This article is for employees and contractors using Gusto's scheduling tool. If your employer uses a Scheduling tool to post your employee or contractor’s shift, it will appear in your Gusto account.
If you are an employer setting up a schedule, see this article. If you are a manager and need to review your team's schedule, see this article.
To view the Schedule section of your account, your payroll administrator must first turn on the feature—reach out to your employer if you do not see this option.
You can view your assigned shifts on both the website and in the Gusto mobile app—learn how to clock in and out of work here.
Reminders
Learn how to request time off here.
Learn how to clock in and out here.
When your manager publishes or deletes your shift, you’ll get an email and an in-app notification.
If your manager changes a shift that’s coming up within the next day, you’ll get an email and an in-app notification.
You can set your availability for shift scheduling in your Gusto profile. This lets your admins and managers see when you can work.
Note: You can only set availability for future days.
In your web browser
Go to Schedule.
Select Set Availability at the top of your schedule.
Choose the time period for your availability:
A set range of dates
Or an indefinite/continuous time period
For each day, choose one option:
Available all day
Available during specific time period(s)
Unavailable all day
Click Save.
Your admin and manager will now see your availability when planning shifts.
In the mobile app
Sign in to the Gusto mobile app.
Go to Time.
Tap My schedule.
Select Set availability.
To change availability later, select Edit Availability at the top of your schedule.
Select Edit Availability at the top of your schedule. Scroll to the bottom of the availability popout, and click Reset my entire availability.
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: Can I add notes or preferences to my availability?
A: No. Right now, you can only indicate when you’re available or unavailable. If you have scheduling preferences, reach out to your manager or admin directly.
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. To learn how to submit a time off request, go to a different article.
Click the Schedule section on the left-hand side.
In the schedule view, click on the shift you want more details about.
If your employer has left any notes about a shift, you'll be able to see them here.
Overnight shifts show on the start date in the schedule.
If enabled by your employer, you can view your coworkers’ shifts under the Group schedule tab in your Schedule section. Any notes on shifts will remain private.
Open the Gusto mobile app.
Click the Time tab.
Select the "My Schedule" card.
In the schedule view, click on the shift you want more details about.
If your employer has left any notes about a shift, you'll be able to see them here.
Overnight shifts show on the start date in the schedule.
If enabled by your employer, you can view your coworkers’ shifts under the Group schedule tab in your Time section. Any notes on shifts will remain private.
Sync all of your assigned shifts, paydays, and other important company dates right to your personal calendar. These events are automatically updated (but can take up to 24 hours) when changes are made to these events from the Gusto app.
On the web
Click the Schedule section.
In the top-right corner, click Calendar sync.
Select the calendar you're syncing to:
Google: Google Calendar will open in a new tab, and you'll be prompted to add the calendar link to your calendar. Click Yes, add this calendar.
Outlook: You'll be prompted to add the calendar link to your Outlook calendar. Click Subscribe.
iCal: You'll be prompted to add the calendar link to your iCal calendar. Click Subscribe.
Click Done.
Once added, these payroll reminders will reside under the calendar name Gusto Reminders. Syncing frequency depends on the settings in your iCal, Outlook, or Google Calendar account.
In the mobile app
Sign in to the Gusto mobile app.
Go to Time.
Tap My schedule.
Select Calendar sync.
Select the calendar you're syncing to:
Google: Google Calendar will open in a new tab, and you'll be prompted to add the calendar link to your calendar. Click Yes, add this calendar.
Outlook: You'll be prompted to add the calendar link to your Outlook calendar. Tap Subscribe.
iCal: You'll be prompted to add the calendar link to your iCal calendar. Tap Subscribe.
Tap Done.
Once added, these payroll reminders will reside under the calendar name Gusto Reminders. Syncing frequency depends on the settings in your iCal, Outlook, or Google Calendar account.
We’ll automatically default your schedule view to your current timezone, but if you need to change it, you can do so by following the steps below.
Click the Schedule section.
Click the dropdown next to the current timezone and select the new one.
Your shifts will now reflect the new timezone.