Review and manage your team's schedules (for managers)

Once your admin has set up time scheduling and assigned workers to managers, as a manager you'll be able to view direct reports’ schedules in Gusto.

Reminder: People managers must be added to the schedule group to manage direct reports' schedules.

View your direct reports' schedules
  1. Sign in to Gusto.
  2. Click the Schedule section.
  3. Toggle to the My team tab to view or manage direct reports.
  4. Select a group (if there are multiple).
  5. Click on any shift to see the below. Shifts can can scheduled up to 6 months in the future.
    • Shift status (draft or published)
    • Date and time of shift
      • If the shift is an overnight shift, start and end dates will be included.
    • Team member's name who the shift is assigned to
    • Shift breaks
    • Job
    • Project
    • Notes
  6. If your admin has given you the necessary permissions, from here you can also:
    • Click the pencil icon to edit shift details.
    • Click the plus sign to duplicate the shift.
    • Click the upward facing arrow to publish the shift.
    • Click the eye icon to unpublish a shift.
    • Click the trash can icon to delete the shift.

How hours appear on your schedule

Total hours: When you view a schedule, you can see the total hours a worker has scheduled. The total includes hours across all group schedules.

Total hours will be displayed on:

  • Schedules for customers that DO NOT have Time tracking enabled
  • Schedules for contractors 

Regular overtime hours: When you view a schedule, you can see the total regular hours and overtime hours a worker has scheduled during a week. The overtime and regular hours shown include scheduled hours across all group schedules.

Overtime hours and regular hours will be displayed on:

  • Schedules for customers that have Time tracking enabled with overtime policies assigned to scheduled workers

 The information tooltip will provide a breakdown of the hours (regular and overtime) for the employee.

Add, publish, or unpublish a shift

If your admin has given you the necessary permissions, you can add, publish, or unpublish shifts for your direct reports. Shifts can can scheduled up to 6 months in the future.

Add or publish a shift

  1. Sign in to Gusto.
  2. Click the Schedule section.
  3. Toggle to the My team tab to view or manage direct reports.
  4. Select a group (if there are multiple).
  5. Click the Actions dropdown and select +Add shift, or select the + on the individual shift cells you’d like to add the shift to.
  6. Choose who you'd like to assign the shift to. 
  7. Select the start date and time of the shift. 
  8. Select the end date and time of the shift. 
  9. Add unpaid breaks, if applicable, and adjust the break length.
    • (Optional) Breaks can have a scheduled start time included.
  10. Add other shift details (like job title or projects, if applicable).
  11. Add shift notes—tthese can be viewed by admins, the employee's manager, and the employee.
  12. Click Save as draft to save for later, or Publish to post the shift assignment immediately.  

When you publish shifts, the workers assigned to those shifts will receive an email and an in-app notification, and they can view their assigned shifts on the website and in the Gusto mobile app.

Unpublish a shift 

  1. Sign in to Gusto.
  2. Click Schedule section.
  3. Toggle to the My team tab to view or manage direct reports.
  4. Select a group (if there are multiple).
  5. Select the shift you want to unpublish
  6. Click the Actions dropdown and select Unpublish shift.
Duplicate a shift

You can duplicate both assigned and unassigned shifts in a few different ways.

Duplicate multiple shifts in a date range
  1. Sign in to Gusto.
  2. Click the Schedule section.
  3. Toggle to the My team tab to view or manage direct reports.
  4. Select a group (if there are multiple).
  5. Click the Actions dropdown and select Duplicate shifts.
  6. Select the date range of shifts you'd like to duplicate.
  7. Select the start date for the duplicated shifts.
  8. Choose if you want the duplicated shifts to include worker assignments.
    • Selecting No will make all duplicate shifts unassigned.
  9. Click Duplicate shifts.
    • You'll be alerted of any conflicting shifts that could not be duplicated.
 Duplicate a single existing shift
  1. Sign in to Gusto.
  2. Click the Schedule section.
  3. Toggle to the My team tab to view or manage direct reports.
  4. Select a group (if there are multiple).
  5. Click on the shift you want to duplicate and select the Edit icon button (pencil).
  6. Click More actions at the bottom and select Duplicate.
  7. The current shift and any changes will be saved and a new drawer will open to add a new shift with all the same details.
  8. Update the date or start/end times so it does not overlap with the original shift.
  9. Click Save.
Duplicate a new shift being added
  1. Sign in to Gusto.
  2. Click the Schedule section.
  3. Toggle to the My team tab to view or manage direct reports.
  4. Select a group (if there are multiple).
  5. Click the Actions dropdown and select +Add shift, or select the + on the individual shift cells you’d like to add the shift to.
  6. Fill out the necessary shift details like date and start and end times.
  7. Click Save & duplicate.
  8. The current shift and any changes will be saved and a new drawer will open to add a new shift with all the same details. 
  9. Update the date or start/end times so it does not overlap with the original shift. 
  10. Click Save.
Copy and paste a shift

Reminder: Copy and paste for shifts is not available on small mobile browsers. 

  1. Sign in to your manager profile in Gusto.
  2. Go to Schedule.
  3. Go to the My team tab to view and manage your direct reports.
  4. Pick a group (if there are multiple).
  5. From the schedule, click the shift you want to copy, then click the Copy shift button (Image) in the top-right.
  6. Click anywhere to paste the shift to as many days or people as you need. Pasted shifts are saved as drafts right away (so you will not lose your work). 
    • You can switch weeks and keep pasting.
    • Some details (like project, job, or breaks) may update automatically when pasted.
    • You cannot paste a shift on a day with an overlapping shift.
  7. To undo a pasted shift, click Undo in the floating bar at the bottom. Or press:
    • Ctrl + Z (Windows) / Cmd + Z (Mac) → Undo
    • Windows + Shift + Z (Windows) / Cmd + Shift + Z (Mac) → Redo
  8. To exit copy mode, click Done, press Esc, or click outside the schedule.
Compare scheduled hours to actual hours worked

This is for customers that have Time tracking enabled and for employees that have been added to Time tracking.

  1. Sign in to Gusto.
  2. Click the Time tracking section.
  3. Toggle to the My team tab. 
  4. Select the pay period you wish to view.
  5. If there were workers scheduled in Gusto during that period, under the pay period dates will be a table that shows total scheduled hours, total worked hours, and the total difference.
  6. Click View breakdown to see a detailed breakdown of hour comparisons by person.