Gusto Integration

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When I Work integrates with Gusto (formerly ZenPayroll) to make managing employees and exporting payroll painless. The integration allows you to:

  • Sync employee names
  • Send time sheets from When I Work to Gusto
  • Send When I Work job positions and pay rates to Gusto
  • Send PTO and sick time from When I Work to Gusto

Things to know before you begin

  • Your workplace must use Time Clock & Attendance to set up payroll integrations.
  • When I Work and Gusto use different methods to calculate overtime, which can cause discrepancies between the two systems.
  • To send paid time off (PTO) and sick hours from When I Work to Gusto, the Gusto Time Off Requests feature must be turned off.
  • When I Work holiday hours are not sent to Gusto. If your employees’ time sheets contain holiday hours, you must manually add those hours to Gusto after you export payroll.
  • The integration does not support Contractors in Gusto.
  • If you have multiple companies in Gusto, you can only sync one of them with When I Work.

Before you begin

Make sure all of your employees are fully onboarded in Gusto. If you attempt to export payroll before employees are onboarded, payroll export will fail and display an error:

Employees with ids <ID> ,<ID> are ineligible for this payroll

Setting up the Gusto integration

Step 1: Verify accounts

Before you get started you’ll want to double check a few things to make the integration works properly:

  1. Make sure you have a valid Gusto account. You can learn more about Gusto at their website.
  2. Make sure you have the Attendance feature enabled on your When I Work account. If you don’t currently have it, you can start a 30 day free trial by clicking the Attendance tab in your menu bar.

Step 2: Check pay periods

Make sure your pay periods are the same in both Gusto and When I Work.

Viewing pay periods in Gusto

To view your pay periods in Gusto, click on the Company menu item on the left and look under the General Information section. If the pay periods are incorrect, you can modify your pay periods by clicking edit.

For more details on how to set up Pay Periods rules in Gusto visit their website.

Viewing pay periods in When I Work

To view your When I Work pay period dates, click on the attendance tab and view the pay period dates on the left.

If you haven’t yet set up your pay periods, the system will guide you through the process. If you need to modify your pay periods, you can adjust them in the Pay Period box, or go to your account settings and modify the way your pay periods are set up there.

Step 3: Set up employees

Make sure that your employees are set up properly in Gusto.

Match employees across Gusto and When I Work

  • If you currently have employees in both systems, make sure their email addresses, first names, and last names match (case sensitive). The integration will help you match names together, but this makes the process easier.
  • If you have employees in Gusto that aren’t in When I Work, the integration will sync them over to When I Work for you.
  • If you have employees in When I Work that aren’t in Gusto, you’ll need to manually add them to Gusto before syncing or the system will tell you that you need to add employees to Gusto.

Set up vacation and sick time

If your employees are able to use Paid Time Off (PTO) or Sick Pay, make sure that:

  • Vacation and sick pay rules set up in Gusto and applied to the employee in their employee details.
    If vacation and sick policies are not set up in Gusto, your sync will fail if there are sick or PTO hours in When I Work.
  • The Gusto Time Off Requests feature is turned off.
    PTO hours will not transfer if this feature is enabled in Gusto.

For more details on how to set up Vacation and Sick Pay rules in Gusto visit the Gusto Help Center.

Step 4: Connect your When I Work account to Gusto

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. In the top-right corner of the screen, hover your pointer over Gear menu and select Integrations.
  3. Click See all integrations.
  4. Under Gusto, click Learn more.
  5. On the right side of the page, click Enable.
  6. Sign in with your Gusto account and authorize When I Work to access your account.Authorize When I Work in Gusto

The configuration process begins. You’ll be prompted to complete a series of steps to connect When I Work with Gusto.

Select a Gusto company

If you have multiple companies set up in Gusto, you’re prompted to choose a company.

Choose company

  1. Select the company that you want to sync with When I Work.
  2. Click Save.

Resolve user conflicts

If there are conflicts between When I Work and Gusto users, you are prompted to resolve them.

User conflicts

  1. For each Gusto user on the left, select a matching When I Work user on the right. If there is no matching user in When I Work, click No? Add New to add the user or click Ignore to leave the user in Gusto only.
  2. If you want to send When I Work positions and pay rates to Gusto, make sure to select Send Positions and Pay Rates to Gusto.
  3. When you’re finished, click Save.

Add Gusto users to When I Work

If employees in Gusto are missing in When I Work, the system can import them for you.

Gusto users missing in When I Work

  1. Click Sync Users to When I Work to add Gusto users to When I Work.
  2. If you want to send When I Work positions and pay rates to Gusto, make sure to select Send Positions and Pay Rates to Gusto.
  3. Click Save.

Add When I Work users to Gusto

If employees in When I Work are missing in Gusto, you’re prompted to manually add them to Gusto before continuing.

Users missing in Gusto

  1. Sign in to your Gusto account and add the missing users to Gusto before you continue.
  2. If you want to send When I Work positions and pay rates to Gusto, make sure to select Send Positions and Pay Rates to Gusto.
  3. Click Save.

Exporting to Gusto

To send hours from When I Work to Gusto, follow our instructions to review, finalize, and export payroll. When you get to the export step, click Send to Gusto.

Your hours will now be sent to Gusto for the selected Pay Period.

  • If you’re sending positions and pay rates to Gusto, the export happens in the background. We’ll send you an email when the export finishes.
  • If you receive an error, check through all the steps listed above to make sure everything is set up properly in your Gusto system.

Now, when you RunPayroll in Gusto you will see the employee’s hours listed along with any overtime.

Pay Rates and Overtime rules will be applied based on how you have them configured in Gusto.

Any Vacation or Sick pay will show up in the second step of running payroll in Gusto.

That’s it, you’re all set! For any other questions not covered in this article contact our support team or visit for more information on their product.

Updated on February 28, 2018

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