Xero | Managing Users

1) What is Xero user management & why is this important
2) Data ownership and recommended data match frequency
   i) Data ownership
   ii) Recommended data match frequency
3) Performing a manual user sync
   i) Determining if a user is synced
4) Create new user in Xero and import + manual sync (recommended)
5) Create new user in easyemployer and perform application sync

 


🔍 RELATED ARTICLES

Xero | Integration Information
Xero | Initial Integration Setup + Application Sync
Xero | Error Handling + Pay Run Troubleshooting


 

1) What is Xero user management & why is this important?

It is important to understand and manage users between easyemployer and Xero appropriately. This is because most employee (type) users will only be aware of the easyemployer system (e.g. interacting with it) and the success of a payrun relies on the user data already being matched & synced between easyemployer and Xero. Failure to appropriately manage users (and their data) may result in error messages when exporting your payrun from easyemployer, these error messages will need to be resolved before the payrun can be exported successfully.


NOTE: There is more than one way to manage users and their data between easyemployer & Xero. Organisations need to determine which workflow best suits their organisation and document this accordingly in their own internal product documentation.

easyemployer recommends that users are initially created in Xero, then imported into easyemployer via a 'manual user sync'.


  

2) Data ownership and recommended data match frequency.

i) Data ownership.

Ultimately the payroll application Xero, is (or becomes) the owner (and "maintenance point") for the majority of users data. This includes (but is not limited to):

  • Users full name.
  • TFN, superannuation details, banking details.
  • Payslip email address.

Once a user is 'synced' between Xero and easyemployer - the majority of user fields are locked from editing. This is because Xero is the 'owner' of the data, you will need to update the data record in Xero and perform a manual sync (see below). For the remaining fields that are unlocked in easyemployer (including but not limited to):

  • Emergency contact details.
  • User 'known as' name.

easyemployer will remain the 'owner' of these specific fields. This is because these fields are not available in Xero (therefore cannot be synced). There are other 'general user details' which need to be maintained in easyemployer (not integrated).

  • Pin code (set by the user when online sign up completed)
  • Location (GPS coordinates on map)
  • City
  • Communication preferences
  • Comments
  • Status; active, inactive or terminated
  • Termination date (when terminated)
  • Online access
  • Probation dates
  • Roles
  • Permissions
  • Notes and roster notes
  • Pay conditions
  • Abilities
  • Availability
  • Leave requests
  • Rules

ii) Recommended data match frequency.

It is recommended (at a minimum) to perform a manual user sync from Xero (to) easyemployer prior to your expected pay run. Depending on your organisation size, this may need to be done prior to the day of the payrun (so any matching issues / exceptions can be addressed prior to payroll export).

In the event you need to update any locked data fields (e.g. 'sync link' already exists) in an easyemployer users record, these will need to be updates in the 'Xero employee' record (Xero), then a 'manual user sync' will need to be actioned to refresh the data shown inside of easyemployer.

 

3) Performing a manual user sync.

1. Click 'Organisation' on the top navigation bar.

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2. Click 'Import / Export'.

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3. Select 'Import / Update Users'.

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4. Here you confirm the source is 'Xero' and select the payroll entity you wish to import from. Remember that you connect your payroll entity to a particular Xero account.

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5. This will bring you to the 'import users summary page'. By default the toggles will only show users of 'probable review'. Depending on the volume of users and review need, you may choose to 'toggle all' the display toggles.

In the example below a new Xero employee 'Matthew Johns' has been detected and the import function is suggesting that we create a new record inside of easyemployer.

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i) Determining if a user is synced.

1. With the 'import users summary page' open, select the 'Toggle All' display toggle to show all records.

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2. By reviewing the users record, you can determine if a 'sync link' already exists. Begin by ensuring the 'update existing' radio button is selected.

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3. From there the easyemployer user name will be shown in the dropdown. This easyemployer user record should match the data records in the table below (data in Xero employee record).

4. If there is a long string of data besides the users name in the drop down field; this means the user record in easyemployer already has a 'sync link' to a Xero employee record.

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4) Create new user in Xero and import + manual sync (recommended).

1. Capture the employee details using your standard process (e.g. new employee form).

2. Add the users details into Xero. You will need to ensure that the Xero employee 'start date' is populated, otherwise the 'manual user sync' may fail for this individual record.

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3. Perform a 'manual user sync' to import the Xero employee into easyemployer.

4. Further to this typical tasks to perform inside of easyemployer may include (but are not limited to):

  • update their details / settings located in the tabs of their profile page.
  • assign to roles.
  • assign to award / pay conditions.
  • grant online access.
  • configure clocking preferences.

 

5) Create new user in easyemployer and perform application sync.

1. Capture the employee details using your standard process (e.g. new employee form).

2. Add the users details into easyemployer. You will need to ensure the following details are defined / configured at a minimum.

  • update their details located in the tabs of their profile page (depending on the employees permissions and online access status, they might be able to enter these details themselves).
  • assign to roles.
  • assign to award / pay conditions.

3. We recommend that you then perform an 'application sync' (see 'related articles section') to sync the easyemployer account data to the Xero account data (e.g. new easyemployer user record, create a new Xero employee record). It's recommended this is actioned prior to your payrun. Depending on your organisation size, this may mean performing an application sync prior to the day of your payrun to allow for adequate time to address any warnings / issues.

4. Further to this typical tasks to perform inside of Xero prior to processing the payrun (in Xero) may include (but are not limited to):

  • Configure Xero employee tax scales.
  • Add any Xero employee deductions.
  • Configure any Xero employee salary sacrificing details.
  • Configure additional banking details if the Xero employee needs their pay to be dispersed to multiple bank accounts.

 


NOTE: If you choose not to follow the 'application sync' recommendation, on the proviso the user is on the next payroll report (e.g. 1x timesheet shift exists for the user for a role under the linked payroll entity) a payroll report warning will be displayed. This is to advise it has been detected that a user is not already synced.

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