Introduction

This article covers how to connect employee accounts, how to manage data updates, and how to terminate employees through the Gusto integration. If not yet connected, see this article on how to set up the Gusto integration. You may also find our FAQ article to be helpful.

Connecting Employee Accounts

When a new employee is added either in the platform or in 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 is shared between the two systems to make profile creation easier. 

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. 

Gusto Payroll Employees List

To open the list of employees, from the Company Workspace, click on Employees in the Payroll module. 

Here a list will display of employees associated with your company in either the platform or Gusto, including the employee's name, integration status, start date, and links to connect data. 

The status column shows an icon either showing in which system the employee was created, or if the connection is linked. 

• A green icon means the employee was created in the platform but not yet collected to Gusto. There will be a link to Connect to Gusto. 
• Employees created in Gusto but not yet linked in the platform will have a Gusto icon. There will be a link to Connect to Fidelity Private Shares. 
• For employees that are connected in both systems, both icons will display together. 

NOTE: Consider 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. 

Connecting a New Employee from Gusto

To link the account of an employee record in Gusto, click Connect to Fidelity Private Shares.

If the platform does not recognize the employee, you will be prompted to create a new user. A list of the data being pulled from Gusto will display. You also can upload related new hire paperwork at this time. Click Connect to save the new user. 

If the employee has been added to both platforms, the platform will match the data from Gusto with the already entered information. To merge the information, select No to Create a new stakeholder. You can review the data stored for that employee in both systems, and any discrepancies between the profiles will be highlighted. Click Connect to save and link the accounts. 

Please note that any discrepancy between information in an employee’s profiles will be defaulted to the value in their Gusto profile. You may want to you review the employee’s information in both systems' profiles for accuracy before completing the connection.

Connecting a New Employee from Fidelity Private Shares 

If the employee has been added to the platform but not linked in Gusto, click Connect to Gusto. A list of the data being sent to Gusto will display. Select to Create a new employee, or you can select an existing employee added to Gusto. The Job Location can be selected now, or you can set it up later in Gusto. Click Connect to save and link the accounts. 

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

Event Log

Once you’ve established and linked your account with Gusto, any changes made to your employees’ profiles will update in both systems automatically. To view the log of events, click on Event Log from the Payroll module on your Company Workspace. 

In the Event Log, you will see a chronological history of updates made either in the platform or in Gusto. Any updates made in either system that have changed an employee’s records, i.e. when employees are hired, change jobs, or leave the company, will be annotated here. Updates to employee records are made hourly, unless manually requested by clicking the Update button on the Employees tab.

Additionally, you can view a full history of updates made to an employee in the Employee Records in the employee’s profile. Click on the employee’s name to view their profile and then click on Employee Records. Updates in the platform and from Gusto will show here. 

Automatic Data Updates

Information that is automatically updated when a change is made in the platform 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 the platform when a change is made in Gusto (one-way syncing): 

• Department
• Manager

NOTE: No documents will be moved between systems, just data. Please consider where you want to store employee documentation. Most clients store Offer Letters and Confidentiality Agreements in the Data Room, 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

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

Additionally, you will be prompted 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

You can manage who has access to your Gusto Payroll integration. Open the User Directory (found on the Company Workspace), click on the three-bar menu for the user, and click Access. 

Scroll to find the Payroll Administrator section and check Manage Gusto Payroll. 

Gusto and Fidelity Private Shares are not affiliated.

Screenshots are for illustrative purposes only.

Fidelity Private Shares provides cap table management and other administrative services to private companies and their equity compensation plans.

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