Overview
Onboarding a new employee involves 15-20 repetitive tasks: creating accounts, sending welcome emails, assigning training, setting up equipment, and communicating to the team. This Zapier automation triggers the moment someone is added to Gusto and kicks off the entire onboarding sequence automatically — saving 3-4 hours per hire and ensuring nothing falls through the cracks.
Before you start
- Gusto account (any plan)
- Zapier Multi-Step plan
- Google Workspace for account creation
- Onboarding task template in your PM tool
Step-by-step guide (5 steps)
Set up Gusto as Zapier trigger
In Zapier, select Gusto as the trigger app. Choose 'New Employee' as the trigger event. Connect your Gusto account and test with a real employee record.
Create system accounts
Add actions to create accounts in your key tools: Google Workspace (new user), Slack (send invite), your project management tool (new member). Map the employee's name and email from Gusto.
Send the welcome email
Add Gmail action: send a welcome email from the founder/manager's address to the new employee. Include: first day logistics, team Slack channels to join, key contacts, and links to your Notion onboarding wiki.
Draft this email from the hiring manager's Gmail, not a no-reply address — it should feel personal.
Create onboarding tasks
Add Asana/Notion action: create a project from your onboarding template for this specific employee. Tasks auto-assign to: IT (equipment setup), HR (benefits enrollment), their manager (30-day check-in).
Notify the team
Send a Slack message to #general: '👋 [Name] is joining us as [Role] on [Start Date]! Say hello.' Include their photo if Gusto has it.
What you'll get
New hire is set up before day one
Zero accounts forgotten
Consistent onboarding experience for every employee
Saves HR 3-4 hours per new hire
Common mistakes to avoid
Not having a Notion/Asana onboarding template ready before building the Zap
Sending system accounts before the welcome email (feels impersonal)
Not testing with a fake employee record first
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.