Gusto + OnTheClock

OnTheClock - Gusto Integration Guide

OnTheClock is excited to offer customers a direct integration with Gusto.  This integration accomplishes 3 main goals.  First, it allows you to quickly create a Gusto account for processing payroll.  Second, the integration allows the syncing of employees.  Third, you can send employee hours to Gusto with 1 button click. We currently only map over your hourly employees in Gusto, we do not sync 1099 contractor information. 

Log Into Your OnTheClock Account

The first step is to log into your OnTheClock account.  Here are the steps.

  1. Go to https://www.ontheclock.com→ Click Login→ Select Administrator→ Enter email address and password→ Click Login

Creating a Gusto Account

If you do not already have a Gusto Account, the first step is to create a new account.  If you already have a Gusto account, skip to the Connecting a Gusto Account step.

 

Currently, the Learn More link on the Gusto payroll providers tile will allow a user to create a new Gusto account with 3 months free.  Settings > Time Clock Settings > Payroll Providers. (Note: This might end up changing, it’s just where I put it for the time being.)

 Creating a new Gusto account through their API requires certains fields.  Some of these fields are not required to create an OnTheClock account such as company name.  There may be situations where an OnTheClock user might not have a full name also.  So the full form is required to be filled out in order to create a Gusto account.  The fields will be pre populated with the data we do have.

 

After filling out the Gusto Account Details form, the user will be redirected to Gusto to complete their account registration.  They will follow Gusto’s account setup flow.


 

Connecting a Gusto Account

Here we explain how to connect your Gusto account to OnTheClock for syncing employees and sending time cards to Gusto for payroll.  If you do not have  Gusto account, please go to the creating a Gusto account section.

 

An OnTheClock user can connect their Gusto account by selecting Connect Gusto from Settings > Time Clock Settings > Payroll Providers.

The user will be redirected to Gusto to authenticate and allow OnTheClock permissions to their Gusto account data.

A single Gusto user can be an administrator for multiple companies in the Gusto system.  They should only select one company during this process.

If the user selected more than one company while authenticating with Gusto, they will be forced to only select one before we allow the connection.  If the user only selects one company during authentication, this step will be bypassed.

After connection is complete the user will be redirected back to Settings > Time Clock Settings > Payroll Providers.  The tile will now display a status of Connected and display the name of their Gusto company.


 

Importing Gusto Employees into OnTheClock

After establishing the connection to Gusto, the next step is to import Gusto employees into OnTheClock.  This process is very easy, here are the steps.

 

 

After making a Gusto connection, the user will have access to additional options under the Add Employees dropdown on Employees > View Full Employee List.  

The modal popup is essentially two columns with Gusto employees on the left with possible matching OnTheClock employees on the right.  If an employee has already been linked, a small link icon will show to the right of their name.  Employees are matched up by full name (first and last).

 

 

 

The user has the ability to link employees how they choose.  We do our best to match up unlinked employees by full name (first and last).  If we can’t find a match we preselect Create New for them.  If they do NOT want to import an employee there is also an option in the dropdown Do Not Sync.

 

After mapping each employee the user can Sync Employees.  This will do a few things.  If an employee is set to Create New, it will create a new employee for them in OnTheClock with the corresponding Gusto employee details.  If a user is unlinked but matched, it will create a link to that Gusto employee in the OnTheClock system and update their details (first and last names only for right now).  If an employee is already linked, it will update any changes to their details.

Exporting OnTheClock Employees to Gusto

If you have an existing OnTheClock account with your employees already listed and a new Gusto account, you will want to export your employees from OnTheClock to Gusto.  This is a simple process, here are the steps.

 

 

After making a Gusto connection, the user will have access to additional options under the Add Employees dropdown on Employees > View Full Employee List.

The export functionality is essentially the inverse of the import.  The OnTheClock employees are on the left column with your linking options on the right.  Existing linked employees have a link icon next to their name.

 

The user has the ability to link employees how they choose.  We do our best to match up unlinked employees by full name (first and last).  If we can’t find a match we preselect Create New for them.  If they do NOT want to import an employee there is an option in the dropdown Do Not Sync.

Syncing employees on the export modal will do a couple things.  If the employee is already linked, we will update their details in Gusto only if there are differences (we update only first name, last name, and email right now).  If an employee is not linked, we will link the employee in the OnTheClock system and update their details in Gusto.  Create New will create a new employee in the Gusto system for them for the OnTheClock employee and link them.  Finally Do Not Sync does nothing.

 

Note:  Create New will only create a base employee in Gusto.  The user is still required to complete the employee’s profile in Gusto before time card data can be sent up.

Sending Time Cards and Employee Hours to Gusto

After employees have been synced and employees have clocked in/out for the pay cycle you can send hour to Gusto for payroll processing.  This is a 1 click operation.

 

After a connection is made with Gusto, the Time Cards page will have an additional option to Send to Gusto.  This matches OnTheClock time cards to Gusto payrolls.  Gusto only allows users to send up data for pay periods that have not been processed.  They will receive an error if they already processed payroll for that pay period.

 

Values that will be sent over to Gusto:

  • Regular hours
  • Overtime hours
  • Overtime 2 hours (double overtime)
  • Vacation hours (employee must be configured in Gusto to allow vacation time)
  • Sick hours (the employee must be configured in Gusto to allow sick time)
  • Holiday hours (employee must be configured in gusto to allow holiday time)
  • Tips
  • Bonuses
  • Commissions

Where to view OnTheClock Hours in Gusto

OnTheClock sends hours to payroll in Gusto, To view your OnTheClock hours follow the steps below:

Login to your Gusto Account→ Click on Run Payroll on the left side panel→ Select your pay period under Regular Payroll→ Click Run payroll

Need more help?
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Frequent Questions

A
If the employee was created by exporting an existing OnTheClock employee, you must complete the employee’s profile in Gusto before time cards can be sent. Exporting an employee from OnTheClock into Gusto only creates a shell employee and not a complete employee profile.
A
A: A Gusto payroll has start and end dates for the pay period the payroll is associated with. If a time card date doesn’t fall into an existing, unprocessed Gusto payroll, it will not be sent. If a payroll in the Gusto system has already been processed, the data for that pay period cannot be updated. B: If you archive your pay periods after they are complete, hours will not go over. You will want to make sure that you send your hours to Gusto before archiving time cards.
A
Try refreshing the page or logging out and back in. This often time resolves the display of the hours in Gusto from OnTheClock.
A
This will depend on how the employee is configured in Gusto. All or some of the following values are sent Regular hours Overtime hours Overtime 2 hours (double overtime) Vacation hours (employee must be configured in Gusto to allow vacation time) Sick hours (employee must be configured in Gusto to allow sick time) Holiday hours (employee must be configured in gusto to allow holiday time) Tips Bonuses Commissions NOTE: Holiday hours cannot be sent through the API. Federal holidays can be set up in Gusto and will be automatically counted as PTO when payroll is processed. We do not sync Contractor information only hourly employees at this time.

What's Next

Managing the timecards

Make corrections to the time cards and manual entries.