Set up work email provisioning

Follow the steps below to connect your preferred work email software to Gusto. Once your company's Gusto and work email accounts are connected, you can start managing your team members' access right from Gusto.

Step 1: Connect to your company’s work email provider from Gusto 

Connect to Google Workspace 

Here's who can set up and manage the integration:

• In Google Workspace: admins with the Users permission
• In Gusto: all Full Access admins and admins with the Apps & IT permission.

Follow these steps to connect your company’s Gusto and Google Workspace accounts.

1. Sign in to your Gusto admin account.  
2. Go to the App directory.
3. Click Provisioning apps.
4. Choose Google Workspace.
5. If your company already has an account, click Connect.
   • Gusto is an authorized reseller of Google Workspace. If your company has a Google account, you’ll later be asked to consolidate your Google Workspace bill with your Gusto bill. 
   • If your company does not have an account yet, click Get Google Workspace.
6. Click Continue in the pop-up. 
7. Choose the account you use for your company’s workspace.
   • If yours isn’t listed, click Use another account.
8. Enter your admin password and click Next.
   • If the next page shows a 400 error, you’ll need to set Gusto as a trusted app in Google Workspace. Then return to step 1 to resume connecting your company’s accounts.
9. Click Allow.
10. You’ll be redirected to Gusto. Head to Step 2 below to match your team members' accounts.

Connect to Microsoft 365

Who can set up and manage the integration 

• In Microsoft 365: admins with User admin permissions
• In Gusto: all Full Access admins and admins with the Apps & IT permission.

Follow these steps to connect your company’s Gusto and Microsoft 365 accounts.

1. Sign in to your Gusto admin account.  
2. Go to the App directory.
3. Click Provisioning apps.
4. Choose Microsoft 365.
5. If your company already has an account with the software, click Connect.
   • If your company doesn't have an account yet, click Get Microsoft 365.
6. Click Continue in the pop-up. 
7. Enter the email or phone you use to sign in to your Microsoft admin account and click Next. 
8. Enter your admin password and click Sign in. 
9. You’ll be redirected to Gusto. Head to Step 2 below to match your team members' accounts.

Step 2: Match your team members' accounts

Once you sign in to your email provider and you’re redirected to Gusto, follow the steps below to match each team member’s Gusto and email accounts with each other.

The left column lists each email that exists under your company account. In the right column you’ll select the Gusto profile associated with that email. 

Team members without email accounts: if anyone doesn't have a work email account yet, create the account directly on the Google or Microsoft website. Then follow the steps below in the "Create or connect a current team member's accounts" accordion to match the new email account to its corresponding Gusto profile.

1. For any accounts listed under “Employees with no matches,” click Select an option.
   • Match with existing Gusto account: find and select the existing Gusto account associated with the email. 
   • Add as a new team member: this creates a new Gusto account.  Once you finish matching accounts, add them to payroll. 
   • Don’t match in Gusto: choose this if you don’t want to manage the email account from Gusto. You’ll need to manage the account directly on your email provider’s website. 
2. Under “Employees with matches,” make sure each selection is correct.
3. Once all accounts have a selection, scroll to the bottom of the page and click Match accounts. 

The Accounts tab of the integration lists each Gusto profile and the status of their work email account status. You can also view and manage individual accounts in the Apps tab of each person's profile.

The next time you hire someone, Gusto will prompt you to create their work email account. If you’ve connected to any other provisioning apps in the App directory, their new work email will be used when you create any other accounts for them from Gusto. 

When you dismiss someone with a matched work email account, you can securely deactivate their work email at the same time.

Google calendar users: Want to export the Gusto time off and holiday calendar to your company’s Google calendar? Follow the “Sync reminders to your personal calendar” steps in this article.

Step 3 (existing Google users only): Consolidate your billing

To finish connecting an existing Google Workspace to Gusto, consolidate Google Workspace billing with your Gusto bill. Follow the one-time setup steps below.

Consolidating your Google Workspace billing with Gusto means one less bill to track and helps eliminate the risk of paying for empty seats.

Accounts ineligible for billing transfer

If you have one of the below Google account types, you may not be able to consolidate your Google and Gusto billing. You can still connect your Google account to Gusto without consolidating billing. 

• Annual/Fixed term payment plans: You can only transfer billing to Gusto in the 30 days before your renewal date.
• Ineligible Google Workspace products: Google Voice, Google Vault, and Google Cloud Identity Premium (Google Cloud Identity Free is eligible). If your Google account includes any of these, Gusto does not currently support transferring.

Transfer your Google billing to Gusto

1. Sign in to your Google Admin Console.
2. Open the Retrieve Transfer Token page.
   • If you do not see the transfer token page and are using Google Chrome, make sure you're logged in to the Chrome profile associated with your admin account. 
3. Click Copy code. 
4. Enter this in your Google Admin console in the field labeled "Enter Reseller’s Public Identifier."
5. Click Confirm Reseller Identifier. 
6. Check that the domain name and business name match Gusto.
7. Check the box to agree to the terms and conditions.
8. Click Generate Transfer Token.
9. Click Copy code. You’ll later paste this in Gusto. 
   • Transfer tokens expire 14 days after being generated. If your token expires or you lose your token, sign to sign in to your Google Admin console again in a new browser tab and repeat the steps above.
10. Paste the transfer token in Gusto. 
    • After transferring, you’ll be billed for Google Workspace through your monthly Gusto bill. 
11. Click Continue. We’ll check if your account is eligible to transfer. 
12. Click Submit. 

You’ll now be able to create and manage Google Workspace accounts for your team right from Gusto.

After you connect Google Workspace or Microsoft 365 to your company Gusto account, you can quickly create work email accounts for your team members without leaving Gusto.

Contractors: create contractor work email accounts directly on the email provider’s website. Then follow the steps below in the "Create or connect a current team member's accounts" section to connect their account to Gusto.

Create a new hire’s work email during onboarding 

You can create a new hire's work email account right from the onboarding checklist. You can grant them immediate access or schedule a future date for their access to begin.

First onboard the new hire to Gusto. If you sent them an offer letter through Gusto, they must accept it before you can set up their work email with the steps below.

1. Sign in to your Gusto admin account.
2. Go to People section and choose Hire & onboard. 
   • If the team member is no longer listed in the Gusto Hire & onboard section, instead follow the steps below in the "Create a current team member's work email" accordion.
3. Click the new hire’s name. This takes you to their onboarding checklist.
4. Make sure you’ve already added their personal email to Gusto, which is done in the first step of the “Add [Name] to payroll” task:
   • Find the “Add [Name] to payroll” task and click Start.
   • On the “Details” page, enter their personal email.
   • Complete any other info required on this page and click Save & continue. 
   • You can either finish adding the person to payroll, or you can immediately go back to setting up their work email by clicking [Name’s] checklist in the top-left corner.
5. Find the “Add work email” task on the onboarding checklist and click Start.
6. Click Create a new email address.
7. Choose the app you want to use.
8. Type the team member's new email address. Make sure your company’s domain is correct.
   • If using Google Workspace: you have the option to add the new hire to one or more Google Groups.
   • If you're the Google admin on multiple domains, and the employee’s domain is reverting to the incorrect domain for this account: Try disconnecting the integration and reconnecting it. Make sure you select the desired domain when signing in and connecting the account.
   • If using Microsoft 365: you have the option to add the new hire to one or more Microsoft 365 Groups.
9. Choose the day you’d like the team member to have access to their new email.
   • If you choose today’s date, they’ll receive a welcome email as soon as you complete these steps. 
   • If you choose a future date, they’ll receive a welcome email at 8am ET that day. 
10. Click Save & continue.
11. Double-check the account details. Make sure there’s a personal email listed on this page as this is where they’ll receive login information.  
12. Click Create account.

This immediately creates the new hire’s account with the selected app. At the time you selected in step 9, the email app (Google Workspace or Microsoft 365) will send login instructions to the new hire’s personal email. 

If the new hire does not receive the welcome email, they can also access their temporary email password in Gusto once they've been added to payroll.

If your company’s connected to any other provisioning apps in the Gusto App directory: when you create any other app accounts for this person, their new work email will be used. In their onboarding checklist, click Create [Name’s] app accounts.

Going forward, you can manage the team member's access to the email account from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab). 

Connect a new hire’s existing work email to Gusto

Follow these steps for a new hire (someone who’s still listed in the Gusto Hire & onboard section) who already has a work email with your company’s Google Workspace or Microsoft 365 account. 

• Sign in to your Gusto admin account.
• Go to the People section and choose Hire & onboard. 
• Click the new hire’s name.
• Find the “Add work email” task and click Start.
• Choose Add an existing email address.
• Select the app you want to use.
• Click the dropdown and select the new hire’s work email.
• Click Save & continue.
• Make sure all the details are correct and click Create account.

You can now use this email to create any other app accounts for the new hire through Gusto. App access instructions will be automatically sent to their work email. Click Create [Name’s] app accounts to be taken to the next onboarding checklist task.

Going forward, you can manage the team member's access to the email account from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab). 

Follow these steps to create a new work email account for anyone you’ve already onboarded and added to payroll.

1. Sign in to your Gusto admin account.
2. Go to the App directory. 
3. Choose Provisioning apps.
4. Select your work email app (Google Workspace or Microsoft 365).
5. Go to the Accounts tab. 
6. Find the person you want to create an account for and click the three dots icon.
   • If you’re using Google Workspace, you can also add this person to your company’s Google Groups.
7. Click Create account. 

This creates the team member's account with the chosen app. The app will immediately send login instructions to their personal email.

Once their account is created, you can manage it from either their profile (in their Apps tab) or the App directory (in the app’s Accounts tab). 

Follow these steps for anyone who already has a company email account. Matching their email and Gusto accounts will let you quickly and securely manage their app access right from Gusto.

1. Sign in to your Gusto admin account.
2. Head to the App directory and select your work email app.
3. Click Match accounts.
4. The left side of the page lists all current work app emails under your company’s account. Find the name of the person you want to match and click Select an option.
5. Choose the Gusto profile associated with the email account.
6. Scroll to the bottom of the page and click Match accounts. 

The Accounts tab lists the updated account details for all team members. You also can view and manage your team's work email access in the Apps tab of each person's profile.

There are a few ways you can quickly and securely remove an employee’s app access:

• From an employee's profile
• At the time of dismissal
• From the app's page in the App directory

Deleting their account also deletes all the data in their account. If you want to revoke access but retain their data, follow the steps above instead, “Suspend a team member’s account."

If you only want to disconnect an account from Gusto, but keep the account and the team member's access to it active without permanently deleting it, follow the steps in the “Disconnect a team member's account from Gusto” accordion below instead.

What happens when you delete a work email

Google Workspace

• All Google documents, emails, and Google Drive files owned by the user are deleted.
• Best practices:
  • To avoid losing valuable information, a Google Workspace administrator should consider moving the user's files to another location before deleting the user.
  • You may want to set up email forwarding from the deleted account to another inbox. This can be done in the Google Workspace admin console.
• Account restoration: If needed, you can restore someone's Google account within 20 days of deleting it. It takes 24-72 hours for a restored account to become available again.

Microsoft 365

• All Microsoft documents, emails and other files owned by the deleted user are deleted. SharePoint files are not deleted.
• Best practices:
  • To avoid losing valuable information, move the user's emails and OneDrive files to a different location. You don't need to transfer their SharePoint files as you'll still have access to them.
  • You may want to set up email forwarding from the deleted account to another inbox. This can be done in the Microsoft 365 admin center.
• Account restoration: If needed, you can restore someone’s Microsoft account within 30 days of deleting it.

Delete an employee’s work email account at dismissal

When an employee leaves the company, you can securely delete their account at the same time you dismiss them. At the end of the day on their last day of work, their access to the account will be revoked, and the account and its associated files will be deleted.

1. Sign in to your Gusto admin account.
2. Begin the employee dismissal steps.
3. In part 2 of the dismissal process, Select access,” choose to delete their account.
   • If you leave the box unchecked, the employee's account, and their access to it, will remain active. You can later delete it in your email provider's admin console.
4. Click Save & continue and complete the remaining steps to dismiss them. 

If the dismissal is immediate, this will immediately revoke the employee's access to the app and delete their account. If you set their dismissal date in the future, the employee will have access until that date.

Delete a work email account from a team member’s profile 

Follow these steps to delete an active team member's work email. This immediately revokes their access and deletes their work email account.

1. Sign in to your Gusto admin account.
2. Go to the People section.
3. Click the person’s name.
4. Go to their Apps tab.
5. Find the name of the work email app and click Actions. 
6. Click Delete account. 

The team member's access to the work email app is immediately revoked and their account is deleted. Their connection status is updated on both in this tab and on the app's page in the App directory.

Delete an account via the App Directory

1. Sign in to your Gusto admin account.
2. Head to the App directory.
3. Choose the work email app.
4. From the “Accounts” tab, click the three dots under the “Action” column.
5. Choose to delete the account.

The team member's access to the work email app is immediately revoked and their account is deleted. 

Follow these steps if you want to disconnect a work email account from Gusto but keep the account and the team member's access to it active. This isn’t common practice unless someone was connected to the wrong account and you need to match them to a different one.

If you instead want to delete the work email account and revoke the team member's access to it, follow the steps above in the “Delete a team member's work email account” accordion.

Follow these steps to disconnect an account from Gusto:

1. Sign in to your Gusto admin account.
2. Go to the People section.
3. Click the person’s name.
4. Go to their Apps tab.
5. Find the name of the work email app and click Actions. 
6. Click Unmatch account. 

The team member's work email account remains active with the third-party app, but you’ll no longer be able to view or manage their access to it from Gusto.

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

Follow these steps if you no longer want Gusto admins to create and remove team member work email accounts from Gusto.

This does not delete the company account or any team member accounts. It only removes Gusto admins’ ability to manage email account access from Gusto.

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

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

Contact our team.