Connecting Employee Accounts and Managing Information After Setting up the Gusto Integration

This post is the second in our sequence of how to set up the Shoobx-Gusto integration. You may also find our FAQ article to be helpful.

Below, we will cover how to connect employee accounts, how to manage data updates, and how to terminate employees.

Connecting Employee Accounts

When a new employee is added to either your Shoobx or your Gusto account, that employee’s record can easily be used to create a profile for them in the other system. The employee’s information will be shared with the click of a button, making profile creation fast and easy.

In order to ensure the accuracy of the employees’ information being connected, you will be required to connect each employee’s profile individually to avoid unintended inaccuracies in data transfers. 

To connect an employee’s Shoobx and Gusto profiles, follow these steps:

1. Log into Shoobx, and click on the Employees link on the Payroll panel of your company dashboard.

2. The employees tab displays the list of employees associated with your company in either Shoobx or Gusto. Next to each employee name there is an icon indicating which system the employee’s profile is in. For employees that are already connected in both systems, there will be a combined Shoobx and Gusto icon. If an employee has only a Gusto icon next to their name, it means that Shoobx has received the employee’s data via the Gusto connection, but they are not yet linked to a Shoobx account. 

3. To link the account of an employee record in Gusto, click Connect to Shoobx.

A modal will pop-up on your screen. Here, you can review the data stored in both Shoobx and Gusto for that employee and any discrepancies between the profiles (highlighted). Based on the information received from Gusto, Shoobx will automatically recognize if this user already has a Shoobx profile from your company. If there is no account recognized, a new Shoobx profile will be created for the employee.

Please note - any discrepancy between information in an employee’s Shoobx and Gusto profile will be defaulted to the value in their Gusto profile. It is recommended you review the employee’s information in both Shoobx and Gusto profiles for accuracy before completing the connection.

Also note - we recommend connecting employees in "top-down" order, meaning connecting information for your most senior team members first. That way, when a more junior employee's information is connected, their manager's information will already be present in both systems. 

4. Click connect.

5. You’re done! The employee’s profiles are not connected, and any changes made in one system will now automatically update the other!

Please note, if the employee does not already have an account in Gusto, you will be required to complete a couple more steps to complete their profile setup in Gusto. The new employee will be listed in the “Hire & Onboard” section of Gusto where you will need to finish setting up his/her account (e.g., payroll and benefits information).

Event Log, Employee Records & Automatic Data Updates

Once you’ve established and linked your Shoobx and Gusto company accounts, any changes made to your employees’ profiles will update in both systems automatically. To view the log of events, navigate to the “Event Log” in your Payroll panel of your company’s dashboard.

In the Event Log, you will see a chronological history of updates made using your Shoobx and/or Gusto accounts through the integration. Any updates made in either system that have changed an employee’s records — when employees are hired, change jobs, or leave the company — will be annotated here. Updates to employee records are made hourly, unless manually requested through the “Update” button on the “Employees” tab.

Additionally, you can view a full history of updates made to an employee in the “Employee Records” tab of the employee’s profile. Simply click on the employee’s name which will take you to their profile, and from there, navigate to the “Employee Records” tab. In addition to updates made in Shoobx, any updates made in Gusto will be reflected here.

Information that is automatically updated when a change is made in either Shoobx or Gusto (bi-directional syncing):

• First name 
• Last name
• Date of birth
• Home address (street address, city, state, zip code, country)
• Start Date
• Job Title
• Compensation
• FLSA Employee Type
• Employee status (currently employed, terminated)
• Job location / work address (at account creation time only)

Additional information that is automatically updated in Shoobx when a change is made in Gusto (one-way syncing): 

• Department
• Manager

Note - No documents will be moved between systems, just data. So we encourage you to consider where you want to store employee documentation. Most clients store Offer Letters and Confidentiality Agreements in Shoobx, for instance, while keeping W-4's direct deposit forms in Gusto. See more guidance on this in our Best Practices & FAQs article. 

Terminating Employees in Shoobx and Gusto

Terminating an employee requires decisions to be made regarding payroll and equity holdings. Therefore, when a termination is initiated in either Shoobx or Gusto, you will first be notified via email that an employee has been terminated, but you must complete the termination in Shoobx.

Additionally, you will be prompted in Shoobx to run the termination workflow so the process is complete. In order for vesting of any existing grants to cease, you will need to complete the Terminate Employee workflow.

Payroll Administrator Permissions

Lastly, you can manage who has access to your Gusto Payroll integration like you do for any other access level. Simply visit the User Directory (available under the Directory panel on your company dashboard), navigate to the user you’d like to grant access to, and click the “Access” button from the Actions menu. 

Under the “Payroll Administrator access group, you can grant them Manage Gusto Payroll access by checking the box.

Have More Questions? 

You may also find our FAQ article helpful, or feel free to Shoobx directly at support@shoobx.com.