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In this step, we will enable employee data synchronisation between Planday and Xero.

Assuming you have already created employees in either system, this first-time synchronisation would 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.

To create employees in both systems and keep their data synchronised between the systems, the first step is to enable the following setting:

☑️ “Keep Xero up to date with employee data from Planday”.

Next, select the Xero organisation with which you would like to combine employee data with and press edit.

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Map Employee data to a Department in Planday

New employees and their data, added from Xero to Planday, need to be attached to a default Department in Planday. Select a department from this list which you are going to exchange data with.

Press 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.

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Confirm matches

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.

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Adding Employees manually

Here you can manually select employees from Planday or Xero and add them to be synchronised.

Some of the employees may appear greyed out as this indicates missing information in the employee data. You can move your mouse pointer over the greyed-out checkbox to see what information is missing and update it by editing the employee’s account. Once you have selected the employees that you want to include in your sync, press Add.

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The following fields must be updated in Planday and Xero for employee synchronisation to work.

First name
Last name
Email address
Birthday
Address
City
Postcode (Must be a 4 digit AU postcode)
State (Australia only)
Country (Australia only)

Confirm synchronisation

Once you have selected the employees you wish to add, press Add to integration to proceed with syncing your employees to each system.

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You will see a confirmation in the integration overview screen of the employees mapped to each Xero Organization, as well as if there were any issues with the synchronisation.

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Handling new employee creation in Planday with your 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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💡 If these options are not visible when creating a new employee in Planday, please ensure that you have activated the Xero integration and enabled syncing of payroll data. You will be able to choose from these additional options once you have set up payroll with your Xero integration and synchronised your Planday employee groups as new Ordinary hours earnings to Xero.

If you choose to sync the Employee data between Planday and Xero, the following fields will be synced:

First name
Last name
Email address
Birthday
Address
Address 2
City
Postcode (Must be a 4 digit AU postcode)
State (Australia only)
Country (Australia only)
Hired date

Handle common errors during sync

If you are unable to sync Planday users to your Xero organisation, please ensure that in Xero you have:

  • Setup Banking - via Xero Organisation > Accounting > Bank Accounts > Add Bank Account

  • The organisation’s region is supported by Planday. Currently, Planday only works with Xero organisations in the UK and Australia.

  • Please note that special characters and numbers in the name such as æ, ø, å, ü are not currently accepted by Xero. So if you have these special characters as part of your name or address fields, they would need to be changed to their equivalent standard alphabets.

  • You might encounter sync errors if any of the following information in employee data is missing:

    • First and Last name

    • Email address

    • Gender

    • Address

    • Birthday

  • You can update the missing employee’s information by going to People > Employees section.

After fixing any missing information, return to the Integrations page and synchronise again. If you do not wish to sync an employee, you can ignore the warnings and continue.


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