Linking Hiro Staff to Xero Employee Records

Article Contents

1. Introduction
2. Key Benefits of Linking
3. Required Permissions
4. Steps to Configure Leave Types
5. Steps to Link Staff to Xero Employee Records
6. Additional Notes

Introduction

To ensure leave balances and payroll data are correctly retrieved in Hiro, you can link staff members in Hiro to their corresponding Xero employee records. This step is optional but necessary if you want leave balance information for employees displayed in Hiro to make more informed decisions when approving leave.

If you have connected your Hiro organisation to Xero, your staff can access their leave balances stored in Xero directly from within Hiro. This connection enhances visibility and accuracy during leave management but is not required to use Hiro’s Who's In? leave approval features.

Key Benefits of Linking

1. User Visibility

• Users will see a "Your Leave Balances" summary panel on Who’s In?, with information about accrual balances listed.

• When requesting leave, users will see how many hours they have available before lodging the request to their manager.
  
  

2. Manager Insights

Managers receiving leave requests are notified of the available accrual hours for the requester, helping them make informed decisions to approve or deny the request.

Required Permissions

1. Global Administrator Role

To link your Hiro organisation to Xero and configure leave types, you must have Global Administrator permissions. Refer to our article Link Hiro to Xero for detailed instructions.

2. Linking Users to Xero Employees

To link individual Hiro users to Xero employee records, you need either Global Administrator permissions or the "Add/modify/delete users" privilege in User Privileges & Notifications. For detailed instructions configuring privileges, refer to this article.

Steps to Configure Leave Types

To display leave balances for employees in Hiro, each leave type must be linked to a corresponding type in Xero. This ensures that leave balances from Xero are correctly shown for relevant leave types in Hiro.

1. Navigate to Leave Types

   • Go to Settings > Leave Types in Hiro.

2. Add or Edit Leave Types

   • When adding or editing a leave type, link it to the corresponding Xero leave type by selecting it from the dropdown.

3. Optional Visibility Setting

   • Decide whether to display the leave balance to users. If not enabled, only managers will see the leave balances during leave requests.

4. Save Your Changes

   • Click Save to apply the settings.

Steps to Link Staff to Xero Employee Records

1. Navigate to User Accounts

   • In Hiro, go to Settings > User Accounts.

2. Edit the Hiro User

   • Locate the user you want to link and click the edit (pencil) icon adjacent to their name.

3. Access the Payroll Tab

   • In the user’s profile, navigate to the Payroll tab.

4. Select the Corresponding Xero Employee

   • Use the Link to Xero dropdown to select the matching Xero employee record.

5. Save Your Changes

   • Click Save to complete the linking process.

Additional Notes

• You can still use the leave approval and management features in Hiro's Who's In? system without linking to Xero. The linking feature is optional and simply adds more information by displaying the employee’s leave balances from Xero, helping you make more informed decisions during the leave approval process.

• If a staff member’s Xero record is not available in the dropdown, verify that the employee has been set up in Xero and that the connection between Hiro and Xero is active.