Effortlessly Add Employees in Gusto: A Guide for Assisted Living
Jan 29, 2025
Running an assisted living facility means juggling many responsibilities, from caring for residents to managing staff. One of the most critical tasks is onboarding employees smoothly and efficiently. If you’re using Gusto, a payroll and HR platform, you’re already on the right track. Gusto simplifies hiring, payroll, and compliance tasks, freeing you to focus on providing excellent care for your residents.
This guide will walk you through how to add employees in Gusto, ensuring a seamless onboarding experience.
Check out the video, too:
Why Gusto is Perfect for Assisted Living Payroll
Gusto is designed to handle all your payroll and HR needs, making it a great fit for assisted living businesses. Here’s why:
- Simple Onboarding: Streamlines hiring by handling tasks like tax forms and direct deposit setup.
- Compliance Tools: Ensures your facility stays up-to-date with labor laws and tax requirements.
- Flexible Pay Options: Supports hourly, salaried, and contract workers.
If high staff turnover or complex payroll processes are challenges you face, Gusto can help.
Step 1: Log In to Gusto
- Go to Gusto and sign in to your account.
- Navigate to the "People" section in the menu.
- Click "Hire and Onboard" to begin adding new employees.
Step 2: Add a New Employee
Follow these steps to add a full-time or part-time employee:
- Click “Hire a New Employee”: Select this option from the dashboard.
- Enter Basic Information: Provide the employee’s name, start date, and job title.
- Set Their Manager: Assign a direct supervisor to help streamline communication and task delegation.
- Send an Offer Letter (Optional): Use Gusto’s customizable templates to send a professional offer letter.
Step 3: Define Employment Details
After adding basic information, customize the employee’s setup:
- Pay Structure: Choose from hourly, salary, or commission-based pay.
- Employment Type: Specify whether they’re full-time, part-time, or seasonal.
- Tax Exemptions: Mark any applicable exemptions to stay compliant.
For assisted living roles like caregivers, nurses, or maintenance staff, tailoring these details is essential for proper payroll processing.
Step 4: Onboard Your New Employee
Gusto’s onboarding process is designed to be simple and self-service for your team:
- Create a Profile: Gusto generates an employee profile with their details.
- Assign Onboarding Tasks: Include steps like setting up direct deposit, reviewing policies, or completing certifications (e.g., CPR training).
- Send Login Details: Employees can log into their Gusto profile to finish onboarding tasks independently.
This hands-off process reduces administrative work for you while ensuring accuracy and compliance.
Step 5: Add Contractors
If you’re hiring independent contractors for roles like consulting or facility maintenance, Gusto has you covered:
- Select “Add a Contractor” from the “Hire” menu.
- Input the contractor’s business or personal information, including their email.
- Specify their pay rate and how they’ll be compensated (hourly or per project).
- Contractors can use Gusto to access tax documents like 1099s.
This process ensures smooth onboarding and compliance with tax laws.
Step 6: Review and Finalize
Before wrapping up, double-check the following:
- Payroll Schedule: Make sure pay dates align with your facility’s cash flow.
- Tax Information: Confirm that federal and state tax details are accurate.
- Task Completion: Use Gusto’s dashboard to monitor onboarding progress.
Once everything is set, your new hire is ready to hit the ground running!
Why Gusto is a Great Fit for Assisted Living Facilities
Managing an assisted living facility requires a strong, efficient workforce. Gusto simplifies the administrative side of hiring and payroll, allowing you to focus on resident care.
- Automates tax compliance.
- Reduces time spent on onboarding tasks.
- Ensures a professional and smooth hiring process.
Whether you’re adding a caregiver, a nurse, or an administrator, Gusto streamlines the process so you can keep your facility running smoothly.
Final Thoughts
Adding employees in Gusto is quick and easy, saving you time and stress. With its user-friendly features, Gusto ensures you stay organized while maintaining compliance with payroll and HR regulations.
If you’re not already using Gusto, consider trying it today to elevate your assisted living business. With the right tools, you can spend less time on admin work and more time focusing on what truly matters: caring for your residents.
Take the Next Step
Sign up for a free trial if you want to start using Gusto. This trial lets you try out Gusto’s features without paying anything. When you sign up, both you and the person who referred you will get a Visa gift card.
If you need help building a solid business plan, make sure you download our Business Plan Checklist.
Need help figuring out where to start? Join the next Roadmap Challenge and build your launch plan with me.
Show full transcript 👇
Transcript
00:00:00
do you need help adding employees in gusto in today's video i'm going to walk you through give you a full tutorial on the process so join me and let's learn together hey everybody i'm brandon gustafson i own and operate two assisted living facilities and i created this channel to help people just like you learn the ins and outs of investing in assisted living welcome to assisted living investing [Music] everybody welcome back to the channel in my last video i talked about how to add
00:00:33
a company in gusto give you a full tutorial of that so if you're new to gusto make sure you go and watch that video and learn the process of how you can set up your company in gusto in today's video i'm going to get into how you can add an employee in gusto give you kind of a full tutorial on what that process is like so that you know what you're doing what you're getting into and can help you kind of start adding in those employees so we'll get into that here in just a second before we jump
00:00:58
over to the tutorial though make sure you sign up for a free account with gusto i'm using the referral link below i'll link it down in the bio that way you can kind of get a free trial with gusto and if you do that i'll get a kickback with a visa gift card but so will you so make sure you do that it's a pretty cool perk and it's just a free trial so you don't have anything to lose give it a shot and see if it works for you let's get into the tutorial okay let's jump
00:01:22
into the tutorial now so the first thing you need to do is make sure you log in so go to gusto.com and you're going to click on sign in you're going to do is you know click in to to log in where you need to log into from here what i'm going to do is i'm going to click on people and we're going to go down here into the hire and onboard button right here so we'll go hiring on board and we're going to hire a new person so all of these people right here so we're going to click over here and do
00:01:50
this hire a new person right here on that button now there's a few different options in here that you need to kind of be aware of um first is you can i'm going to start right here actually import so if you are using a different payroll system or something like that and you're bringing in all of your employees you can import them here using a csv or i think you can actually like connect to them and they'll import it in for you that way so if i click on to import there's a few different ways that
00:02:18
you can do this so you can connect ats import candidates seamlessly on board like there's there's a lot of different features that you can look at here and getting people onboarded i'm not going to get into that because i've never done this portion of it if you're a big enough company looking at gusto then kudos to you i would probably reach out to gusto and ask them for some assistance on getting you up and and running getting you in place for what you need to do an international
00:02:46
contractor is basically a contractor that works in a different country and so you can kind of pay them through your payroll vendor if that's what you'd like to do a contractor right here so this is a person that is going to provide a service so if you're hiring a consultant which i'm going to talk about in a in a future video i'll link that up above um if you're hiring a consultant this is kind of where you would do it or if you're hiring a contractor or you're hiring somebody to do maintenance work
00:03:12
for you or something like that this is where you would add them you come in here you would click on individual or you click on business then you're going to put in their names your you know this information who's going to report who they're going to report to um if they if you have departments in your in your business you can do that you can do a start date here if you're paying them an hourly rate or a fixed dollar amount you can put in that information and then if you put in their personal email address then they
00:03:41
can come in and they can access their 1099 forms for taxes is basically what you can do there contractor i've actually used this a few times it's a useful tool to bring your contractors in here have them be a 1099 employee you don't have to pay as many taxes on it that's a little bit of a better process for you so something that you probably should look at doing if you're looking at bringing in a consultant or you need to bring in a contractor or something something else this is an awesome option okay so i'm
00:04:09
going to go back though we're going to focus a lot of time we're going to say yes to proceed we don't need to worry about this we're gonna hire a new employee so this is what i think you probably came here for um the other information in there is really good but employees is what you're gonna have a lot of um in assisted living there's a lot of turnover that you're going to be dealing with so we click on employee and in a cool world it works for us um i'm gonna click on employee oh here it
00:04:43
is okay sorry okay so we've clicked on employee and down here there are additional hiring options so if you have an offer letter that you've created and gusto can help you out with this you can click on this option to send an offer letter i'm not going to get into offer letters in this video i might do it in a future video but today we're not going to do so i'm going to leave that unchecked and down here we're going to hit continue and then from here we're just going to
00:05:06
put in their information so we're going to say john um we'll leave middle initial empty and we'll say go um start date is going to be on the 28th of february um we don't have a department so we're just going to leave it blank but you could you know whatever department you have your manager so i could you know go down find my administrator click that person um that's who the manager is going to be and then i'm going to click on and create you know i would click on the
00:05:34
location that i want to look at and you know so i have clicked on that right there now i'm going to click on what's that job title so we're just going to call them a caregiver for this position um we're going to say they're paid by the hour and we're paying them just let's just say 20 an hour for a quick easy round number um we're gonna put this per hour so if we wanted to put this as a salaried person a salary with overtime or no overtime we can put it in there and we could put in you know fifty
00:06:03
thousand dollars um per uh yeah we can put something in there so we can adjust the different types of salary which our salary no overtime just means this is it this is what they get paid it doesn't matter how much they work that's what it is salary eligible for overtime this is typically what we do our administrators as they get a base salary and then they get paid extra for any work that they have to do as a caregiver if we're doing an hourly pay this is what we do for a lot of our
00:06:29
caregivers and med techs and qmaps and all that good stuff we put them as a paid by hour if it's an owner's draw that's something i'm paying to myself i typically don't do this in the payroll system i will do that just through our bank and we'll just track it in our quickbooks and do it there and then if i have commission people um i could do this you know if i have sales people or something like that i could put it in there we don't deal with commission in assisted living um and i'm not familiar
00:06:53
with it so i'm not gonna talk a lot about it okay um so we're gonna put in their employment status um and we could just put in i typically will do full time unless we know it's a part-time person and then we'll adjust those things in there um a full-time part-time 24 to 29 hours which is really specific i'd probably steer away steer clear of that and i think being this flexible 30 plus hours a week it's not a set time that's probably the best way to do this variable hours is also not a horrible
00:07:21
idea it kind of gives you a lot of flexibility in how to do this and you could also just do a seasonal if you were you know if you had to hire a lot of people over a christmas break or something like that you could do that this is taxes exemption status so um you know are they exempt for any region for any reason um most um most often it's going to just be no they're not tax exempt so we're going to go ahead and click um select oh let's click full time here save and continue we'll put that in
00:07:53
there and then it gives us to this next information right here so it's going to allow us to really start getting in here and putting this information in for john doe so we can put in you know when are we going to do some performance reviews we're going to add john to the payroll and it gives us a timeline we need to do this in five days we need to do this in six days um reviewing that a pto policy the manager is the one that's going to be doing that we're going to create a profile for don
00:08:21
john can go in and he can add a lot of this information in here and and start doing things i can add tasks uh if i need to if i have an onboarding process you know it's you gotta review um xyz thing um john can go in there and say yep i did it so if you know if it's reviewing different rules and regulations or getting cpr certified or something like that it's okay here's the processes let's get this going let's put it in place and they can go in and start checking these things off which is really really
00:08:51
helpful that's how you add an employee in gusto i hope that tutorial was helpful for you all right everybody thanks for watching the tutorial i hope that was helpful for you and helping you get that employee set up in gus so i hope you were able to learn things and kind of walk yourself through it and get everything up today really as you can see it's not a hard process gusto has things pretty streamlined but i want to make sure that you have the resources you need to make sure you're comfortable
00:09:14
with it and then if you have questions or anything like that make sure you reach out to me on assistedlivinginvesting.net and we can have a conversation i can help you walk you through that process a little bit more um next time in my next video we're gonna get into how you run payroll and gusto and give you a full tutorial on that process um learn more about investing in assisted living make sure you visit me on assistedlivinginvesting.net i've got a free resources up there i'm going to be
00:09:40
putting a blog in there and you can also set up a consulting call with me and we can have a chat and help you kind of through this process of getting things up and running and with your payroll vendor with gusto um specifically and and how i can help you through that process and don't forget always remember that if you just keep making progress a little bit of time step by step by step i promise you that you're going to be successful thanks for watching and have a great day [Music]
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