wish to connect to Shoobx.  
9. Click Connect.

Once your Gusto and Shoobx accounts are integrated, your Shoobx company dashboard displays a Gusto tile for easy access. Stay signed in to Shoobx and head to Step 2 below to match your employees’ Gusto and Shoobx accounts to each other. 

Right after you connect your company’s Gusto and Shoobx accounts, and anytime you hire a new employee, you'll need match employee accounts so their data can sync properly. You’ll also have the option to create a new Gusto or Shoobx account for any employees who need one. 

1. On your Shoobx company dashboard, find the Gusto tile and click Payroll.
2. The next screen lists every employee account that exists in Gusto and Shoobx. 
   • Employees who already have accounts in both systems are listed twice. 
   • The “Status” column indicates which accounts an employee has and whether they’ve been matched. 
3. Depending on each employee’s status, follow the relevant steps below to either match or create their accounts. 

Match existing accounts 

Follow these steps for people who are listed twice on the “Employees” page. 

This means they already have an account in both Gusto and Shoobx, and you just need to match their accounts so their data can sync.

Follow these steps to match an employee's existing accounts to each other:

1. Next to the name of someone listed twice on this page, click Create Employee in Shoobx.
2. Scroll to “Create new Shoobx stakeholder” and select No. 
3. Next to “Stakeholder to connect,” make sure the correct Shoobx user is selected. 
4. Click Connect. 

Once connected, the “Employees” screen only lists the employee once, and their “Status” column includes both the Gusto and Shoobx logos. Now you only have to enter their salary, position, or other key details in just one system. Changes you make in Gusto will automatically sync to Shoobx, and vice versa. 

Create a new employee Shoobx account 

Follow these steps for new hires or anyone who has only a Gusto account listed on the Shoobx “Employees” screen. This means they don’t have a Shoobx account yet. 

Follow these steps to create an employee Shoobx account: 

1. On your Shoobx company dashboard, find the Gusto tile and click Payroll.
2. Find the employee’s name and click Create Employee in Shoobx.
3. Scroll to “Create new Shoobx stakeholder” and select Yes. 
4. Optional: If desired, upload any employee documentation. 
5. Click Connect. 

Once connected, the “Employees” screen includes both of the employee’s accounts. Shoobx will invite them to sign in to their new account and start managing their documents. 

You’ll only need to manage their salary, position, or other key details in just one system. Changes you make in Gusto will automatically sync to Shoobx, and vice versa. 

Create a new employee Gusto account 

Follow these steps for new hires or anyone who has only a Shoobx account listed on the Shoobx “Employees” screen. This means they don’t have a Gusto account yet. 

Follow these steps to create an employee Gusto account and start including them in Gusto payroll: 

1. On your Shoobx company dashboard, find the Gusto tile and click Payroll.
2. Find the employee’s name and click Create Employee in Gusto.
3. Next to “Gusto Employee,” select Create new employee.
4. Optional: If desired, select their Job Location, or choose Set up in Gusto app later. 
5. Click Connect. 

Once connected, the “Employees” screen includes both of the employee’s accounts. In Gusto, they’re added to the Hire and onboard section so you can set up their account then add them to payroll. 

Now you only have to manage their salary, position, or other key details in just one system. Changes you make in Gusto will automatically sync to Shoobx, and vice versa. 

The integration syncs the below employee info. Advisor and consultant data is not included in the sync.

Info that syncs both ways

For the below data fields, you can make changes in either Gusto or Shoobx, then changes will be synced to the other system. 

• First and last name
• Date of birth
• Compensation
• Employee ID
• Department
• Employee status
• Job location / work address (at account creation time only)

Info that only syncs one way

Some employee data fields only sync in one direction. When you need to make updates, make sure to do so in Gusto, then it will sync to Shoobx. If you update these fields in Shoobx only, changes will not sync to Gusto. 

• Job title 
• Home address 
• Manager

Manually sync information to Gusto

Data automatically syncs hourly, but you can also run a manual sync anytime: 

1. Sign in to your Shoobx admin account.
2. In the Gusto tile, click Payroll.
3. In the top-right corner, click Update.

Once complete, the time of the last sync is updated. 

Whenever you hire a new employee, simply set up one of their accounts in either Gusto or Shoobx. To quickly create their second account, follow the steps above (either the “Create a new employee Gusto account” or “Create a new employee Shoobx account” section). 

If you’ve already created both a Gusto and Shoobx account for the new hire, you’ll need to match their accounts so their data can sync. Follow the steps in the “Match existing accounts” section above.

When you dismiss an employee, make sure to do so in both Gusto and Shoobx. Dismissals don’t sync between Gusto and Shoobx because they require additional payroll and equity holding decisions to be made in Shoobx.  

View the sync log 

To confirm if and when any data was synced from between Gusto and Shoobx, view the Event Log in Shoobx:

1. Sign in to your Shoobx admin account.
2. In the Gusto tile, click Log.

If you’ve made an update to employee info that you don’t see reflected in the other system yet:

1. Make sure that info is included on the list of employee data that syncs. Refer to the “Data syncing”section above.
2. You can run a manual sync anytime: go to the Employees tab and click Update.

Reconnect the integration

Shoobx will email admins and display alerts on your dashboard if action is needed to restore the integration. It may be interrupted if an admin’s permissions or password have changed. Simply follow the steps in the “Step 1: Connect to Gusto from Shoobx” section of this article to reauthorize the integration. 

Contact Shoobx directly at [email protected] or (617)-855-6711.