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How to Add a New Employee to CleanCloud Payroll

Learn how to add new employees to CleanCloud Payroll, either by sending them a self-onboarding email or entering their info manually.

Account Management avatar
Written by Account Management
Updated over 3 weeks ago

If you're adding employees for the first time during account setup, please reference our onboarding-specific guide.


Changing a Contractor to an Employee (or Vice Versa)

If someone is switching roles:

  1. Dismiss them from their current status.

  2. Follow the steps below to re-hire them in their new role (employee or contractor).


Option 1: Let the Employee Fill Out Their Own Onboarding Information

  1. Go to Settings → Users → Manage User Accounts.

  2. Click Add User.

  3. Fill out the following details:

    • Name

    • Email

    • Password

    • Payment Type & Rate

    • Role

    • Employment Status

    • Hire Date

  4. ✅ Be sure to check the box for ‘send email for employee self-onboarding.’

  5. Click Add User.

⚠️ New Hires have 24 hours to complete their self-onboarding before the link expires.


To resend: Go to Settings → Users → Manage User Accounts and click Send Self Onboarding Email.


Option 2: Fill Out Onboarding Information on the Employee’s Behalf

  1. Go to Settings → Users → Manage User Accounts.

  2. Click Manage Gusto Employees.

  3. Click Add Employee.

Enter Employee Details (You Fill These Out):

  • Uncheck the box to invite the employee to onboard themselves.

  • Enter the employee's:

    • Personal details

    • Social Security Number

    • Date of Birth

    • Compensation details

    • Home address

    • Federal tax withholdings

    • State tax withholdings

    • Payment details

Click Save and Continue after each section.

  1. On the Documents section, click Save and Continue.

  2. Enter any deductions, such as housing, meals, or transportation.

    • Choose a one-time deduction or a recurring deduction (each pay period).

  3. Click Save and Continue.

  4. Exit this tab and refresh the CleanCloud page.


Complete the Final User Setup in CleanCloud

  1. Go to Settings → Users → Manage User Accounts.

  2. Click Add User.

  3. Enter the following:

    • Name

    • Email

    • Password

    • Payment Type & Rate

    • Role

    • Employment Status

    • Hire Date

  4. Do not check the box for ‘send email for employee self-onboarding.’

  5. Click Add User.


🛟 Need more help?

Explore our Help Center articles for answers. Contact us for further assistance.

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