For Admins, Managers, and payroll users: Use this article to prepare your Xero organisation before connecting Diversity Sync’d and syncing payroll data.
Staff members should contact their manager or payroll administrator if they have questions about payroll, pay rates, allowances, or timesheets.
Before connecting Xero to Diversity Sync’d, ensure your Xero setup is complete to avoid sync issues. Confirm the following:
Pre-Integration Requirements
All employees are created in Xero.
Employee tax information is assigned — timesheets cannot sync without it.
Pay Calendars are created and employees are assigned to the correct calendar.
Pay Items (earnings rates and allowances) are set up.
Each employment type and pay grade has a corresponding earnings rate, which will later be mapped to staff in Diversity Sync’d.
A training rate is created and assigned in Diversity Sync’d.
When creating pay rates in Xero, set the rate type as a multiplier of the employee’s ordinary earnings rate.
Confirm that the correct Xero organisation is selected before connecting.
Confirm that Xero Payroll is enabled for the organisation.
Important: Only connect, change, or prepare Xero payroll settings if you are authorised to manage payroll settings.
Notes
Allowances must use the Rate Per Unit type, with the unit set to Hours.
Example:
20 km of travel = 20 units (hours) paid at the relevant rate.
One sleepover = 1 unit (hour).
If an employee has an existing pay template in Xero, the earnings rate lines will be replaced by synced rates from Diversity Sync’d. All other template sections remain unchanged.
If payroll has already been processed or finalised in Xero, do not make setup changes for that period. Follow your organisation’s payroll correction process instead.
Troubleshooting
I cannot connect the correct Xero organisation
Check that you are signed in to the correct Xero account and have access to the organisation you want to connect. If the correct organisation is not available, contact your payroll administrator.
Xero Payroll is not available
Confirm that Xero Payroll is enabled for the selected organisation. Check the payroll settings in Xero before continuing.
A staff member is missing from Xero
Create or confirm the staff member in Xero before attempting to sync their timesheets. Make sure their employment details and pay calendar are complete.
A required pay item is missing
Check Xero > Payroll > Payroll settings > Pay Items. Only create or update pay items if you are authorised to manage payroll settings.
I am not sure whether the setup is ready
Review the pay calendar, staff records, earnings pay items, allowance pay items, and payroll status before connecting or syncing. Contact your payroll administrator if anything is unclear.