Set up and manage work email with Google Workspace or Microsoft 365
This article is for admins who want to manage work email access for their team through Google Workspace or Microsoft 365.
You can use the Gusto app directory to manage your team members’ access to their Google Workspace or Microsoft 365 work emails. Learn what we send to work emails.
Connect to Google Workspace or Microsoft 365 to:
Set up new hires’ work emails from the onboarding checklist.
Set up or remove work email access for current team members.
Remove dismissed team members’ work email access from the dismissal flow.
Who can do this: Full Access admins and admins with the Integrations permission can create and remove work email accounts.
Work email provisioning is available for employees and individual US contractors. It is not available for business and non-US contractors at this time.
Want to connect more apps? Explore more software integrations and provisioning apps to help you run your business effectively.
Connect your preferred work email software to Gusto. Once you connect your company’s Gusto and work email accounts, you can manage your team members’ access from Gusto.
Step 1: Connect to your company’s work email provider from Gusto
Connect to Google Workspace
Here’s who can set up and manage the integration:
In Google Workspace: Admins with the Users permission
In Gusto: Full Access admins and admins with the Integrations permission
To connect your company’s Gusto and Google Workspace accounts:
Go to the App directory.
Click Provisioning apps.
Under Google Workspace, click Learn more.
If your company already has an account, click Connect.
We’re an authorized reseller of Google Workspace. If your company has a Google account, we’ll later ask you to combine your Google Workspace bill with your Gusto bill.
If your company does not have an account yet, click Get Google Workspace.
Click Continue in the pop-up.
Choose the account you use for your company’s workspace.
If yours isn’t listed, click Use another account.
Enter your admin password and click Next.
If the next page shows a 400 error, set Gusto as a trusted app in Google Workspace. Then return to step 1 to resume connecting your company’s accounts.
Click Allow.
You’ll be redirected to Gusto. Go to Step 2 to match your team members’ accounts.
Connect to Microsoft 365
Here’s who can set up and manage the integration:
In Microsoft 365: Admins with User admin permissions
In Gusto: Full Access admins and admins with the Integrations permission
To connect your company’s Gusto and Microsoft 365 accounts:
Go to the App directory.
Click Provisioning apps.
Under Microsoft 365, click Learn more.
If your company already has an account with the software, click Connect.
If your company does not have an account yet, click Get Microsoft 365.
Click Continue in the pop-up.
Enter the email or phone you use to sign in to your Microsoft admin account and click Next.
Enter your admin password and click Sign in.
You’ll be redirected to Gusto. Go to Step 2 to match your team members’ accounts.
Step 2: Match your team members’ accounts
After signing in to your email provider and being redirected to Gusto, match each team member’s Gusto and email accounts.
The left column shows each email under your company account. In the right column, select the Gusto profile for that email.
If a team member does not have a work account yet: Create the account on the Google or Microsoft website. Then, go to the Connect a team member's existing work email section of the article to match the new email account to its Gusto profile.
For accounts under Employees with no matches, click Select an option.
Match with existing Gusto account: Find and select the Gusto account for this email.
Add as a new team member: This creates a new Gusto account. After you finish matching accounts, add them to payroll.
Don’t match in Gusto: Choose this if you do not want to manage the email account from Gusto. You’ll need to manage the account on your email provider’s website instead.
Under Employees with matches, check that each selection is correct.
Once you select an option for all accounts, scroll to the bottom and click Match accounts.
The Accounts tab shows each Gusto profile and its 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, we’ll prompt you to create their work email account. If you’ve connected other provisioning apps in the App directory, we’ll use their work email when you create other accounts for them.
When you dismiss someone with a matched work email account, you can remove their work email access 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.
Step 3: Transfer Google Workspace billing to Gusto (Google Workspace users only)
To finish connecting an existing Google Workspace to Gusto, transfer your Google Workspace billing to your Gusto bill.
Combining your Google Workspace billing with Gusto means one less bill to track and helps you avoid paying for unused accounts.
Account types ineligible for billing transfer
If you have one of these Google account types, you may not be able to combine your Google and Gusto billing. You can still connect your Google account to Gusto without combining billing.
Annual/Fixed-term payment plans: You can only transfer billing to Gusto in the 30 days before your renewal date.
Ineligible Google Workspace products: Google Voice, Google Vault, and Google Cloud Identity Premium (Google Cloud Identity Free is eligible). If your Google account includes any of these, we cannot transfer your billing.
Transfer your Google billing to Gusto
To transfer your Google billing to Gusto:
Open the Retrieve Transfer Token page.
If you do not see the transfer token page and are using Google Chrome, make sure you log in to the Chrome profile for your admin account.
Click Copy code.
Enter this code in your Google Admin console in the field labeled Enter Reseller’s Public Identifier.
Click Confirm Reseller Identifier.
Check that the domain name and business name match Gusto.
Check the box to agree to the terms and conditions.
Click Generate Transfer Token.
Click Copy code. You’ll paste this in Gusto later.
Transfer tokens expire 14 days after you generate them. If your token expires or you lose access to it, sign in to your Google Admin console again in a new browser tab and repeat these steps.
Paste the transfer token in Gusto.
After you transfer, we’ll bill you for Google Workspace through your monthly Gusto bill.
Click Continue. We’ll check if your account is eligible to transfer.
Click Submit.
You can now create and manage Google Workspace accounts for your team from Gusto.
After you connect Google Workspace or Microsoft 365 to your company’s Gusto account, you can create work email accounts for your team members from Gusto.
Create contractor work email accounts directly on the email provider’s website. Then follow the steps in the Connect a team member's existing work email section of the article to connect their account to Gusto.
Create a new hire’s work email during onboarding
You can create a new hire’s work email account from the onboarding checklist. Grant them access now or schedule a future start date.
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.
To create a new hire’s work email during onboarding:
Go to People.
Click the Onboarding tab.
Find the new hire’s name. Under the Progress column, click View checklist.
Add their personal email to Gusto first. You can do this in the first step of the Add [Name] to payroll task:
Find the Add [Name] to payroll task and click Start.
On the Details page, enter their personal email.
Complete any other required info on this page and click Save & continue.
You can either finish adding the person to payroll or go back to set up their work email by clicking on [Name’s] checklist in the top-left corner.
Find the Add [Name]’s work email task on the onboarding checklist and click Start.
Click Create a new email address.
Choose the app you want to use.
Type the team member’s new email address. Make sure your company’s domain is correct.
Google Workspace users: You can add the new hire to one or more Google Groups.
If the employee’s domain changes to the wrong domain for this account: If you manage multiple domains in Google, try disconnecting the integration and reconnecting it. Make sure you select the correct domain when signing in and connecting the account.
Microsoft 365 users: You can add the new hire to one or more Microsoft 365 Groups.
Choose when the team member can access their new email.
If you choose today, Google or Microsoft sends them a welcome email when you complete these steps.
If you choose a future date, Google or Microsoft sends them a welcome email at 8am ET that day.
Click Save & continue.
Check the account details. Make sure a personal email appears on this page. Google or Microsoft sends login information to this personal email.
Click Create account.
This creates the new hire’s account with the app you selected. At the time you chose in step 10, Google Workspace or Microsoft 365 sends login instructions to the new hire’s personal email.
If the new hire does not receive the welcome email, they can access their temporary email password in Gusto once you add them to payroll.
If you connect other provisioning apps in the Gusto App directory: When you create other app accounts for this person, we use their new work email. In their onboarding checklist, click Create [Name’s] app accounts.
You can manage the team member’s email account access from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab).
Connect a new hire’s existing work email to Gusto
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.
Go to People.
Click the Onboarding tab.
Find the new hire’s name. Under the Progress column, click View checklist.
Find the Add [Name]’s work email task and click Start.
Choose Add an existing email address.
Select the app you want to use.
Click the dropdown and select the new hire’s work email.
Click Save & continue.
Make sure all the details are correct and click Create account.
You can now use this email to create any other app accounts for the new hire through Gusto. We automatically send app access instructions to their work email. Click Create [Name]’s app accounts to go to the next onboarding checklist task.
You can manage the team member’s email account access from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab).
Create a work email account for a team member you already onboarded and added to payroll.
To create a work email account for a current team member:
Go to the App directory.
Click Provisioning apps.
Select your work email app (Google Workspace or Microsoft 365).
Go to the Accounts tab.
Find the person you want to create an account for and click the three dots icon.
If you use Google Workspace, you can also add this person to your company’s Google Groups.
Click Create account.
This creates the team member’s account with the app you chose. The app immediately sends login instructions to their personal email.
After you create their account, you can manage it from their profile (in their Apps tab) or the App directory (in the app’s Accounts tab).
Follow these steps if a team member already has a company email account. Matching their email and Gusto accounts lets you manage their app access from Gusto.
To connect a team member’s existing work email:
Go to the App directory.
Select your work email app.
Click Match accounts.
The left side shows all current work app emails under your company’s account. Find the person you want to match and click Select an option.
Choose the Gusto profile for this email account.
Scroll to the bottom and click Match accounts.
The Accounts tab shows the updated account details for all team members. You can also 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 available for work email admins. Check with the work email app to understand how billing works for suspended accounts.
You can suspend access to someone’s work email without deleting the data within their account:
At the time of dismissal
From their profile
From the app in the App Directory
Suspend a team member’s work email account at dismissal
When an employee leaves the company, you can suspend their work email account when you dismiss them. At the end of the day on their last day of work, the employee can no longer sign in or use the account. The app administrator keeps access to the account and its files and data.
If the dismissal is immediate, we remove their access to the app and their account right away. If you set their dismissal date in the future, the employee has access until 12:00am PT the day after their last day.
Example: If the employee’s last day is January 1, we remove their access between 12:00am and 1:00am PT on January 2.
To suspend a team member’s work email account at dismissal:
Start the employee dismissal steps.
In part 2 of the dismissal process (Select access), choose to suspend their account.
Click Save & continue, and continue dismissing them.
Suspend a team member’s work email account via their profile
To suspend a team member’s work email account via their profile:
Go to People.
Click the person’s name.
Go to their Apps tab.
Find their work email app and click Actions.
Choose to suspend access.
We immediately suspend the team member’s access to the app. We do not delete or remove their account. The app administrator keeps access to the app account and its data. If you need to restore access, do this through the app directly. We update their connection status on the Apps tab under their profile and on the app’s page in the App directory.
Suspend a team member’s work email account via the App directory
To suspend a team member’s work email account via the App directory:
Go to the App directory.
Choose the work email app.
From the Accounts tab, click the three dots under the Actions column.
Choose to suspend their account.
You can remove an employee’s app access:
From an employee’s profile
At the time of dismissal
From the app’s page in the App directory
When you delete their account, you also delete all the data in their account. If you want to remove access but keep their data, go to the Suspend a team member’s work email account section of the article instead.
If you want to disconnect an account from Gusto but keep the account active, go to the Disconnect a team member’s work email account from Gusto section of the article instead.
What happens when you delete a work email
Google Workspace
All Google documents, emails, and Google Drive files the user owns are deleted.
Best practices:
To avoid losing valuable information, move the user’s files to another location before you delete the user. A Google Workspace administrator should do this.
You may want to set up email forwarding from the deleted account to another inbox. Do this in the Google Workspace admin console.
Account restoration: If needed, you can restore someone’s Google account within 20 days of deleting it. It takes 24-72 hours for a restored account to become available again.
Microsoft 365
All Microsoft documents, emails, and other files the user owns are deleted. SharePoint files are not deleted.
Best practices:
To avoid losing valuable information, move the user’s emails and OneDrive files to a different location. You do not need to transfer their SharePoint files, as you’ll still have access to them.
You may want to set up email forwarding from the deleted account to another inbox. Do this in the Microsoft 365 admin center.
Account restoration: If needed, you can restore someone’s Microsoft account within 30 days of deleting it.
Delete a team member’s work email account at dismissal
When an employee leaves the company, you can delete their work email account when you dismiss them. At the end of the day on their last day of work, we remove their access to the account and delete the account and its files.
To delete a team member’s work email account at dismissal:
Start the employee dismissal steps.
In part 2 of the dismissal process (Select access), choose to delete their account.
If you leave the box unchecked, the employee keeps their account and access to it. You can delete it later in your email provider’s admin console.
Click Save & continue and complete the remaining steps to dismiss them.
If the dismissal is immediate, we remove their access to the app and delete their account right away. If you set their dismissal date in the future, the employee has access until that date.
Delete a team member’s work email account via their profile
You can delete an active team member’s work email. This removes their access and deletes their work email account right away.
To delete a team member’s work email account via their profile:
Go to People.
Click the person’s name.
Go to their Apps tab.
Find their work email app and click Actions.
Click Delete account.
We remove the team member’s access to the work email app and delete their account. We update their connection status in this tab and on the app’s page in the App directory.
Delete a team member’s work email account via the App Directory
To delete a team member’s work email account via the App Directory:
Go to the App directory.
Choose the work email app.
From the Accounts tab, click the three dots under the Actions column.
Choose to delete the account.
We remove the team member’s access to the work email app and delete their account.
You can disconnect a work email account from Gusto but keep the account and the team member’s access active. You typically only do this if you connected someone to the wrong account and need to match them to a different one.
If you want to delete the work email account and revoke the team member’s access to it, go to the Delete a team member’s work email account section of the article.
To disconnect an account from Gusto:
Go to People.
Click the person’s name.
Go to their Apps tab.
Find the work email app and click Actions.
Click Unmatch account.
The team member’s work email account stays active with the app, but you can no longer 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.
Disconnect Google Workspace or Microsoft 365 if you no longer want to manage team member work email accounts from Gusto.
This does not delete the company account or any team member accounts. This only removes Gusto admins’ ability to manage email account access from Gusto.
To disconnect Google Workspace or Microsoft 365 from your company’s Gusto account:
Go to the App directory.
Under Connected apps, select the app you want to disconnect.
Go to the About tab.
Click Disconnect app.
Click Disconnect.
After you disconnect, create or remove access to this email app on the app’s website instead of in Gusto.
Contact us for support with work email setup and account management. To contact us, sign in to your Gusto account and click the help icon 
in the top-right corner of the page.