Overview
Benefits enrollment is time-sensitive and confusing for employees. Missing a deadline means waiting an entire year for the next open enrollment period. Gusto's automated enrollment reminders ensure every eligible employee is notified with enough lead time to make their elections — reducing HR support tickets and preventing costly enrollment mistakes.
Before you start
- Gusto account with Benefits module enabled
- Benefits plans set up and waiting periods configured
- Employee roster with hire dates in Gusto
Step-by-step guide (4 steps)
Configure benefits in Gusto
In Gusto, go to Benefits > Add Benefits. Set up your offered benefits: health insurance, dental, vision, 401k, etc. For each benefit, configure the eligibility waiting period (e.g., eligible after 30 days of employment) and enrollment window (how many days they have to enroll after becoming eligible).
Enable automatic enrollment reminders in Gusto
Gusto automatically sends enrollment invitation emails to eligible employees when they reach their eligibility date. In Gusto Settings > Notifications, verify these emails are enabled and properly configured. Customize the email template with your company's benefits overview and a message from HR.
Set up a Zapier reminder before the deadline
Create a Zapier Zap: 'Google Calendar: Event Start' (create calendar events for enrollment deadlines) → 'Send email via Gmail or Slack message.' Schedule reminders at: 7 days before deadline, 3 days before, and day of. Include the Gusto employee portal link in every reminder.
Add a post-deadline check for non-enrollees
After the enrollment deadline, export the list of employees who didn't enroll from Gusto. Send a personalized follow-up email confirming they've waived coverage (this protects the company legally and ensures it was an intentional choice, not an oversight).
Create a simple Typeform or Google Form for employees to sign off on waiving benefits. Store the responses — this is your paper trail if an employee later claims they 'didn't know about' enrollment.
What you'll get
Zero employees miss their enrollment window
HR spends less time individually tracking eligibility dates
Legal protection from documented waiver confirmations
Employees feel informed and supported during benefits decisions
Common mistakes to avoid
Not customizing the enrollment reminder email (generic reminders get ignored)
Forgetting to set up reminders for existing employees during open enrollment (not just new hires)
Not following up on non-enrollees (creates legal risk)
Frequently asked questions
Do I need coding experience to set up this Gusto automation?
No coding is required. This guide walks you through everything using Gusto's built-in features and Zapier's visual interface. If you can follow a recipe, you can follow this guide.
How long does this automation take to set up?
Most users complete this setup in 30–60 minutes on their first try. Once set up, it runs completely automatically with zero ongoing effort.
What happens if the automation fails?
Zapier and Make both have error notifications and task history, so you'll know immediately if something goes wrong. We cover troubleshooting steps in the guide above.
Can I customize this automation for my specific business?
Absolutely. The guide includes notes on common customizations. Most automations have multiple variation points — timing, conditions, notification recipients, and more.