This article is for admins who want to connect their Gusto and Shoobx accounts to sync employee data.
Shoobx is a platform that helps companies and investors automate, create, manage, and store equity-related legal documents.
We integrate with Shoobx to make hiring and setting up employee profiles easier. Once you connect your Gusto and Shoobx accounts, employee data syncs automatically between the two systems, saving time and keeping records accurate.
Note: Customers who join Gusto from Shoobx will receive Gusto payroll free for their first 3 months.
You can connect your Gusto and Shoobx accounts directly from Shoobx.
To connect your accounts:
In the top menu, click Company.
Choose Administration.
In the Security and Access section, click Gusto Payroll Setup.
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 finish connecting your accounts.
Enter your Gusto admin credentials and click Sign In.
Click Authorize.
If prompted, choose which Gusto account you want to connect to Shoobx.
Click Connect.
Once you connect your accounts, your Shoobx company dashboard displays a Gusto tile for easy access. Stay signed in to Shoobx and go to Step 2 to match your employees’ Gusto and Shoobx accounts.
After you connect your company’s Gusto and Shoobx accounts, you need to match employee accounts so their data can sync properly. Do this again anytime you hire a new employee.
If any employees need a new Gusto or Shoobx account, you can create one during this process.
To view and manage employee accounts:
On your Shoobx company dashboard, find the Gusto tile and click Payroll.
The next screen lists all employee accounts in Gusto and Shoobx.
Employees who already have accounts in both systems appear twice.
The Status column shows which accounts an employee has and whether you matched them.
Depending on each employee’s status, follow the relevant steps below to either match or create their accounts.
Follow these steps for people who are listed twice on the Employees page. This means they already have accounts in both Gusto and Shoobx, and you just need to match their accounts so their data syncs.
Next to the name of someone who appears twice, click Create Employee in Shoobx.
Scroll to Create new Shoobx stakeholder and select No.
Next to Stakeholder to connect, make sure you select the correct Shoobx user.
Click Connect.
Once connected, the Employees page lists each employee only once, and their Status column includes both the Gusto and Shoobx logos. Now you only need to enter their salary, position, and other key details in a single system. Changes you make in Gusto automatically sync to Shoobx, and vice versa.
Follow these steps for new hires or anyone who only has a Gusto account listed on the Shoobx Employees page. This means they do not yet have a Shoobx account.
On your Shoobx company dashboard, find the Gusto tile and click Payroll.
Find the employee’s name and click Create Employee in Shoobx.
Scroll to Create new Shoobx stakeholder and select Yes.
Optional: Upload any employee documentation.
Click Connect.
Once connected, the Employees page includes both of the employee’s accounts. Shoobx will invite them to sign in to their new account and start managing their documents.
Follow these steps for new hires or anyone who only has a Shoobx account listed on the Shoobx Employees page. This means they do not yet have a Gusto account.
On your Shoobx company dashboard, find the Gusto tile and click Payroll.
Find the employee’s name and click Create Employee in Gusto.
Next to Gusto Employee, select Create new employee.
Optional: Select their Job Location, or choose Set up in Gusto app later.
Click Connect.
Once connected, the Employees page includes both of the employee’s accounts. We’ll add them to the Hire and onboard section so you can set up their account and add them to payroll.
The integration syncs the following employee info. It does not sync advisor or consultant data.
Employee data that syncs both ways
You can update these data fields in either Gusto or Shoobx, and the changes sync 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)
Employee data that syncs from Gusto to Shoobx
Some employee data fields only sync from Gusto to Shoobx. When you need to make updates, make sure to do so in Gusto so they sync with Shoobx. If you update these fields in Shoobx only, changes will not sync to Gusto:
Job title
Home address
Manager
Data automatically syncs every hour, but you can also run a manual sync at any time.
In the Gusto tile, click Payroll.
In the top right, click Update.
Once complete, the time of the last sync updates.
Whenever you hire a new employee, set up their account in either Gusto or Shoobx first. Then, create their second account by following the Step 2 steps in either the Create a new employee Gusto account or Create a new employee Shoobx account section of the article.
If you’ve already created both a Gusto and a Shoobx account for the new hire, you need to match their accounts so their data can sync. Follow the Step 2 steps in the Match existing accounts section of the article.
If employee data is not syncing as expected, use the steps below to find and fix the issue.
View the Shoobx sync log
The Event Log in Shoobx shows when data was last synced between your accounts.
In the Gusto tile, click Log.
If you made an update to employee info that you cannot find in the other system yet:
Make sure that the info appears on the list of employee data that syncs. Refer to the Sync employee data between Gusto and Shoobx section of the article.
You can run a manual sync at any time. Go to the Employees tab and click Update.
Reconnect the Gusto and Shoobx integration
Shoobx emails admins and displays alerts on your dashboard when the integration needs attention. The integration may stop working if an admin’s permissions or password have changed. To restore it, follow the steps in the Step 1: Connect to Gusto from Shoobx section of the article to reauthorize.
Contact Shoobx directly at [email protected] or (617) 855-6711.