You may have a few questions about how to set up the Shoobx-Gusto integration and manage the data flow, beyond what is covered in our other articles. This article is intended to answer the most frequent questions we receive about the integration, and provide some recommendations for organizing common HR tasks across both systems.
Should you have additional questions, our support team would be happy to assist.
Q: Where should I start when I hire a new employee?
A: When a new employee joins your team, you should first run the Add Employee workflow. When that workflow is complete, you'll be able to finish that individual's payroll and benefits setup in Gusto by locating them under the "Hire & Onboard" heading.
Q: How should I handle tasks like I-9s and W-4s which can be done in both systems?
A: If you have HR Plus turned on, you can generate I-9s and W-4s in Shoobx, but it's entirely up to you whether you choose to manage those tasks in Shoobx or Gusto. Many clients using the integration choose to have tax forms like W-4s done in Gusto, along with direct deposit forms. You can update these settings in Shoobx by switching to the Administration lens, and then adjusting your HR Administration settings.
Q: Where should I start when I terminate an employee?
A: You can begin the termination process for an employee in either system. That said, it will be important to complete the Terminate an Employee, Consultant, or other Stakeholder workflow in Shoobx, so any equity held by the terminated team member can also be addressed (whether that includes a repurchase of shares or forfeiture of options).
Frequently Asked Questions
Q: How do I know what updates have been made via the integration?
A: All changes to the information in Shoobx are recorded in the Payroll Event Log and are noted in the Employee Record for each employee.
Q: Will information about my advisors or consultants be automatically shared?
A: At this time, only Employee information is synced between Shoobx and Gusto in the integration.
Q: Can I manually push employee information between Shoobx and Gusto?
A: If you’d like to share information between the systems before the hourly automatic sync occurs, simply click the Update button on the Employees tab in the Payroll panel to trigger the synchronization.
Q: What happens if the Gusto-Shoobx connection is revoked?
A: If the integration is interrupted due to a change in permissions or reset password, Shoobx will send an email notification and messages will appear on your Shoobx dashboard and in the Payroll management area. To restore access, you'll need to click the Sign into Gusto button and re-authorize the integration.
Q: Why are Manager and Department fields not updating Gusto profiles when Job Change Events are run in Shoobx?
A: Gusto’s integration currently restricts the ability to update the Manager and Department fields in Gusto employee profiles. As a result, Manager and Department updates only sync from Gusto to Shoobx, but not from Shoobx to Gusto.
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Fidelity does not provide legal or tax advice.
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