With the Gusto app directory, you can manage your team members’ access to their Google Workspace or Microsoft 365 work emails right from Gusto. See what Gusto sends to work emails.
Once you connect to Google Workspace or Microsoft 365 with the steps below, you can:
Gusto permissions needed: All Full Access admins and admins with the Apps & IT permission can create and remove work email accounts from Gusto. Work email provisioning is available for employees and domestic contractors. It is not available for international contractors at this time.
Want to connect more apps? Gusto offers a suite of software integrations and provisioning apps to help you run your business.
Follow the steps below to connect your preferred work email software to Gusto. Once your company's Gusto and work email accounts are connected, you can start managing your team members' access right from Gusto.
Connect to Google Workspace
Here's who can set up and manage the integration:
Follow these steps to connect your company’s Gusto and Google Workspace accounts.
Connect to Microsoft 365
Who can set up and manage the integration
Follow these steps to connect your company’s Gusto and Microsoft 365 accounts.
Once you sign in to your email provider and you’re redirected to Gusto, follow the steps below to match each team member’s Gusto and email accounts with each other.
The left column lists each email that exists under your company account. In the right column you’ll select the Gusto profile associated with that email.
Team members without email accounts: if anyone doesn't have a work email account yet, create the account directly on the Google or Microsoft website. Then follow the steps below in the "Create or connect a current team member's accounts" accordion to match the new email account to its corresponding Gusto profile.
The Accounts tab of the integration lists each Gusto profile and the status of their work email account status. You can also view and manage individual accounts in the Apps tab of each person's profile.
The next time you hire someone, Gusto will prompt you to create their work email account. If you’ve connected to any other provisioning apps in the App directory, their new work email will be used when you create any other accounts for them from Gusto.
When you dismiss someone with a matched work email account, you can securely deactivate their work email at the same time.
Google calendar users: Want to export the Gusto time off and holiday calendar to your company’s Google calendar? Follow the “Sync reminders to your personal calendar” steps in this article.
To finish connecting an existing Google Workspace to Gusto, consolidate Google Workspace billing with your Gusto bill. Follow the one-time setup steps below.
Consolidating your Google Workspace billing with Gusto means one less bill to track and helps eliminate the risk of paying for empty seats.
Accounts ineligible for billing transfer
If you have one of the below Google account types, you may not be able to consolidate your Google and Gusto billing. You can still connect your Google account to Gusto without consolidating billing.
Transfer your Google billing to Gusto
You’ll now be able to create and manage Google Workspace accounts for your team right from Gusto.
After you connect Google Workspace or Microsoft 365 to your company Gusto account, you can quickly create work email accounts for your team members without leaving Gusto.
Contractors: create contractor work email accounts directly on the email provider’s website. Then follow the steps below in the "Create or connect a current team member's accounts" section to connect their account to Gusto.
You can create a new hire's work email account right from the onboarding checklist. You can grant them immediate access or schedule a future date for their access to begin.
First onboard the new hire to Gusto. If you sent them an offer letter through Gusto, they must accept it before you can set up their work email with the steps below.
This immediately creates the new hire’s account with the selected app. At the time you selected in step 9, the email app (Google Workspace or Microsoft 365) will send login instructions to the new hire’s personal email. If they don't receive the welcome email, they can also access their temporary email password in Gusto once they've been added to payroll.
If your company’s connected to any other provisioning apps in the Gusto App directory: when you create any other app accounts for this person, their new work email will be used. In their onboarding checklist, click Create [Name’s] app accounts.
Going forward, you can manage the team member's access to the email account from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab).
Follow these steps for a new hire (someone who’s still listed in the Gusto Hire & onboard section) who already has a work email with your company’s Google Workspace or Microsoft 365 account.
You can now use this email to create any other app accounts for the new hire through Gusto. App access instructions will be automatically sent to their work email. Click Create [Name’s] app accounts to be taken to the next onboarding checklist task.
Going forward, you can manage the team member's access to the email account from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab).
Follow these steps to create a new work email account for anyone you’ve already onboarded and added to payroll.
This creates the team member's account with the chosen app. The app will immediately send login instructions to their personal email.
Once their account is created, you can manage it from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab).
Follow these steps for anyone who already has a company email account. Matching their email and Gusto accounts will let you quickly and securely manage their app access right from Gusto.
The Accounts tab lists the updated account details for all team members. You also can view and manage your team's work email access in the Apps tab of each person's profile.
Suspending an account removes the employee’s access to their work email, but keeps the work email account and all associated data live for the work email account admins. Be sure to check with the work email app directly to understand billing and seat management for suspended accounts.
There are a few ways you can quickly and securely suspend access for someone's work email, without deleting the data within their account:
When an employee leaves the company, you can securely suspend their account at the same time you dismiss them. At the end of the day on their last day of work, the employee will no longer be able to sign in or use the account, and the account and its associated files and data will be retained for the app administrator.
If the dismissal is immediate, this will immediately revoke the employee's access to the app and remove their account. If you set their dismissal date in the future, the employee will have access until 12:00am PT the day after their last day. Ex: If the employee’s last day is January 1, their access is revoked between 12:00am and 1:00am PT on January 2nd.
The team member's access to the app is immediately suspended and Gusto does not delete or remove their account. The app administrator will retain access to the app account and its data. If you need to restore access, you’ll need to do so via the app directly. Their connection status is updated on both in the Apps tab under their profile, and on the app's page in the App directory.
There are a few ways you can quickly and securely remove an employee’s app access:
Deleting their account also deletes all the data in their account. If you want to revoke access but retain their data, follow the steps above instead, “Suspend a team member’s account."
If you only want to disconnect an account from Gusto, but keep the account and the team member's access to it active without permanently deleting it, follow the steps in the “Disconnect a team member's account from Gusto” accordion below instead.
Google Workspace
Microsoft 365
When an employee leaves the company, you can securely delete their account at the same time you dismiss them. At the end of the day on their last day of work, their access to the account will be revoked, and the account and its associated files will be deleted.
If the dismissal is immediate, this will immediately revoke the employee's access to the app and delete their account. If you set their dismissal date in the future, the employee will have access until that date.
Follow these steps to delete an active team member's work email. This immediately revokes their access and deletes their work email account.
The team member's access to the work email app is immediately revoked and their account is deleted. Their connection status is updated on both in this tab and on the app's page in the App directory.
The team member's access to the work email app is immediately revoked and their account is deleted.
Follow these steps if you want to disconnect a work email account from Gusto but keep the account and the team member's access to it active. This isn’t common practice unless someone was connected to the wrong account and you need to match them to a different one.
If you instead want to delete the work email account and revoke the team member's access to it, follow the steps above in the “Delete a team member's work email account” accordion.
Follow these steps to disconnect an account from Gusto:
The team member's work email account remains active with the third-party app, but you’ll no longer be able to view or manage their access to it from Gusto.
If you want to reconnect their work email account to Gusto in the future, return to their Apps tab and choose Match accounts.
Follow these steps if you no longer want Gusto admins to create and remove team member work email accounts from Gusto.
This does not delete the company account or any team member accounts. It only removes Gusto admins’ ability to manage email account access from Gusto.
The next time you need to create or remove someone's access to this email app, you'll need to do so on the app’s website instead of in Gusto.