Send a staff member’s details from their Care Diary profile to Xero as an employee, or update a linked Xero employee. You need permission to update staff profiles, and your company must be connected to Xero.
This is for staff employees in Xero. Invoice and customer Xero features are covered in separate guides.
Connect Xero (once per company)
Open Settings → Roster Configuration.
Under Accounting, select Connect.
Complete Xero sign-in and authorisation.
When connected, you can disconnect later with Disconnect if needed.
Send a staff member to Xero
Open Staff and select the staff profile.
Open Actions → Send to Xero.
This option only appears when Xero is connected for your company.
[Add screenshot: Staff profile Actions menu showing Send to Xero]
Follow the guided steps. Care Diary checks whether required details are complete and whether the person already exists in Xero.
If details are missing
Complete the Required information form (for example name, date of birth, residential address, and employment type when needed), then select Save & continue.
If the staff member is new in Xero
Review Employee information and payroll readiness (bank, TFN, super). Incomplete payroll details may show as not sent. Select Create in Xero.
If Xero already has a matching email
Choose whether it is the same person (Yes, this is {name} or No, this is someone else), then Continue. You can link to the existing Xero employee and optionally update selected fields.
If the staff member is already linked
Review Review Xero changes. Select which fields to update (payroll-sensitive fields are not selected by default), then confirm the update.
When finished, Care Diary shows that the employee was created, updated, or linked in Xero. The staff Accounting code is set to the Xero employee ID when linked.
Tips
If two people share an email in Xero, change the Care Diary email or set Accounting code under Employment details to link manually.
Bank account updates can replace every bank account on the Xero employee.
If Xero changed since the preview, Care Diary may ask you to review again.
For connecting Xero for invoicing and related setup, see Integrate Care Diary with Xero.