This article provides step-by-step instructions for importing your team members from Xero into Deputy.

Before you read

• Target audience: This article is for users with Location Manager, System Administrator, or Advisor access.
• Plan restrictions: This article is only for customers who purchased the "Rostering by Deputy with Xero" through their Xero subscription.

This article covers:

• What do I need to do before importing?
• How do I import team members from Xero?
• How do I fix missing team members in the import list?

What do I need to do before importing?

Make sure that your Deputy account is already connected to your Xero organisation. You don't need to authenticate anything before you begin.

Make sure each team member has these details completed in their Xero profile:

• An email address
• A pay calendar assignment

If these details are missing, you'll see an error during the import. To fix this, log in to Xero, go to Payroll, then Employees. Update the profile and save before trying the import again.

How do I import team members from Xero?

At any time, you can import team members from Xero into Deputy using the process below. The import only shows people who aren't in Deputy yet, so you won't create duplicates.

1. Open the People tab and click Add people in the top right.
2. Select Import from Xero from the drop-down menu.
3. Use the checkboxes to select the team members you want to import. 
   Note: Only Employees who haven't previously been synced will be displayed.
4. Decide whether to invite them immediately. Switch the Automatically invite selected employees to use the Deputy app toggle to:
   • On to send an email invitation now.
   • Off to invite them later.
5. Click Import [X] employees to finish.

When you hire someone new and add them to Xero, they won't automatically appear in Deputy. To bring them across, repeat the import process above.

What data does Deputy import?

When you import a team member, Deputy pulls the following information:

• Personal details: First and last name, email, mobile number, gender, date of birth, hire date, and employment type.
  • If a hire date isn't set in Xero, Deputy will use the import date.
• Payroll data: Pay calendar, leave types, and current balances.
  • You don't need to manually set up pay calendars or leave types in Deputy; they're pulled directly from your Xero organisation during import. 

What happens after the import?

Once you've imported your team, there are a few things to keep in mind regarding data syncing and your next steps.

• Personal details: 

  • The import is a one-time pull of your team's information. If you change a team member's name, email, or address in Xero after the import, those changes won't flow to Deputy. You must update both systems separately.

• Payroll data: 

  • Pay calendars, leave types, and leave balances continue to sync from Xero to Deputy once per day.

  • You still need to set up pay rules. You'll see a banner on the People page letting you know team members don't have pay rules configured yet. You must complete this step before you can export timesheets.

How do I fix missing team members in the import list?

If you've added someone in Xero but they don't appear in the Deputy import list, check the following:

• Email address: They must have an email in Xero to be imported.
• Pay calendar: They must have a pay calendar assigned in Xero.
• Status: Only active team members in Xero will appear.

Wait a few minutes after adding someone in Xero before you try to import them into Deputy.

Related articles

• Import your team members to Deputy from Xero (for "Rostering by Deputy with Xero")
• Pay rate configuration guide (for "Rostering by Deputy with Xero")
• Scheduling overview