Add custom roles

1. Sign in to your admin account. 
2. Go to Settings.
3. Click the Permissions tab. 
4. In the top-right, click Add a role. 
5. Select the “Access Level”:
   • Basic
     • Delegate limited workflows and tasks to certain people. Most common for team members like managers.
     • Basic roles will never see sensitive information like social security, bank accounts, or tax elections.
     • For the actions this user can take, further select:
       • No access
       • View only 
       • Edit access
   • Limited Admin
     • Delegate select admin workflows to certain individuals.
     • For the actions this user can take, further select:
       • No access
       • Full access
   • Global admin
     • Grant global access to company owners and administrators. Usually only granted to very few people.
     • Global access means this person will have access to all of your company information. If you do not wish to grant this access, choose “Limited admin” instead.
6. Click Continue.
   • Based on your selections, steps 7 and 8 might come in a different order.
7. Let us know who you're giving this access to:
   • Team member
     • Select if this person is already a member of your Gusto organization.
     • For “Basic” roles, you can only select existing team members (but can assign the role to multiple people in the dropdown). 
   • Not a team member—we'll ask for some more info (no effect to their access levels):
     • Relationship to the organization
     • What they help with
     • First and last name
     • Email
     • Note (optional)
8. Select who the user will be able to do these actions for (the scope):
   • Everyone
   • Direct reports
   • Indirect reports
   • Specific people or groups
9. Click Continue. 
10. Give the role a name. 
    • Heads you: For Limited and Global roles, you cannot give them a custom name. They'll show as an “admin role” on the Permissions page.
11. Review the role definition:
    • Who it's assigned to
    • The scope (everyone, direct reports, etc)
12. Review the access levels for each information type. 
    • Click Edit to change them. 
13. Click Create role. 

Let your team know what access levels they have in Gusto. We do not send any notifications about new roles, or changes to access. 

1. Sign in to your admin account. 
2. Go to Settings.
3. Click the Permissions tab. 
4. Click the title of the role you want to edit.
5. Review each section, and click Edit to change any details. 
   • To remove a role entirely: Scroll to the very bottom of the page and click Remove role.
6. Click Save to confirm any changes. 

Q: Can a Basic role be assigned to someone who is "not a team member"?

A: No. For now, Basic roles must be assigned to existing team members in Gusto. 

Q: Can I change a Limited or Global admin to have a Basic role?

A: To reduce an access level to Basic, either edit their individual types of access at the Limited or Global level, or remove the existing role entirely and set up a Basic role for them. 

Q: Does Gusto send notifications about permission or role changes?

A: We notify team members when a role is added, or removed. We do not send notifications about changes to existing access.

Q: Can teammates see what access they have?

A: No. 

Q: Can I see who changed permissions or roles (e.g., audit log, change log, or similar)?

A: At this time, no. 

Q: Can I assign managers and direct reports like I always have still?

A: Yes, assign managers the same way you always have. Custom roles are offered in addition to the preexisting functionality.