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Sync new employee's information from Xero to Deputy (AU NZ)

Lisa Kirby
  • Updated

Note: Xero users in the UK should also read Setting up Xero UK.

Before you sync employees

Before you sync employee information from Xero to Deputy, ensure you have read:

If you have a new Deputy account you are setting up and you would rather import employee information from Xero and then send your team the invitations to Deputy later please read:

Which employees will sync?

The first time you sync between Xero and Deputy all employees in Xero will be added to Deputy.

If you add more employees to Xero after the initial sync, then Deputy will only sync employees it identifies as new. If an employee's name and email address already exist in Deputy it will not sync to Xero as it is then not considered a new employee.

If you later edit information in existing employees in Xero, the amended information will not be updated in Deputy as the employee is not considered new employee. Therefore, you will have to update any new information for that employee in Deputy as well.

What employee information will sync to Deputy?

If the following fields have been filled in the employee's profile in Xero they will sync to Deputy in a one-time sync:

  • Name (First Name & Last Name)
    Note: Middle Name and Preferred Name aren't required to match between the two systems.
  • Email
  • Gender
  • Mobile
  • Date of birth
  • Hire date

If you add or change this information in Xero after the sync has occurred it will not automatically sync to update in Deputy.

Syncing employees in Xero to Deputy

If you have determined that Xero is your source of truth for employee information, you can turn Auto sync employees OFF in your Xero configuration set up so that any changes to an employee's information in Deputy will NOT be auto-synced to Xero.

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You can then activate the Xero add-on [Xero] New Employee > [Deputy] Invite Team member.

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Now, whenever you create a new employee in Xero, it will create a new Team member within Deputy with the following information from Xero, if available:

  • Name
  • Email
  • Gender
  • Mobile
  • Date of birth
  • Hire date

Note: 

  • If the hire date is listed in Xero before the sync occurs then it will come across to Deputy as that date. If the hire date is NOT entered into Xero then the date of the first sync from Xero to Deputy will be automatically entered into this field.
  • This add-on runs once a day at midnight in your Deputy account’s time zone and will only look for new employees in Xero (based on email address and first and last name).

Which Deputy location will the employee be added to?

  • If you have a separate Xero organisation set up for each Deputy location in your Deputy account then new employees for each Xero organisation will be added to the connected Deputy Location.
  • If you connect multiple Deputy locations to one Xero organisation and activate this add-on for each one there is currently no way of controlling which Deputy location the employee will be synced into. It is recommended to check the employee profile after the sync and amend the working location assigned to that employee in Deputy before you then invite the employee to join Deputy.

Next Steps

Once you have synced your employee information from Xero to Deputy you still need to:

before you can schedule their shifts and export their timesheets to Xero for payroll.

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