GUSTO SETUP GUIDE
Review the time.
Then review the payroll.
Match employees and jobs, send approved worked time, and understand the optional step that applies Gusto timesheets to payroll.
Know what this connection includes
TakeUrTime sends reviewed, approved worked shifts to existing Gusto employees. Gusto owns pay rates, taxes, deductions and final payroll processing. The optional internal TakeUrTime Payroll workspace can remain off.
| Included | Excluded |
|---|---|
| Regular, overtime and double-overtime hours using TakeUrTime's existing workweek rules and recorded breaks. Paid breaks are included once. | PTO, holidays, adjustments and local pay amounts. Review those items separately in your payroll process. |
Connect and confirm the recorded time zone
Open Company Settings → Integrations → Gusto.
- Read the availability message and connect the intended Gusto company.
- Enable the required Employee matching and Reviewed time features and save the company preferences.
- Under Confirm recorded time zone, select the zone used by your existing TakeUrTime clock records.
- Check the confirmation and select Save recorded time zone.
Use the zone that describes the recorded times. Do not select another zone simply to move a shift's displayed date. Check an overnight shift carefully when reviewing the destination.
The optional payroll-sync controls are unavailable.
Payroll sync requires additional Gusto application permissions and its feature switch. Time delivery can be used without it; complete the remaining payroll preparation in Gusto. Read the panel's access message before changing settings.
Match employees and their Gusto jobs
- Select Load Gusto employees.
- Choose the TakeUrTime employee, matching Gusto employee and correct Gusto job.
- Compare the full name and email. Both must match.
- Confirm that you checked the identity and job, then select Verify and save match.
- Repeat for the employees whose time you plan to send.
This matching step does not create or update employee profiles. One Gusto job per employee is supported. A Gusto employee cannot be matched to another TakeUrTime employee at the same time.
The right employee with the wrong job is still an incorrect match. Resolve identity or job issues before preparing time.
Review and send approved worked time
- Resolve open shifts, missing details, approval issues and required reviews in TakeUrTime.
- Under Review and send worked time, select First day and Last day. Use up to 32 completed days and include each entire shift.
- Select up to 100 matched employees and choose Prepare time review.
- Inspect employee/job matches, shift dates, regular hours, overtime, double overtime, paid and unpaid breaks, status and exclusions.
- Resolve the displayed issues. Confirm the review and select Queue reviewed inputs.
- Open Delivery history and check the individual results, then verify the time in Gusto.
An unqueued review expires after 30 minutes. Prepare a fresh review when it expires or when source records, mappings or connection settings change. Original review contents remain available after delivery.
The review says Already sent or Review previous delivery.
Already sent identifies unchanged time previously delivered. Review previous delivery means you must inspect the earlier outcome. Changed accepted time must be corrected in Gusto; uncertain results must be reconciled before another send.
Optionally apply approved hours to payroll
First check the delivered time in Gusto. Then use Apply approved hours to Gusto payroll if the feature and required permissions are available.
- Enable Employee matching, Reviewed time and Payroll sync in the company feature controls.
- Choose completed dates and select Find payrolls using dates above. The search can cover up to 93 completed days.
- Select an unprocessed, regular payroll for the connected company. Its complete pay period must have ended and cover no more than 32 days.
- Resolve or cancel appropriate unsent time deliveries and finish any outstanding sync for those dates. Reconcile uncertain outcomes first.
- Select Prepare payroll-sync review and inspect the payroll and confirmation.
- Confirm and queue the reviewed inputs, then follow the provider receipt through to its result.
A successful sync applies hours to payroll. Final review and processing still happen in Gusto.
Interpret the result before continuing
| Result | What it means and what to do |
|---|---|
| Time pending in Gusto | Gusto received the shift, but approval is pending there. Review it in Gusto before applying hours to payroll. |
| Time approved in Gusto | Time is approved there. Applying it to payroll and final payroll processing remain separate. |
| Payroll sync processing | Gusto is applying time. The worker checks the original operation's status without starting another sync. |
| Payroll synced | Approved time was applied to Gusto payroll. Check the payroll totals before final processing. |
| Partial or failed payroll sync | Inspect the provider receipt and affected employees in Gusto. The request is held for review and will not be resent automatically. |
For accepted time, Delivery detail can offer Check Gusto time status. For an operation still processing, use the available provider-status check rather than starting again.
Handle corrections and uncertain outcomes
Time accepted before a later correction
Keep the TakeUrTime source accurate, but do not assume another delivery will update accepted Gusto time. This workflow directs changes to accepted time to Gusto. Compare the original delivery with the corrected source and coordinate the change with your payroll reviewer.
A timeout or missing receipt
Do not resend. Use Reconcile with provider when offered to check the original operation. A missing receipt does not establish non-acceptance. Keep an unresolved outcome held and contact support with the delivery and provider references.
A partial batch or payroll sync
Inspect each affected record and the Gusto receipt. Preserve accepted time. For partial or failed payroll sync, resolve the affected employees in Gusto; do not queue the entire sync again to try to fill in the gaps.
See the integration recovery guide for the distinction between a retry and a provider lookup.
Common questions
Why is PTO or a local adjustment missing?
This delivery contains worked time only. PTO, holidays, adjustments and local pay amounts are excluded. Check these separately in Gusto rather than assuming a local TakeUrTime payroll run is sent through this workflow.
Why can I not find the payroll I want?
Check the connected company, search dates and additional payroll permissions. The supported selection is an unprocessed regular payroll with a completed pay period of at most 32 days.
Why did the saved review stop working?
The review may have expired or the time, mapping, connection settings or Gusto payroll may have changed. Reload, resolve the message and prepare a fresh review. Do not bypass an uncertain earlier result.
Gusto shows more hours than the shifts I selected.
The payroll-sync step includes all approved Gusto time for the selected pay schedule and period, including other sources. Compare the complete Gusto timesheet set, not just the last TakeUrTime batch.
What should I send support?
Include the connected company, affected employee/job, dates, review or delivery ID, exact status and provider receipt reference. Do not include passwords, tokens or client secrets.