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 timesheets from When I Work to Gusto
  • Send When I Work job positions to Gusto
  • Send PTO and sick time from When I Work to Gusto



  • Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations.

  • The linked Gusto account must have only one pay schedule.
  • The Gusto pay period frequency and dates must match the When I Work pay period.
  • All When I Work employees with worked hours must be assigned to the single pay schedule in Gusto.
  • 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.

Not supported

  • When I Work holiday hours are not sent to Gusto. If your employees’ timesheets contain holiday hours, a message appears displaying the number of holiday hours that will be ignored.
  • The integration does not support contractors or salaried workers in Gusto.
  • The integration does not support multiple companies in Gusto. There can only be one company in your Gusto account.
  • When I Work does not send pay rates or estimated wages to Gusto.
Multiple Pay Schedules Not Supported

Multiple pay schedule configurations are not supported by When I Work.

Before you begin

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

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

Setting up the Gusto integration

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.

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,

Hover over Attendance Attendance, then select Time Sheet Timesheets.

Click Down to view current pay periods.

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 Attendance Settings and modify the way your pay periods are set up there.

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.

Connect your When I Work account to Gusto

  1. Hover over Gear, then select Integrations Integrations.

  2. Click See all integrations.
  3. Under Gusto, click Learn more.
  4. On the right side of the page, click Enable.
  5. 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.Configure gusto

  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 Add to When I Work to add the user or click Ignore to leave the user in Gusto only.
  2. If you want to send When I Work positions to Gusto, make sure to select Update Gusto Positions.
  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.

Sync users

  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 to Gusto, make sure to select Update Gusto Positions.
  3. Click Save.

Add When I Work users to Gusto

Gusto import

  1. Click Show to view a list of employees missing in Gusto.
  2. Sign in to your Gusto account and add the missing users to Gusto before you continue.
  3. If you want to send When I Work positions to Gusto, make sure to select Update Gusto Positions.
  4. Click Save.

Exporting to Gusto

To send hours from When I Work to Gusto, follow our guide on how to close and export pay period hours. 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 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 Run Payroll in Gusto you will see the employee’s hours listed along with any overtime.

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 September 1, 2021

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