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.
Under the Staff & Payroll page, the Payroll tab is now home to brightwheel's new payroll solution designed to save you time, track staff timecards and hours, and send that data directly to Gusto to pay your employees.
Get Started
It’s now easier than ever to get started with brightwheel’s best-in-class payroll partnership with Gusto!
ℹ️ Please be aware that this feature is not yet available for some programs, including multi-sites. Follow the guidance below to determine your eligibility and get started if eligible.
Navigate to the Staff & Payroll page on the web
Jump to the Payroll tab
Determine if you see a Notify me or Get started button
If you see a Notify me button, this likely means your program is a multi-site and not yet eligible to use this feature. Click the button and fill out the form to express your interest in using this in the future.
If you see a "Get started" button, this likely means that your program is a single-site and you can further determine your eligibility by clicking the button and answering the two questions presented to you
If you complete the questions and are eligible, click Get in touch with Gusto and follow the process to setup a new Gusto account or connecting an existing one
If you complete the questions and are NOT eligible, the reason(s) why will be provided. Viewing the Payroll page in your account will now show the last date you tried to determine eligibility, how to become eligible, and will allow you to retake the eligibility assessment by clicking Get started.
💡 Payroll may not be immediately available once the setup process has been followed. If this is the case, a yellow banner may be presented on the Payroll page to state when it will be available. For any questions, we recommend reaching out to brightwheel Support.
Connect to an Existing Gusto Account
If you currently use Gusto, it's time to connect your account with brightwheel! 🎉 You may have already completed this in the Get Started section above, but if not, these steps will help.
Log in to brightwheel on the web
Open the Staff & Payroll page from the side menu
Jump to the Payroll tab
Locate the following message under the Sign up now button and click the hyperlink: Already use Gusto? Connect your account to brightwheel
Log in to your Gusto account
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 set up, let's ensure your staff members are connected to Gusto before you begin processing payroll for them.
Log in to brightwheel on the web
Open the Staff & Payroll page from the side menu
Jump to the Payroll tab
On the Active payrolls tab, click Manage staff connections on the right side of the screen
In the popup window, update the information under the Gusto profile info column
Select the Staff name from the drop-down
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
When finished, click Save
🚩 Right now, our Payroll integration is only able to send hours for Employees whose compensation type is Paid by the hour. Salaried, Contractor, International, Dismissed, or Candidates won’t show up in brightwheel under Manage Staff Connections.
Review Timecards in brightwheel
Log in to brightwheel on the web
Open the Staff & Payroll page from the side menu
Jump to the Payroll tab
On the Active payrolls tab, use the date filter to select the applicable pay period
Click Review timecards
The page will reload onto the Time tracking page displaying all timecards in the pay period selected
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
If you have set up your Gusto account, you can send timecard records directly to Gusto in brightwheel.
Log in to brightwheel on the web
Open the Staff & Payroll page from the side menu
Jump to the Payroll tab
On the Active payrolls tab, use the date filter to select the applicable pay period
Complete Step 1: Review timecards in brightwheel as mentioned above
Click Send hours
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!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! 🎉
Log in to brightwheel on the web
Open the Staff & Payroll page from the side menu
Jump to the Payroll tab
On the Active payrolls tab, use the date filter to select the applicable pay period
Complete Step 1: Review timecards in brightwheel and Step 2: Send staff hours to Gusto as mentioned above
On Step 3 Preview & run payroll in Gusto, click Open
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.
Log in to brightwheel on the web
Open the Staff page from the side menu
Jump to the Payroll tab
Jump to the Payroll history tab
Click Open in Gusto to view the history there!
💡 Review Gusto's View employee payroll payments resource for specific steps
