Set up provisioning apps

1. Sign in to your Gusto admin account.
2. Go to the App directory.
3. Click Provisioning apps.
4. Select the software you’d like to connect.
5. If your company already has an account with the software, click Connect.
   • If your company doesn't have an account yet, click Get [App Name]. 
6. Enter your admin credentials for the app. 
   • Depending on the app, you may be automatically redirected to the app’s website to confirm your account.
   • You may also be instructed to sign in to the app’s website and locate an API key, which is a special code that allows you to connect your company's accounts. Follow any on-screen instructions to finish connecting your accounts. 

Once you're directed to the Match Accounts page in Gusto, follow the steps below in the "Create or match employee accounts" accordion.

When to create vs. match accounts

• When to match an account:
  • For employees who already have an account with Gusto and the third-party app.
  • Matching accounts lets you remove the employee's app access directly from Gusto if they leave the company.
• When to create an account:
  • For employees who do not yet have an account with the third-party app.
  • Setting up their account from Gusto makes onboarding more efficient and lets you remove app access directly from Gusto if you dismiss the employee.

Match employees' existing accounts

Follow these steps for any employees who already have an account with the app through your company. Some accounts will be automatically matched if their name and email is the same in both Gusto and the third-party app. 

1. Sign in to your Gusto admin account.
2. Head to the App directory. 
3.  Choose Provisioning apps.
4. Select your app.
5. Choose the Accounts tab. 
6. Click Match accounts.
7. The left side of the page lists all current app accounts associated with your company account. Find the name of the person you want to match and click Select an option.
8. Choose the Gusto profile associated with the account.
9. Repeat for any other accounts you want to match. 
10. Scroll to the bottom of the page and click Match accounts. 

On the Accounts tab, each matched employee's App account and Status reflect your changes. You can also view each person’s accounts from the Apps tab of their employee profile. 

Create an account for a current employee 

Outside of the new hire onboarding or dismissal steps, you can add or remove an employee's third-party app account from the App directory.

1. Sign in to your Gusto admin account.
2. Head to the App directory. 
3.  Choose Provisioning apps.
4. Select your app.
5. Choose the Accounts tab. 
6. Find the person you want to create an account for and click the three dots icon in the Actions column. 
   • If you cannot click the three dots icon for a team member, this means they do not have an email listed in their Gusto account. You'll need to add an email address to their profile before completing these steps.  
7. Click Create account.

The app will automatically email the employee an invitation to sign in to their new account. 

Once their account is created, it's listed in the employee’s profile under their Apps tab. On the app’s page in the App directory, their account is also listed under the Accounts tab. 

Create a new hire employee's account

First, onboard the new hire to Gusto. If you sent them an offer letter through Gusto, you'll have to wait til they accept their offer for the onboarding checklist to appear.

Once you follow the steps below, the app will automatically send the new hire an invitation email right away. Make sure you only follow these steps once you're ready for the new hire to have access to the account. 

Here's how to set up a new app account from a new hire's onboarding checklist: 

1. Sign in to your Gusto admin account.
2. Go to the People section.
3. Toggle to the Onboarding team members tab.
4. Click the name of the onboarding employee you want to set up a new app account for. 
5. Next to the Create app accounts task, click Start.
6. The Connect your apps screen lists your company's connected and available apps.
   • If the app your employee needs is already listed under Connected, you're good to go. Click Save & continue to set up your new hire's account.
   • If the app your employee needs is listed under More apps, click Connect to set up your company's connection. You'll be redirected to set up the connection (follow the steps above under "Add a new provisioning app for your company"). Once connected, return to the People section to create your new hire's account. 
7. Check the box for each app that you want the new hire to have an account for. 
8. Click Save & continue.
9. Click Create accounts.
   • This creates the new hire's account with the chosen app. They're immediately invited via email to access their new account.

Once created, the new app is listed in the employee’s profile under their Apps tab. On the app’s page in the App directory, their account is also listed under the Accounts tab.

Create an account for a contractor 

If you want to create a contractor's app account from Gusto, follow these steps. They'll immediately receive an email invitation from the app to sign in to their new account.

1. Sign in to your Gusto admin account.
2. Head to the App directory.
3. Choose Provisioning apps.
4. Select your app.
5. Choose the Accounts tab.
6. Find the person you want to create an account for and click the three dots icon under the Actions column.
7. Click Create account.

Once the account is created, it's listed in the contractor's profile under the Apps tab. On the app’s page in the App directory, their account is also added under the Accounts tab. 

Troubleshoot account creation

Status is "Invite Sent" instead of "Connected"

For some apps, the team member needs to accept the account invitation before the status in Gusto updates to "Connected." Once they accept the invitation, the status will update in Gusto.

The 3 dots icon under the "Actions" column is disabled

On the Match Accounts page, if you cannot click the three dots icon for a team member, this means they do not have an email set up in Gusto. Add an email address to their Gusto profile.  

There's an extra account on the "Match accounts page"

Some apps may automatically include a bot email with your account. You can simply choose Do not match in Gusto or leave it alone. This will not affect the cost of your app subscription—it's not considered a "seat" for billing.

There are a few ways you can quickly and securely remove a team member's app access:

• From the team member’s profile
• At the team member's dismissal
• From the app's page in the App Directory

When to delete, suspend, or unmatch accounts

You should remove (i.e., delete or suspend) an account when you want the employee to no longer have access to the third-party app account. For example, you might want to remove someone's account at dismissal.

You should generally only unmatch an account if a mistake was made in matching and you need to match them to a different account, or if you no longer want to manage the account in Gusto.

When removing an employee’s app access, some apps let admins choose between suspending or deleting the account.

• Suspending the account removes the employee’s access to the app, but keeps the account and all associated data live.
  • Be sure to check with the app directly to understand billing and seat management for suspended accounts.
• Deleting the account removes the employee’s access to the app and deletes all associated user data. An admin can’t access related data when the account is deleted. 

Remove an app from a team member's profile 

You can remove a current team member’s account from the Apps tab of their profile.

1. Sign in to your Gusto admin account.
2. Head to the People section.
3. Click the person’s name.
4. Go to their Apps tab.
5. To remove access for just one account, find the name of the app and click Actions.
6. Choose your action: suspend access, delete the account, or unmatch the account.
   • Remove all accounts: Clicking this will delete all of an employee's apps at once. This also deletes all data related to all their accounts. 

Once you complete these steps, the employee's access to the app is revoked and their account is removed. Their connection status is updated on both the app's page in the App directory and the Apps tab of the employee's profile.

Remove a team member's account via the app's page in the App directory 

1. Sign in to your Gusto admin account.
2. Head to the App directory.
3. Select the app.
4. On the Accounts tab, click the three dots under the Actions column.
5. Choose to suspend, delete, or unmatch the account. 
   
   • Remove all accounts: Clicking this will delete all of an employee's apps at once. This also deletes all data related to all their accounts. 

Once you complete these steps, the employee's access to the app is revoked and their account is removed. Their connection status is updated on both the app's page in the App directory and the Apps tab of the employee's profile.

Remove a team member's account at dismissal

When someone leaves the company, you can securely remove their access to third-party apps at the same time you dismiss them. 

If the dismissal is immediate, this will immediately revoke the employee's access to the app and remove their account. If you set their dismissal date in the future, the employee will have access until 12:00am PT the day after their last day. Ex: if the employee’s last day is January 1, their access is revoked between 12:00am and 1:00am PT on January 2nd. 

1. In Gusto, begin the employee dismissal steps.
2. In part 2 of the dismissal process, "Select access," choose whether you want to suspend access or fully delete the account.
3. Click Save & continue and continue dismissing them. 

Unmatch a current team member's account

Follow these steps if you want to unmatch an employee from an account and match it to another employee instead, or disconnect an account from Gusto but keep the account active. 

1. Sign in to your Gusto admin account.
2. Head to the App directory. 
3.  Choose Provisioning apps.
4. Select your app.
5. Choose the Accounts tab.
6. Find the name of the person you want to unmatch.
7. Click the three dots icon next to their name.
8. Click Unmatch.

Once unmatched, this person’s account remains active with the third-party app, but your ability to manage their app access from Gusto is disabled. The team member can still access the app and you must manage their account by signing in to the app's platform. The app will still charge your company for the team member's account and any other active users.

If you want to reconnect their account to Gusto in the future, return to the Accounts tab and choose Match accounts.

If you no longer want to create and remove your team's app accounts from Gusto, follow these steps. This does not remove any of your employees' accounts. 

1. Sign in to your Gusto admin account.
2. Head to the App directory.
3. Under Connected apps, select the app you want to disconnect.
4. Click the About tab.
5. Click Disconnect.

The next time you need to create or remove someone's access to this app, you'll need to do so within the app itself instead of in Gusto.