Overview
Missing a payroll deadline isn't just an HR problem — it's a legal liability and a trust-destroying event. This simple automation sends a Slack reminder 3 days before each payroll deadline, giving you enough time to review hours, approve any changes, and submit — never cutting it close again.
Before you start
- Gusto account with active payroll schedule
- Slack workspace
- Zapier account
- Google Calendar
Step-by-step guide (4 steps)
Find your Gusto payroll schedule
In Gusto, go to Payroll > Payroll Schedule. Note your processing deadline for each upcoming pay run (Gusto shows the exact date by which you must submit). These are the dates your reminders need to fire before.
Set up recurring calendar reminders
Add recurring calendar events in Google Calendar 3 days before each payroll deadline. Title: 'Gusto Payroll Due in 3 Days — Review and Submit.' These serve as your baseline reminder system.
Create Zapier Slack notification from Google Calendar
In Zapier, trigger on 'Google Calendar: Event Start' where the event title contains 'Gusto Payroll.' Action: Send Slack message to #payroll or DM to the payroll administrator: 'Payroll reminder: Gusto submission due in 3 days. Review hours, PTO, and any changes before submitting.' This converts a calendar event into a Slack notification.
Set a second reminder 24 hours before the deadline as a final failsafe. If payroll still hasn't been submitted, the 24-hour alert prevents last-minute scrambling.
Create a payroll submission checklist
In Notion or Asana, build a payroll checklist SOP: (1) Verify hours for hourly employees, (2) Check for new hires or terminations this period, (3) Confirm any bonuses or commissions, (4) Review PTO taken, (5) Submit in Gusto. Attach a link to this checklist in every Slack reminder.
What you'll get
Payroll is never missed or late
Reminder fires consistently even during busy periods
Checklist ensures no payroll items are overlooked
Less stress around payroll deadlines
Common mistakes to avoid
Only setting one reminder (add both 3-day and 24-hour reminders)
Not including the payroll checklist link in the reminder (the reminder should be actionable, not just a notification)
Sending the reminder to the wrong Slack channel (route to the payroll admin's DM, not a public channel)
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.