Introduction
The Kallidus Sapling platform helps HR and People Operations teams automate and streamline administrative tasks so they can focus on employee experience, retention, and creating an amazing culture for the most successful teams.
Gusto makes it easy to pay, insure, and support your hard-working team as a small-market-focused payroll and benefits HR software provider.
With the Gusto integration, Sapling will:
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Create Users: When a new hire completes preboarding in Sapling, they will automatically be created in Gusto
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Update User Attributes: When a user profile is updated in Sapling, the corresponding user profile will be updated in Gusto
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Deactivate Users: When a user is offboarded in Sapling, the corresponding user in Gusto will automatically be deactivated
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Link Users: Existing Sapling users will be linked to corresponding users in Gusto based on Company Email
How it Works
Create Users
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When a new hire completes preboarding in Sapling, they will immediately be created in Gusto with their personal information and job details
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The new hire will then be invited to Gusto based on your company settings in Gusto
- Check out the Supported Fields section for what fields are synced from Sapling to Gusto for user creation
Update User Attributes
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When a user profile is updated in Sapling, the corresponding user profile will immediately be updated in Gusto
- Check out the Supported Fields section for what fields are synced from Sapling to Gusto for user updates
Deactivate Users
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When a user is offboarded in Sapling, the corresponding user in Gusto will automatically be deactivated once the Sapling Access Cutoff date (specified during offboarding) is reached
- Check out this article for more information on offboarding users in Sapling
Link Users
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As long as the integration is enabled, a daily (overnight) sync will link existing Sapling users to corresponding Gusto users based on Company Email
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Check out the Before Enabling the Integration section to get the most of the initial user linking when the integration is first enabled
Before Enabling the Integration
Sapling will only auto-create Gusto accounts for new hires that complete preboarding after the integration is enabled.
As such, before enabling the integration you need to manually create Gusto accounts for all your existing Sapling users (if they don't already have one). For a speedier solution, please reach out to Gusto Support and ask if you're able to do so via bulk upload.
Once the integration is enabled, existing Sapling users will be linked to corresponding Gusto users based on Company Email. Once linked, user updates in Sapling will sync to Gusto going forward.
Setting Up the Integration
Part 1: Enable the Gusto integration and configure the L/D/E filters in Sapling
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Under Administration Tools, navigate to Integrations
- Scroll down to find the Gusto integration and enable the integration slider
- Click "Connect to Gusto" to sign into Gusto and complete the authorization flow
- Once redirected back to Sapling, select a Company Code to specify which Gusto instance you'd like to integrate with
- Specify which Location, Department, and Employment Statuses the integration applies to
- If you'd like to integrate additional Gusto instances, click "Add Another Instance" and repeat all previous steps
- Once completed, click "Next"
- Confirm your configuration details and click "Activate" to complete the integration
Supported Fields
Kallidus is continually expanding the number of fields that sync between Sapling and Gusto.
Please note that is not possible to exclude or custom map any of the supported fields above, or map any additional fields at this time.
Key Factors to be aware of
Managing Contractors and Employees
There are a few limitations around what type of new hires can be automatically onboarded via the integration. This is be cause Gusto allows you to identify direct employees, individual contractors, and contractors for a business.
To accommodate this:
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Employees will be automatically synced to Gusto once they complete preboarding
- Contractors who are individuals will only be automatically synced to Gusto if their Employment Status is set to "Contractor" once they complete preboarding
- If you have other Employment Statuses to identify them, then they will need to be added manually into Gusto once they complete preboarding
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Contractors who are businesses will need to be added manually into Gusto once complete preboarding
Managing Job Titles, Location, and Start Dates
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Job Title, Location, and Start Date must all be present for this data to flow over
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If the Location in Sapling and Gusto does not match, then the Job Title and Start Date will not be sent over when the profile is created
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For example, if the work address is as shown below then the Location in Sapling has to be listed as either "San Francisco", "San Francisco, CA", or "CA"
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Managing Compensation Data
When a new row is added to the Compensation table for a Sapling user, we will sync the data to replace the latest existing Compensation data for that user in Gusto on the Effective Date.
This is because the Gusto API does not currently allow us to create new Compensation records - we can only update existing records. We are aware this may not be the best solution, and we will continue to investigate better solutions as they become available.
Field Name Matching
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For the fields to sync correctly, the naming conventions must match between Sapling and Gusto for both the fields names and field values (for dropdown fields)
Duplicating/Re-creating Users in Gusto
Where possible, please avoid duplicating or re-creating users (after deleting them) in Gusto. If you were to do so, the user's new Gusto profile will not be automatically linked to their existing Sapling profile - even if the Company Email matches. In this event, please reach out to our Support team so we can manually link those profiles for you on the back end.
Filters in Sapling
Sapling supports filtering, and allows you to identify what users you want to keep synced based on the following:
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Location
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Department
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Employment Status
Looking to do more?
Want to build your own custom integration? Check out the publicly available resources below: