Brightwheel Payroll

[For Admins + Managers] Learn more about brightwheel's payroll offerings!

Sabrina avatar
Written by Sabrina
Updated over a week ago

Brightwheel's payroll offerings are a complete, easy-to-use payroll solution, enabling providers to automate tax filings, save time, and manage payroll with confidence with the #1 payroll provider for small businesses.

ℹ️ Under the Staff & Payroll page, the Payroll tab is now home to brightwheel's new payroll solution designed to save you time.

Join the waitlist to request early access. If you have access already , follow the guidance below to get started!


Create a Gusto Account

If you are currently not using any payroll provider or are using another provider, but are interested in experiencing Gusto, we encourage you to sign up!

💡Review the offers we're providing for new Gusto customers by navigating to the Payroll tab following the steps below.

  1. Log in to brightwheel on the web

  2. Open the Staff & Payroll page from the side menu

  3. Jump to the Payroll tab

  4. Click Sign up now


Connect to an Existing Gusto Account

If you currently use Gusto, it's time to connect your account with brightwheel! 🎉

  1. Log in to brightwheel on the web

  2. Open the Staff & Payroll page from the side menu

  3. Jump to the Payroll tab

  4. Locate the following message under the Sign up now button and click the hyperlink: Already use Gusto? Connect your account to brightwheel

  5. Log in to your Gusto account

  6. Authorize the connection between Gusto and brightwheel

ℹ️ Once authorized, the page will reload to display the Payroll tab now containing two additional sub-tabs: Active payrolls and Payroll history.


Manage Staff Connections

Once your Gusto integration is setup, let's ensure your staff members are connected to Gusto before you begin processing payroll for them.

  1. Log in to brightwheel on the web

  2. Open the Staff & Payroll page from the side menu

  3. Jump to the Payroll tab

  4. On the Active payrolls tab, click Manage staff connections on the right side of the screen

  5. In the popup window, update the information under the Gusto profile info column

    1. Select the Staff name from the drop-down

    2. Select the Job from the drop-down
      💡Any staff members that have identical names in brightwheel and Gusto will be “suggested mappings” to make this process faster for you

  6. When finished, click Save


Review Timecards in brightwheel

  1. Log in to brightwheel on the web

  2. Open the Staff & Payroll page from the side menu

  3. Jump to the Payroll tab

  4. On the Active payrolls tab, use the date filter to select the applicable pay period

  5. Click Review timecards

  6. The page will reload onto the Time tracking page displaying all timecards in the pay period selected

  7. Review the time cards to add a new time card or edit a timecard as needed

💡 Once your staff timecards are reviewed for the pay period, move on to the next step Send Staff Hours to Gusto below!


Send Staff Hours to Gusto

  1. Log in to brightwheel on the web

  2. Open the Staff & Payroll page from the side menu

  3. Jump to the Payroll tab

  4. On the Active payrolls tab, use the date filter to select the applicable pay period

  5. Complete Step 1: Review timecards in brightwheel as mentioned above

  6. Click Send hours

  7. In the popup - review the selected staff members to deselect if needed and review the presented hours
    💡 If there are any corrections to be made, navigate to the Time Tracking page before proceeding!

  8. When ready, click Send hours


Preview and Run Payroll in Gusto

Once you've reviewed your timecards and sent your staff's hours to Gusto, you're ready to Preview and Run Payroll in Gusto! 🎉

  1. Log in to brightwheel on the web

  2. Open the Staff & Payroll page from the side menu

  3. Jump to the Payroll tab

  4. On the Active payrolls tab, use the date filter to select the applicable pay period

  5. On Step 3 Preview & run payroll in Gusto, click Open

  6. Follow along with Gusto's Run a Regular Payroll resource for next steps in Gusto


View Payroll History

Easily navigate to your Payroll history in Gusto right from your brightwheel account.

  1. Log in to brightwheel on the web

  2. Open the Staff page from the side menu

  3. Jump to the Payroll tab

  4. Jump to the Payroll history tab

  5. Click Open in Gusto to view the history there!
    💡 Review Gusto's View employee payroll payments resource for specific steps

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