The setup review runs once, straight after Xero is connected. Syncing stays paused until it’s finished. Administrators can always run it. Accountants and payroll users can run it if the owner has switched on Let payroll users finish setup.
1. People
PeopleTeam matches employees to Xero by email, then by name. Check each match:
- Matched: confirm it’s the same person.
- In PeopleTeam only: choose the right Xero employee, or pick one of:
- Create in Xero: PeopleTeam adds them to Xero when you finish setup. Tax, bank and super details are not copied from PeopleTeam. New starters enter them in the welcome flow, and they go straight to Xero without being stored.
- Add later: leave them unlinked for now.
- Not on payroll: for people Xero should never pay.
To create someone in Xero, PeopleTeam needs their full name, start date, date of birth, home address with suburb, state and four-digit postcode, plus an ABN for contractors and non-employees. If anything is missing, the row lists what’s needed and shows Add missing details. That opens a short form asking only for the missing fields. The details are saved to the person’s profile, and once nothing is missing they’re set to Create them in Xero for you. HR and admins can use the form. Accountants get a link to the profile instead and need HR to add the details. Choose a default payroll calendar and ordinary pay rate once. Every new Xero employee uses them, and you can change them per person in Xero later.
2. Details
Each difference shows both values side by side. Choose Use PeopleTeam or Use Xero for each one:
- Use Xero updates PeopleTeam.
- Use PeopleTeam sends PeopleTeam’s value to Xero after you finish.
With lots of people, use the buttons at the top to choose PeopleTeam or Xero for every difference at once, or for one field (for example Start date) across everyone. Then change any individual rows that need it.
3. Leave types
Link each PeopleTeam leave type to its Xero leave type, for example Annual leave to “Annual Leave”. Types without a balance (community service, family and domestic violence, unpaid) can be linked too, so approved leave is booked in Xero.
For paid types, also choose which Xero type to use if HR approves it as unpaid (usually “Unpaid Leave”). If you leave this blank, unpaid approvals for that type won’t sync and show as a failed item in the Xero sync tab.
4. Finish
Check the summary and click Finish setup. PeopleTeam imports opening balances and booked leave, then turns on syncing.