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.
To view your direct reports' schedules in Gusto (as their manager):
Click the Schedule section.
Toggle to the My team tab to view or manage direct reports.
Select a group (if there are multiple).
Click on any shift to see the below. Shifts can be scheduled up to 6 months in the future.
Shift status (draft or published)
Date and time of shift
Overnight shifts show on the start date in the schedule.
Team member's name who the shift is assigned to
Shift breaks
Job
Project
Notes
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 custome,rs 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.
Overnight shifts and hours: For shifts that go past midnight—overnight—they'll show on the start date in the schedule.
If your admin has given you the necessary permissions, you can add, publish, or unpublish shifts for your direct reports. Shifts can be scheduled up to 6 months in the future.
Add or publish a shift
Click the Schedule section.
Toggle to the My team tab to view or manage direct reports.
Select a group (if there are multiple).
Click the Actions dropdown and select +Add shift, or select the + on the individual shift cells you’d like to add the shift to.
Choose who you'd like to assign the shift to.
Select the start date and time of the shift.
Select the end date and time of the shift.
Add unpaid breaks, if applicable, and adjust the break length.
(Optional) Breaks can have a scheduled start time included.
Add other shift details (like job title or projects, if applicable).
Add shift notes—these can be viewed by admins, the employee's manager, and the employee.
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 in-app notification. They can view their assigned shifts on the website and in the Gusto mobile app.
Delete a shift
Go to Schedule.
Select a group (if there are multiple).
Select the shift you want to delete.
Click the trashcan icon to delete the shift.
When you delete shifts, the workers assigned to those shifts will receive an emaiI and in-app notification.
You can duplicate both assigned and unassigned shifts in a few different ways.
Click the Schedule section.
Toggle to the My team tab to view or manage direct reports.
Select a group (if there are multiple).
Click the Actions dropdown and select Duplicate shifts.
Select the date range of shifts you'd like to duplicate.
Select the start date for the duplicated shifts.
Choose if you want the duplicated shifts to include worker assignments.
Selecting No will make all duplicate shifts unassigned.
Click Duplicate shifts.
You'll be alerted of any conflicting shifts that could not be duplicated.
Click the Schedule section.
Toggle to the My team tab to view or manage direct reports.
Select a group (if there are multiple).
Click on the shift you want to duplicate and select the Edit icon button (pencil).
Click More actions at the bottom and select Duplicate.
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.
Update the date or start/end times so it does not overlap with the original shift.
Click Save.
Click the Schedule section.
Toggle to the My team tab to view or manage direct reports.
Select a group (if there are multiple).
Click the Actions dropdown and select +Add shift, or select the + on the individual shift cells you’d like to add the shift to.
Fill out the necessary shift details like date and start and end times.
Click Save & duplicate.
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.
Update the date or start/end times so it does not overlap with the original shift.
Click Save.
Reminder: Copy and paste for shifts is not available on small mobile browsers.
Go to Schedule.
Go to the My team tab to view and manage your direct reports.
Pick a group (if there are multiple).
From the schedule, click the shift you want to copy, then click the Copy shift button (
) in the top-right.
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.
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
To exit copy mode, click Done, press Esc, or click outside the schedule.
Admins and managers with the right permissions can set or edit team member availability. You'll be informed if you try to schedule them outside of their available days and times. Employees can also manage their own availability.
Compliance tip for contractors: Make sure any availability you set for contractors aligns with their contract terms, as some contracts may not allow dictating specific shift times.
Set availability
Go to Time & Attendance > Scheduling in Gusto.
Click the Actions button in the top right of the calendar, select the employee’s availability you want to set, and choose Set Availability.
Choose the dates (period) you want to manage availability for. Changes to availability will only be applied to future dates.
For each day in the period, choose Available or Unavailable all day. If someone is only available for part of the day, choose Available and unclick the All day checkbox to set their specific time availability.
Click Save. You will now see the team member’s availability in the schedule.
Edit availability
To change availability later, go back to the Actions button in the top right of the calendar, select the employee’s availability you want to set, and choose Set Availability.
Reset someone's entire availability
Go back to the Actions button, select the team member’s availability you want to set, and choose Set Availability.
Scroll to the bottom of the availability popout, and click Reset [name's] entire availability.
Availability FAQs
Q: Can I set availability for past dates?
A: No. You can only set availability for future days.
Q: Who can see the availability I set?
A: Both admins and managers with scheduling permissions can see your availability.
Q: Can availability be changed after it is saved?
A: Yes. Both admins/managers and employees can edit or adjust availability at any time.
Q: What is the difference between Availability and Time off?
A: Availability is when an employee marks times they cannot work for scheduling reasons. Managers and admins use availability to plan schedules and avoid assigning shifts during these times.
Example: A retail employee cannot open shifts because they have class in the mornings.
Time off is when an employee requests a specific absence from work for a reason, such as: jury duty, vacaton, or sick leave. Time off helps allocate pay and meet legal requirements for certain types of leave. Employees can learn how to request and manage time off in another article.
Customers who have Time tracking enabled and employees who have been added to it can compare scheduled hours to actual hours worked.
To compare scheduled hours to actual hours worked:
Click the Time tracking section.
Toggle to the My team tab.
Select the pay period you wish to view.
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.
Click View breakdown to see a detailed breakdown of hour comparisons by person.