Quick Answer
The Deputy Gusto integration is a native connection designed to automatically sync approved employee timesheets from Deputy directly into Gusto to run payroll accurately and save administrative time. This integration is ideal for operations and HR teams looking to eliminate manual data entry, reduce payroll errors, and streamline their workflow between employee scheduling and payroll processing.
Tool Comparison
| Detail | Deputy | Gusto |
|---|---|---|
| Category | Employee Scheduling | Payroll & HR |
| Starting Price | $5 per user/month, billed monthly (Premium plan) | $40 per month base fee plus $6 per user/month (Simple plan) |
| Core Features | • Drag-and-drop shift scheduling • Mobile time clock tracking • Automated timesheet generation • Labor demand forecasting • Real-time task management |
• Full-service payroll processing • Automated payroll tax filing • Employee self-service portal • Direct deposit execution • Health insurance administration |
| Role in This Integration | Sources employee hours and approved timesheet data | Receives timesheet data to calculate accurate compensation |
Why Connect Them
Connecting your scheduling and payroll software addresses one of the most tedious administrative bottlenecks in business operations: transferring employee hours manually. By establishing this native connection, you can eliminate manual labor by feeding approved hours directly into your payroll pipeline to execute pay runs seamlessly.
Without an integration, managers often find themselves transcribing hours, risking data entry errors, and spending hours reconciling timesheets before every pay period. With Deputy handling drag-and-drop shift scheduling, mobile time clock tracking, and automated timesheet generation, your team captures precise hour data. Once approved, that data flows seamlessly into Gusto, powering full-service payroll processing, automated payroll tax filing, and direct deposit execution without double-handling information.
Step-by-Step Deputy Gusto Integration Setup Guide
Step 1: Verify Prerequisites and Admin Access
Before initiating the connection, ensure you have active administrator accounts for both Deputy and Gusto. You will need permissions in both platforms to authorize third-party data access and manage integrations. Confirm that your employee profiles use matching identifiers—such as matching email addresses or legal names—in both Deputy and Gusto to ensure seamless mapping later.
Step 2: Establish the Native Integration Connection
Log into your Deputy account and navigate to the integrations or settings area designated for third-party apps. Locate Gusto within the directory of available partner tools. Click to connect, and follow the on-screen prompts to authenticate your credentials by logging into your Gusto account when prompted, granting Deputy the necessary permissions to sync timesheet and employee data.
Step 3: Configure Data Mapping and Pay Rules
Once the applications are linked, review the settings to align how data flows between them. Map your employee profiles, pay rates, and locations accurately to prevent discrepancies. Define how approved timesheets from Deputy should be categorized within Gusto's payroll structure, ensuring that regular hours, overtime, and time-off tracking align with your company's payroll policies.
Step 4: Run a Test Sync
Before your next live pay cycle, execute a test synchronization using a small subset of data or a single test employee. Approve a mock timesheet in Deputy and trigger the transfer to Gusto. Verify that the hours appear correctly in your Gusto payroll dashboard, and check that calculations reflect the expected gross pay based on the mapped pay rates.
Step 5: Go Live and Monitor Operations
With the test successful, you are ready to use the integration for your regular pay periods. Establish a routine where managers approve timesheets in Deputy ahead of your payroll processing schedule. Periodically review the data transfer during the first few payroll cycles to ensure that employee updates, new hires, and departures remain synchronized across both platforms.
Common Troubleshooting Issues
Unmatched Employee Profiles
- Symptom: Timesheet data fails to sync for specific team members, or error logs indicate unrecognized worker IDs.
- Likely Cause: The employee's profile details—such as spelling, email address, or payroll ID—do not match identically between Deputy and Gusto.
- Fix: Update the profile information in either Deputy or Gusto so that identifiers match word-for-word, then re-attempt the sync.
Pending Timesheet Approvals
- Symptom: Employees have logged hours in Deputy, but the data does not populate in Gusto when preparing payroll.
- Likely Cause: The timesheets are still in a draft or unapproved state within Deputy, as the integration typically only transfers approved hours.
- Fix: Review, verify, and formally approve the pending timesheets inside Deputy, then manually trigger a refresh or sync with Gusto.
Authentication Token Expiration
- Symptom: A previously working integration suddenly stops syncing data and displays connection or permission errors.
- Likely Cause: The secure authorization token connecting Deputy and Gusto has expired or been revoked due to a password change or security update.
- Fix: Re-authenticate the integration by logging back into Gusto through the Deputy integration settings to renew the security token.
Incorrect Pay Rate Calculations
- Symptom: Hours transfer successfully to Gusto, but the resulting pay amounts do not align with expectations.
- Likely Cause: Pay rates or wage categories configured in Deputy do not match the corresponding entries in Gusto's payroll setup.
- Fix: Cross-reference the wage settings and pay rates in both Deputy and Gusto, and update them to ensure consistency before running payroll.
Frequently Asked Questions
Does Deputy integrate natively with Gusto?
Yes, Deputy offers a native integration with Gusto. This allows operations and HR teams to connect the two platforms directly without needing third-party middleware or custom coding, ensuring a secure and reliable data flow for employee hours.
What data is transferred through the Deputy Gusto integration?
The integration primarily transfers approved employee timesheet data from Deputy into Gusto. This includes verified working hours, overtime, and relevant time tracking metrics needed by Gusto to execute full-service payroll processing and direct deposits accurately.
Do I need technical experience to set up this integration?
No technical experience is required. The connection process relies on a native integration workflow where you simply log into both accounts, grant authorization, and map your employee profiles using guided user interfaces.
How often do timesheets sync between Deputy and Gusto?
Timesheets typically sync based on your payroll preparation workflow. Managers usually approve timesheets in Deputy at the end of a pay period and initiate or allow the data transfer into Gusto before running payroll calculations.
What should I do if an employee's hours do not appear in Gusto?
First, check that the employee's timesheets have been officially approved in Deputy. Next, verify that their profile details match in both systems, and ensure the integration authentication token has not expired due to a recent password change.
Start Streamlining Your Payroll Today
Ready to eliminate manual data entry and connect your scheduling and payroll workflows? Get started by trying out both platforms using the links below:
- Try Deputy
- Try Gusto
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