This article is for admins who want to connect Gusto to WorkforceHub.
WorkforceHub is a workforce management and HR platform. You can use it to 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.
Note: Customers who join Gusto from WorkforceHub will receive Gusto payroll free for their first 3 months.
To set up the integration, follow the steps in this article or check out WorkforceHub’s demonstration video.
Expand the sections to learn how to set up the integration.
To connect WorkforceHub to Gusto:
Go to the Admin tab.
Click Integrations.
Choose Gusto.
Under Client Configuration, click Settings.
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.
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.
Click Authorize.
Choose the Gusto account you’re connecting to this WorkforceHub account.
Click Save.
Your Gusto and WorkforceHub accounts are now connected. WorkforceHub lists your linked Gusto company under Client Configuration. WorkforceHub is the system of record for time-off tracking and requests, so make sure you turn off time tracking in Gusto by following Step 3.
Employee data only flows from Gusto to WorkforceHub, with Gusto as the system of record. We send the following employee data to WorkforceHub:
Employee ID
First name, middle initial, and last name
Work email (WorkforceHub uses their personal email if they have no work email listed in Gusto)
Work phone
Hire date
Job title
Termination date
If you already have employees in WorkforceHub, make sure their first and last names, as well as their email addresses, match in both systems. If there are any differences (like “Jon” vs. “Jonathan”), WorkforceHub creates a duplicate record for that employee. We overwrite any other mapped fields with your Gusto data.
To sync employee data from Gusto to WorkforceHub:
Go to the Admin tab.
Click Integrations.
Choose Gusto.
Under Employee, click Settings to find which employee data will sync from Gusto to WorkforceHub.
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.
Click Sync to import employee data.
If there are any sync errors, click View Logs for error details.
Recurring sync: Click the toggle next to Recurring Sync to turn on an automatic sync that runs approximately every 4 hours. You can also run syncs manually.
When the sync finishes, the Last sync run field updates with the sync time.
If you use WorkforceHub’s time-off features, WorkforceHub is the system of record for all time-off requests and accruals. To avoid confusion, turn off time-off requests in Gusto and let your team know to submit time-off requests through WorkforceHub.
To turn off time-off requests in Gusto:
In the left menu, click your company name.
Under Settings, click Customization.
Next to Time off requests, click Edit.
Click Disabled.
Click Save & continue.
Each paid leave category that you use in WorkforceHub (Sick, Vacation, and Holiday) must have a matching policy in Gusto. Without matching policies, the hours cannot transfer to payroll. Set up these policies as unlimited in Gusto, and enroll all eligible employees for proper syncing.
To set up time-off policies in Gusto for WorkforceHub:
Go to Time & Attendance.
Click Time off.
On the right, click Add policy.
For the type, choose Time Off.
Click Continue.
For the policy name, enter the same name you use in WorkforceHub.
Important: Choose No, it’s unlimited. This allows for proper syncing from WorkforceHub.
Click Save & continue.
Important: Click Add all to allow for proper syncing.
Click Create Policy.
Repeat these steps for any other paid time-off categories you use in WorkforceHub.
Standard pay types (Regular, Overtime, Double Overtime, Sick, Vacation, and Holiday) sync between Gusto and WorkforceHub automatically. If you have any other pay types, like Bonus, Commission, or Tips, follow these steps to map them to compensation types in Gusto.
To map other pay types:
Go to the Admin tab.
Click Integrations.
Choose Gusto.
Under Payroll, click Map Pay Items.
Assign each WorkforceHub pay item to a Gusto Compensation Type.
You can map one Gusto Compensation Type to multiple WorkforceHub pay items.
Click Save.
WorkforceHub becomes the system of record and overwrites any values you enter in Gusto. For example, if you add a Bonus to an employee’s payroll through Gusto and then run a payroll sync from WorkforceHub, WorkforceHub overwrites the Bonus with whatever value is in WorkforceHub.
When a pay period ends, and you’ve checked and approved time cards, you can export the time cards from WorkforceHub to Gusto.
To sync time cards from WorkforceHub to Gusto:
Go to the Admin tab.
Click Integrations.
Choose Gusto.
If you have employees with more than one job title, below Employee, click Job Titles to review and edit their job titles for this payroll sync.
By default, hours go to the employee’s primary job title.
Under Payroll, click Sync.
Select the pay period.
Click Preview to view a summary of each employee’s hours by pay type and any fixed compensation amounts.
Click Upload.
We receive the time card data, and the Last sync run field in WorkforceHub updates with the sync time. If you need more help, visit WorkforceHub’s payroll sync troubleshooting tips.
After you turn on the integration and configure time-off settings, use this chart to understand whether to complete certain tasks.
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 (like bonus, commission, and tips)
WorkforceHub. WorkforceHub updates Gusto when the next payroll sync runs.
Request time off
WorkforceHub. Make sure you’ve turned off time-off requests in Gusto (step 3).
Manage time-off policies
WorkforceHub. Make sure you’ve set up matching policies in Gusto (step 4).
You can turn off the integration anytime.
To disconnect the WorkforceHub integration:
Go to the Admin tab.
Click Integrations.
Choose Gusto.
Under Client Configuration, click Settings.
Click Disconnect.
For help with employee or payroll syncs, visit WorkforceHub’s troubleshooting tips. For more help, contact WorkforceHub directly at (888) 223-3450, (801) 617-1234, or [email protected].