Integrate with WorkforceHub

WorkforceHub is a workforce management and HR platform that can help you track job applicants, manage employee scheduling, track time and attendance, and more. 

With the Gusto and WorkforceHub integration, you can sync employee data from Gusto to WorkforceHub, and payroll data from WorkforceHub to Gusto. 

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

To set up the integration, follow the steps below or check out WorkforceHub's demonstration video

Set up the integration

1: Connect to WorkforceHub from Gusto 

  1. Sign in to your WorkforceHub account.
  2. Go to the Admin tab.
  3. Click Integrations.
  4. Choose Gusto.
  5. Under “Client Configuration,” click Settings.
  6. If you’re already a Gusto user, click Connect to Gusto.
    • If you’re new to Gusto: click Create a Gusto Account, enter some basic info, then complete your onboarding in Gusto. 
  7. Enter your Gusto credentials and password and click Sign In.
    • If you’re already signed in to Gusto in another tab, you’re automatically signed in.  
  8. Click Authorize.
  9. Choose the Gusto account you’re connecting to this WorkforceHub account.
  10. Click Save.

Your Gusto and WorkforceHub accounts are now connected. In WorkforceHub, the name of your linked Gusto company is listed under “Client Configuration.” WorkforceHub is the system of record for time off tracking and requests, so be sure to disable time tracking in Gusto by following the steps below. 

2: Sync employee data from Gusto to WorkforceHub

Employee data only flows from Gusto to WorkforceHub, with Gusto serving as the system of record. Info that Gusto sends to WorkforceHub:  

If you already have employees in WorkforceHub, make sure that their first name, last name, and email address are the same in both systems. If there are any differences (like “Jon” vs. “Jonathan”), a duplicate record for that employee is created in WorkforceHub. Any mapped fields other than first name, last name, and email are overwritten with the Gusto info. 

  1. Sign in to your WorkforceHub account.
  2. Go to the Admin tab.
  3. Click Integrations.
  4. Choose Gusto
  5. Under “Employee,” click Settings to see which employee data will sync from Gusto to WorkforceHub. 
  6. If any employees have more than one job in Gusto, and you want to associate anyone with a job other than their primary job, click Job Titles
  7. Click Sync to import employee data.
    • If there are any errors in the sync, click View Logs for error details. 
  8. Recurring sync: click the toggle next to “Recurring Sync” to enable an automatic sync that will run about every 4 hours. You can also opt to manually run syncs. 

Once complete, the “Last sync run” updates with the time of the sync. 

3: Disable time off requests in Gusto

If you use WorkforceHub’s time off features, WorkforceHub acts as the system of record for all time off requests and accruals. To avoid confusion, disable time off requests in Gusto and let your team know to request their time off through WorkforceHub.

  1. Sign in to your Gusto account.
  2. Go to the Settings section.
  3. Click the Preferences tab.
  4. Next to “Time off requests,” click edit
  5. Click Disabled.
  6. Click Save & continue.

4: Set up time off policies in Gusto that correspond to your categories in WorkforceHub 

Each paid leave category that you use in WorkforceHub (Sick, Vacation, and Holiday) must have an associated policy in Gusto. Without associated policies, the hours can't be transferred to payroll. These policies need to be set up in Gusto as “unlimited” and all eligible employees must be enrolled for proper syncing. 

  1. Sign in to your Gusto account. 
  2. Go to the Time tools section.
  3. Click the Policies tab.
  4. Under “Time off policies,” click Add policy
  5. For the type, choose Paid Time Off.
  6. Click Continue.
  7. For the name of the policy, enter whatever you’ve named it in WorkforceHub. 
  8. Important: choose No, it’s unlimited. This allows for proper syncing from WorkforceHub.
  9. Click Save & continue.
  10. Important: click Add all to allow for proper syncing.
  11. Click Create Policy
  12. Repeat these steps for any additional categories of paid time off you use in WorkforceHub. 

5: Map additional pay types 

Standard pay types (Regular, Overtime, Doubletime, Sick, Vacation, and Holiday) sync between Gusto and WorkforceHub automatically. If you have any additional pay types like Bonus, Commission, and Tips, follow these steps to map them to compensation types in Gusto. 

  1. Sign in to your WorkforceHub account.
  2. Go to the Admin tab.
  3. Click Integrations.
  4. Choose Gusto
  5. Under the Payroll card, click Map Pay Items.
  6. Assign each WorkforceHub pay item to a Gusto Compensation Type. 
    • You can map one Gusto Compensation Type to multiple WorkforceHub pay items.
  7. Click Save.

WorkforceHub becomes the system of record and overwrites any values that are entered in Gusto. For example if you add a Bonus to an employee’s payroll through Gusto and then run a payroll sync from WorkforceHub, the Bonus is overwritten by whatever value is in WorkforceHub.

Sync time cards from WorkforceHub to Gusto 

When a pay period ends and you’ve checked and approved time cards, you can export the time cards from WorkforceHub to Gusto. 

  1. Sign in to your WorkforceHub account.
  2. Go to the Admin tab.
  3. Click Integrations.
  4. Choose Gusto
  5. If you have employees with more than one job title, below the “Employee” card, click Job Titles to review and edit for this payroll sync. 
    • Hours are sent by default to the employee’s primary job title. 
  6. Under the “Payroll” card, click Sync.
  7. Select the pay period.
  8. Click Preview to view a summary of each employee’s hours by pay type and any fixed compensation amounts.
  9. Click Upload.

The time card data is sent to Gusto and the “Last sync run” in WorkforceHub updates with the time of the sync. If you still need help, check out WorkforceHub's payroll sync troubleshooting tips

Completing tasks in Gusto vs. WorkforceHub 

Once you enable the integration and configure time off settings, use this chart to understand whether to complete certain tasks in Gusto or WorkforceHub.

Task

Where to complete the task (system of record)

Record/update employee data (name, work phone and email, hire date, job title, termination date)

Gusto. Then run an employee sync in WorkforceHub to update their data there.

Terminate employees 

Gusto. Then run an employee sync in WorkforceHub to update their termination status there.

Record pay items (e.g. bonus, commission, tips)

WorkforceHub. Then when a payroll sync runs, Gusto will be updated. 

Request time off  

WorkforceHub. Make sure you've disabled time off requests in Gusto (see step 3 below).

Manage time off policies 

WorkforceHub. Make sure you've set up corresponding policies in Gusto (see step 4 below).

Disconnect the integration 

You can disable the integration anytime.

  1. Sign in to your WorkforceHub account.
  2. Go to the Admin tab.
  3. Click Integrations.
  4. Choose Gusto
  5. Under “Client Configuration,” click Settings.
  6. Click Disconnect.  

Still need help? 

For help with employee or payroll syncs, check out WorkforceHub's troubleshooting tips. For more help, contact WorkforceHub directly at (888) 223-3450, (801) 617-1234, or [email protected]