Edit an employee's work info (for admins)

Admins with the required permissions can update an employee’s work address and view work address history from the Work tab in the employee’s profile in Gusto.

When a new employee is hired, the work address entered during onboarding becomes their current work address unless it’s changed later. The hire date shown in their profile displays as “Working here since…”

Reminders for employees with only one address on record

If an employee has only one address in Gusto and you change the start date of that address to a date after their hire date, Gusto won’t have a work address on record for the time between those dates.

To make sure the employee has a valid work address for their entire employment period, select Change address and add a new address for the employee.

Admins with the required permissions can edit an employee's job title in their admin Gusto account. If you do not see the option to change a job title, contact the primary administrator of your company’s Gusto account.

You can view all job title assignments on the People page, but you'll need to add or edit titles in individual profiles.

Add or edit a single employee’s job title

1. Sign in to Gusto.
2. Go to People.
3. Select the employee’s name.
4. On the Pay tab, scroll to Compensation.
5. Click Edit.
6. Update the Title
   • If you cannot find the job title you’re looking for in the dropdown, click + Create job title.
   • To remove the title entirely, select None from the dropdown.
7. Scroll down, complete any remaining fields, and click Save.

Bulk edit multiple employees’ job titles

1. Sign in to Gusto.
2. Go to People.
3. Select the checkboxes next to the employees whose job titles you want to update.
4. Click Actions, then select Update compensation.
5. Under each employee’s name:
   • Click Job title/Employee type
   • Use the dropdown to select a new job title.
   • Click Save.

6. Once all updates are complete, click Save and continue.
7. Review the summary to confirm your changes.
8. Click Submit updates to finalize the changes.

If your employee's classification is changing, update this in Gusto using the instructions below.

If the employee is meant to be a contractor, convert them to an independent contractor rather than updating their employee-classification.

Change a single employee's classification

1. Sign in to Gusto.
2. Click the People section.
3. Click your employee’s name.
4. Go to the Pay tab.
5. Click Edit next to the "Compensation" section—if you do not see this section, you may not have the required admin permissions. Reach out to the primary admin on the account to update your permissions.
6. Under Employee Type, select one of the following from the dropdown:
   • Salary/No Overtime
   • Salary/Eligible for Overtime
   • Paid by the Hour/Eligible for Overtime
   • Commission only/No overtime
   • Commission only/Eligible for overtime
7. Update the compensation rate or default hours per pay period, if applicable.
8. Click Save.

Bulk edit multiple employees' classifications

1. Sign in to Gusto.
2. Click the People section.
3. Click on the checkboxes next to the employees whose compensation you’d like to update. 
4. Click Actions and select Update compensations.
5. Click Job title/Employee type.
6. Select the new employee type from the dropdown.
7. Once all changes have been made, click Save and continue.
8. Review the summary to make sure the changes look good and click Submit updates to finalize the changes.

Important: If you're using multiple pay schedules, there may be a gap or overlap in the employee's hours for this payroll.

• If there's a gap between the employee's old and new pay schedules, run an off-cycle payroll for the in-between dates with the prorated amount.
• If there's an overlap, you'll need to edit the pay on the employee's next regular payroll with the reduced prorated amount.

There are different ways to change an employee’s pay rate depending on how they’re classified. To learn more, use the applicable article below:

• Hourly employee pay rates and custom earning types
• Salaried employee pay rates and custom earning types

Admins with the required permissions can edit an employee's hire date by following the steps below.

To change an employee’s hire date:

1. Sign in to your admin profile.
2. Go to People.
3. Click the employee’s name.
4. If the team member has not started or onboarded yet (hire date in the future):
   • Go to the Onboarding team members tab.
   • Click the team member’s name.
   • Remove onboarding_checklist from the URL and press Enter.
   • This allows you to change the initial onboarding details entered when adding the team member.
5. On the Work tab, find the Work section and click Edit.
6. Click the calendar icon to change the start date and review any additional prompts.
   • Prompts may appear when backdating start dates.
7. Click Save.

Sometimes, you won’t be able to change a teammate's email address for them. If that happens, they’ll need to update it themselves or contact Gusto if they cannot (there might be implications related to the email change).

Update a work email

1. Go to the People section.
2. Click on your employee's name.
3. Go to the Work tab and find the “Role” section.
4. Next to “Work email” click Edit.
5. Enter the email.
6. Click Save.

Update a personal or recovery email

Admins may not be able to update an email for employees who have Gusto Cash Accounts.

If this is the case, contact us from the in your account so we can assist. 

How to update the personal or recovery email (when editable):

1. Go to the People section.
2. Click on your employee's name.
3. Go to the Personal tab and find the “Personal information” section.
4. Next to “Personal email” click Edit.
   • You must use an email address that’s not associated with any other Gusto account.
   • To update the “Recovery email”, find and click the Edit next to “Personal information”.
5. Enter the new email in both the “New email” and “Confirm email” fields.
6. Click the checkbox to acknowledge that this will change the email used to access the account.
7. Click Save.
8. The employee will receive next steps at the new email address. They must follow the prompt in the email to complete the update.
   • If the employee does not see the confirmation email, they should check their spam folder.
   • You can also resend the email: On their employee profile, return to the Work tab. If the employee has not yet approved the change in the confirmation email, a "Pending" section is listed under "Email." Click Resend Email.

To help prevent fraud, we recommend that employees update their own bank account information in Gusto. They may need to verify their existing account details before adding a new one.