Overview

To access your Gusto payroll data, we'll need you to add us as an outside collaborator on your Gusto account. This gives us access to your payroll reports for bookkeeping. Setup takes about 5 minutes. Will be able to download payroll reports and reimbursement expense reports.

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What You'll Need

Access to your Gusto account with permissions to manage company users

Your Gusto account password (you'll be prompted to confirm it during setup)

Phone that you had originally set up Gusto with, so you can receive a code during setup

Setup Instructions

Sign in as Account Owner (Primary admin).
Go to People.
Next to Add person, click the caret and choose Add collaborator.
Select bookkeeper as collaborator type
Enter the collaborator’s details:
1. Bench
2. Bookkeeper
3. thirdpartylogins+business.name@bench.co
Choose limited admin as the role
Click Save collaborator.
Please message your bookkeeper to let them know this has been completed, as the email invite link is not a monitored email.

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What To Expect After Setup

Once you've sent the invite and set the permissions, our team will receive the invitation and finalize access — typically within one business day. No further action is needed on your end.

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Troubleshooting

Q: Does Gusto send notifications about permission or role changes?

A: We email users when you add or remove roles. We do not email about edits to existing access.

Q: Can users see their own access in Gusto?

A: No. Only the Account Owner or Global Admins can view a user's assigned permissions.

Q: Can I assign Basic roles to outside collaborators (who are not team members)?

A: No. Basic roles are for team members only.

Q: How can I reduce a Global or Limited admin’s access to Basic?

A: Remove their current role and set up a new Basic role, or adjust their Limited/Global permissions.

Q: Can I see who changed permissions or roles?

A: We do not have an audit or change log.

Q: Can I still assign managers and direct reports?

A: Yes, the process works the same. Custom Basic roles are an additional option.

Q: If I add a Gusto Pro accounting firm, do they get full access?

A: Yes. The firm admin has full access and can assign permissions to others at the firm.

Q: (For accountants) How does access work for multiple accountants at one firm?

A: Each accountant’s access (full or limited) depends on what their firm admin assigns.

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Related Resources

Webpage: https://app.gusto.com/login

Source: Gusto | Manage administrator permissions

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