If you're adding employees for the first time during account setup, please reference our onboarding-specific guide.
📹 To get started, we recommend watching this step-by-step guide on how to add a new employee with CleanCloud Payroll.
Changing a Contractor to an Employee (or Vice Versa)
If someone is switching roles:
Dismiss them from their current status.
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
Go to Settings → Users → Manage User Accounts.
Click Add User.
Fill out the following details:
Name
Email
Password
Payment Type & Rate
Role
Employment Status
Hire Date
✅ Be sure to check the box for ‘send email for employee self-onboarding.’
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
Go to Settings → Users → Manage User Accounts.
Click Manage Gusto Employees.
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.
On the Documents section, click Save and Continue.
Enter any deductions, such as housing, meals, or transportation.
Choose a one-time deduction or a recurring deduction (each pay period).
Click Save and Continue.
Exit this tab and refresh the CleanCloud page.
Complete the Final User Setup in CleanCloud
Go to Settings → Users → Manage User Accounts.
Click Add User.
Enter the following:
Name
Email
Password
Payment Type & Rate
Role
Employment Status
Hire Date
Do not check the box for ‘send email for employee self-onboarding.’
Click Add User.
Troubleshooting Issues With New Employees
If you attempt to verify a new employee’s details and see the following screen, it means the employee has not yet signed all of their required onboarding documents.
This occurs when an employee enters their bank account details but does not complete the required form authorizing Gusto to pay them via direct deposit.
How to Fix Direct Deposit Authorization Issues
Ask the employee to open their original onboarding email from CleanCloud Payroll and click ‘Start Self-Onboarding’.
Click on Documents.
Digitally sign the Employee Direct Deposit Authorization Form.
Alternatively, employee's can login to the payroll portal at cleancloudapp.com/me and sign the form from the Documents tab.
After the form is signed, the CleanCloud Admin (Employer) should go to the Manage User Accounts page to re-verify the information.
Once verified, payroll can proceed as usual with Direct Deposit enabled.
📹 Need help resolving an employee onboarding issue? Watch this quick tutorial to learn how to ensure the Direct Deposit Authorization form is signed and the employee is fully added to the payroll system.
🛟 Need more help?
Explore our Help Center articles for answers. Contact us for further assistance.