Overview
Managing PTO via email chains is messy, slow, and creates scheduling conflicts. Gusto's PTO system digitizes the entire request-to-approval-to-calendar workflow. Employees request via the Gusto app, managers approve (or deny) with one click, and the approved days automatically update balances and sync to Google Calendar — zero manual steps.
Before you start
- Gusto account with Time Off module enabled
- Employees and managers set up in Gusto with reporting relationships defined
- Google Calendar for PTO sync (optional)
- Zapier account for calendar sync
Step-by-step guide (4 steps)
Configure PTO policies in Gusto
In Gusto, go to Time Off > Time Off Policies. Create policies for each leave type: PTO (accrual or unlimited), Sick Leave, Bereavement, etc. Set the accrual rate, carryover rules, and maximum balance. Assign each policy to the appropriate employees.
Set up approval routing
In each employee's profile, set their 'Reports To' manager. This determines who receives PTO approval requests. Gusto routes each request to the direct manager automatically — no manual routing required.
Enable manager approval notifications
In Gusto Settings > Notifications, ensure 'Time Off Requests' is enabled for managers. When an employee submits a request, the manager receives an email with: employee name, dates, type of leave, and remaining balance. One-click Approve or Deny directly from the email.
Set up a calendar block policy: Gusto can require employees to check team availability before submitting. This reduces approval denials due to scheduling conflicts.
Sync approved PTO to Google Calendar
Connect Gusto to Google Calendar via Zapier: trigger on 'Gusto: Time Off Request Approved' → create a Google Calendar event on the team/shared calendar with the employee name and dates. Managers and team leads see all approved PTO on the shared calendar automatically.
What you'll get
Employees can request PTO from their phone in under 60 seconds
Managers approve with one click instead of email chains
PTO appears on team calendar automatically — no scheduling surprises
Accurate PTO balances maintained without manual tracking
Common mistakes to avoid
Not setting up reporting relationships (approval requests go nowhere)
Forgetting to configure carryover rules (employees get upset when balances are wrong at year-end)
Not syncing to a shared calendar (team scheduling conflicts arise when no one can see who's out)
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.