🎯 For admins new to Planday with Payroll Admin access in Xero UK.
See Xero integration FAQ.
Step 1: Initial setup
Step 2: Final setup
⏱ 10 minutes
⏱ 15 minutes
Connect your Xero organisation
⚠️ Please note that you need to have Payroll Admin access in Xero, to authorise this integration - See more details in this guide from Xero Central. Also, Payroll must be already set up in Xero - check out this guide from Xero for the setup steps.
To connect your Xero organisation, go to Settings > Integrations > Overview. Open the Xero integration by clicking Connect.
Next, press “Add” within the Organisations section to connect to a Xero organisation:
A new window with the Xero login page will open and once logged in, you will see an application authorisation prompt for Planday. Select the Xero organisation that you want to connect and press Allow access to continue.
Your Xero organisation should be connected and visible in the Integrations overview.
💡If a window with the Xero log-in page did not open, make sure your browser is not blocking pop-up windows.
Sync employee data
In this step, you will enable employee data synchronisation between Planday and Xero. Assuming you have already created employees in either system, this first-time synchronisation will let you combine data of both platforms so any changes in one are reflected in the other. Any subsequent changes to employee data in Planday would be reflected in Xero but not the other way around. The values we sync from Planday to Xero are:
First name and Last name
⚠️ For the sync to be successful, all the fields must be filled in in Planday. Make sure you don't archive any of the fields above for employee sync to work.
Select the Xero organisation which you would like to combine employee data with and click on edit (✎).
Employee Data mapping
If you have multiple departments in Planday, you’ll be asked to select one from the list because the employees must be linked to a department once they’re imported.
💡You can change the department your employees are assigned to or assign them to multiple departments after finishing the integration set-up by navigating to People > Departments.
Read more about the structure of Planday and departments here.
Click on Sync and you will be shown the employees that have the same email in both systems. These employees will be automatically matched in both systems but you will still need to add them to the integration to map them.
Besides automatically mapping employees in both systems, you have the option to add employees created in Planday or Xero to your synchronisation. Some of the employees may need to be added manually if they don't have a matching email address. Press the Add employees button to manually select employees that should be added to the synchronisation.
Here you can manually select employees from Planday or Xero and add them to the synchronisation. Some of the employees may appear greyed out. This indicates that some information is missing in the employee's profile. Hover your mouse over the greyed-out checkbox to see what information is missing and update it in the employee's Personal details page.
Once you have selected the employees you want to import, click on Add.
Once you have selected the employees you wish to add, click on Add to integration.
Create new employees in Planday with an active Xero integration
When you create a new Employee in Planday or edit an existing employee, you can now choose whether or not they should be synced to your Xero integration. Simply select which Xero organisation you would like to add the user to from People > Employees > Select the employee to edit > Employee details > Xero integration.
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