Integrate with Workforce

Workforce is a mobile workforce management software built for frontline teams. With Workforce you get advanced scheduling, automated timesheets, employee engagement and workforce compliance all in the palm of your hand. 

Gusto integrates with Workforce to sync employee time sheets directly from Workforce to Gusto. 

Customers who join Gusto from Workforce will receive Gusto payroll free for their first 3 months. 

Connect to Gusto from Workforce

1. Sign in to Workforce.
2. Click the dropdown next to your initials in the top-right corner.
3. Go to Settings–you’ll want to make sure your pay periods (pay groups) in Workforce match the pay periods in Gusto.
   • Open a new tab and head to the Pay section > Payroll settings > Pay schedule section > preview upcoming paydays of Gusto to see upcoming pay periods.
4. Click Pay Groups.
   • If needed, edit the start date and frequency to match the pay periods in Gusto.
5. After matching the pay period, click the dropdown next to your initials in the top-right corner
6. Click Integrations.
7. Click Payroll Integrations.
8. Click New payroll integration in the top right.
9. Scroll to find Gusto, and click it.
10. If you’re already a Gusto user, click Connect to an Existing Gusto Account. If you’re new to Gusto, click Create a New Gusto Account.
    • If you’re creating a new account: we’ll ask for some basic information and the email you’d like to use for your account. Then, you’ll need to check that email for the next steps needed to complete your onboarding with Gusto. 
    • Proceed to the next step after you’ve completed onboarding in Gusto.
11. Enter your Gusto sign-in credentials and click Sign In.
12. Choose which company you’d like to authorize, and click Authorize.
    • You’ll be taken to the “Payroll Integrations” page in Workforce.
      • From this page you can click Edit integration to review or update the integration settings. Here you’ll also find some helpful tutorials about how the integration works.
13. Return to your Settings.
14. Click Pay Group.
15. Under the “Payroll Integration” dropdown, select Gusto.
16. Click Save.

You’re now connected. For the integration to work properly, you’ll need to confirm pay periods are aligned (completed above), import your staff, and set up earning rules. See below for additional setup instructions.

Import staff (team members)

1. Click the dropdown next to your initials in the top-right corner.
2. Click Staff.
3. Click + Add Staff in the top-right of the page.
4. In the pop-up window, next to “Import bulk staff”, select Gusto from the dropdown.
   • If you don’t see Gusto listed, refresh your page and retry starting at step 3.
5. Click Gusto or Select to start the import of staff.
6. Stay on the screen with the loading status indicator–this could take a few minutes to complete.
   • Once complete, you'll see a list of the staff that was imported to Workforce.
   • If there are any staff members on the list that shouldn't have been imported click Don't Import.
7. Once you’re ready to officially import, click Complete Staff Import. 

If any members were not imported, check their details in Gusto to make sure you’ve added them, they have a current start date and don't have a dismissal date. 

New staff additions

Going forward you have a few options when adding new teammates.

• Add them to Gusto–Workforce will automatically import the employee within the hour.
• Add the employee to Gusto and initiate an immediate manual sync by following the “Import staff” instructions above. 
  • New staff will be imported and existing staff will be updated.
• Use Workforce’s employee onboarding feature
  • This sends the new employee an app to fill in their details. Once complete a profile is automatically added to Workforce. You can use that information to create their profile in Gusto manually.

Set up earnings rules

1. Click the dropdown next to your initials in the top-right corner.
2. Click Compliance.
3. In the “Customize Your Setup” card, click Manage next to “Custom Earnings Rules.”
4. Click +New earnings rule.
5. Give a name and description (e.g. Regular Hours)
6. Click Done.
7. Under “Details", select who the rule will apply to.
8. Click Done.
9. Select the type of hours the rule is related to:
   • Ordinary (regular hours)
   • Overtime
10. Set your conditions.
11. Click Done when complete.
12. Specify your outcomes.
13. Click Done.
14. Link the new rule to a field in Gusto under “Export Name.”
    • E.g. Link regular hour rules to “Regular Hours” in Gusto.
15. Click Done.
16. Click Create Rule.

Repeat for all earnings types. 

For fixed compensation and paid time off exports you’ll need to do the following:

• Fixed compensation
  • Assign a new “Allowance” type to the fixed compensation category passing from Gusto.
• Paid time off (PTO)
  • Create a new “Time Off” type and link it to the applicable Gusto time off category.
  • In Gusto, you need to have a PTO policy set up and employees enrolled for PTO to sync.

Export timesheets from Workforce to Gusto

For timesheets to export successfully, two things must be true:

• Pay periods must match in both systems–the beginning and end dates of pay periods must be identical.
• Earnings rules must be set up in Workforce for all possible Gusto earning types.

To export timesheets:

1. Click the dropdown next to your initials in the top-right corner.
2. Click Timesheets.
3. Click Weekly or Daily.
   • All approved timesheets will be green.
4. For any staff that still need hours approved, do so.
5. To generate an export preview, click Export to Payroll in the top-right corner once all hours are approved.
   • You can also sync individual timesheets by exporting them directly from the staff members hour-summary page.
6. If the preview looks good, click Export to Payroll Software.

Check for success on the confirmation page. You can also head to the Pay section > Run payroll tab of Gusto to verify hours have synced.

Troubleshoot syncing issues

• Payroll integration is disconnected
  • Click the dropdown next to your initials in the top-right corner > head to Integrations > Find the Gusto payroll integration and click Reconnect. Follow the same steps as the initial setup.
• No Gusto employee found
  • Make sure you’ve added the employee to Gusto and sync them to Workforce using the staff import process detailed above.
• No Gusto payroll found
  • Make sure your pay periods are properly configured and match exactly across both systems. You may need to:
    • Go to the employee’s personal details page (in Workforce) > click the Payroll tab > make sure they’re assigned to the right pay group and associated pay period.

Still need help? 

Check out Workforce’s Gusto integration guide. You can also contact Workforce directly at [email protected] or (888) 766-5582.