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AU Early Access, Australian Xero Payroll

Onboard your team in four verified phases.

Complete these eight steps in order. Stop at each expected result and resolve any mismatch before moving payroll data or widening a calendar audience.

For
Owners, Admins, Managers and Viewers
Before you start
A Team Calendar invitation and Xero Payroll AU access
Last reviewed
30 August 2026

  1. Phase 1

    Prepare access

    Confirm the account boundary and give each person the minimum access they need.

    1. Join the correct organisation

      OwnerAdminManagerViewer

      What to do

      Accept the invitation sent by your administrator. Open your user menu and choose Organisation profile to confirm the organisation name.

      Success looks like

      The Organisation profile shows the Australian business you expected to join.

      Check before continuing

      Team Calendar supports one organisation per active session. Ask your administrator before accepting an invitation you do not recognise.

      If this does not match

      If the invitation has expired or names the wrong business, ask the sender for a replacement before entering payroll information.

    2. Review member access

      OwnerAdmin

      In Team Calendar: /settings/members

      What to do

      Open Settings, then Members. Assign one of the shipped roles: Owner, Admin, Manager or Viewer.

      Success looks like

      Every invited person appears with the intended role, and managers can see the teams they are responsible for.

      Check before continuing

      Owner and Admin can manage sensitive organisation settings. Viewer is read-only.

      If this does not match

      If a person is missing, confirm they accepted the invitation before changing their role.

  2. Phase 2

    Connect payroll

    Authorise Xero Payroll and confirm that each Team Calendar person maps to the intended payroll employee.

    1. Connect Xero Payroll

      OwnerAdmin

      In Team Calendar: /settings/integrations/xero

      What to do

      Open Settings, Integrations, then Manage Xero. Choose Connect Xero and authorise the Australian Xero Payroll organisation.

      Success looks like

      The Xero settings page shows an active connection for the intended payroll organisation.

      Check before continuing

      Check the Xero organisation name before granting access. Early Access currently supports Australian Xero Payroll.

      If this does not match

      If authorisation returns an error, reconnect from the same Xero settings page. Contact support if repeated attempts fail.

    2. Resolve Xero Person Matches

      OwnerAdmin

      In Team Calendar: /settings/integrations/xero/matches

      What to do

      Open Settings, Integrations, Xero, then Xero Person Matches. Review unmatched people and link only records that refer to the same person.

      Success looks like

      Each linked Team Calendar person shows the correct Xero employee, with uncertain records left for review.

      Check before continuing

      A wrong match can associate leave or balances with the wrong person. Leave uncertain records unmatched and verify them first.

      If this does not match

      If the expected employee is absent, check Sync Health before creating or forcing a match.

  3. Phase 3

    Verify the workflow

    Use product receipts to confirm the first sync and one complete leave decision before wider rollout.

    1. Check the first sync

      OwnerAdmin

      In Team Calendar: /sync

      What to do

      Open Sync Health and review Run history. Check the latest people, leave and balance runs for completed status and record-level warnings.

      Success looks like

      Recent runs complete for the connected organisation, and the imported people and balances agree with Xero Payroll.

      If this does not match

      For a discrepancy, note the run, affected person and expected Xero value, then email support. Do not repair payroll data by guessing.

    2. Test submit and approval

      OwnerAdminManager

      In Team Calendar: /calendar

      What to do

      From Calendar choose Add leave or availability, select Leave, then Save and submit. You can also use the command menu action New leave request. A Manager reviews it in Leave Approvals and chooses Approve or Decline. A decline reason must contain between 3 and 1000 characters.

      Success looks like

      The request reaches Leave Approvals, the decision appears in Team Calendar, and an approval is confirmed by Xero without a hidden background write.

      Check before continuing

      Use a controlled test that your payroll administrator recognises. Approval writes to Xero synchronously and any failure appears inline.

      If this does not match

      If the Xero write fails, keep the inline error and request details available when contacting support. Do not submit duplicates.

  4. Phase 4

    Publish calendars

    Create the smallest useful read-only feed, then confirm the calendar subscription and token recovery path.

    1. Create a scoped feed

      OwnerAdmin

      In Team Calendar: /feeds/new

      What to do

      Open Feeds and choose New feed. Select Just me, My team, Specific teams or Specific people. Owner and Admin can also select All of organisation. Choose Named, Masked or Private privacy.

      Success looks like

      The feed detail page shows an active, complete subscribe URL for the selected scope and privacy mode.

      Check before continuing

      Named includes the person's name and allowed availability detail. Masked publishes Out of office. Private publishes Busy. Choose the least detail your audience needs.

      If this does not match

      If the intended people are absent, return to the earlier sync and matching checks before widening the feed scope.

    2. Subscribe and protect the URL

      OwnerAdmin

      In Team Calendar: /feeds

      What to do

      Copy the complete subscribe URL into Outlook, Google Calendar or Apple Calendar. Calendar apps refresh subscribed feeds on their own schedules.

      Success looks like

      The calendar app accepts the subscription and displays the expected privacy-safe events. The feed remains read-only.

      Check before continuing

      Treat the subscribe URL as a credential. If it is exposed, use Rotate token. The old URL stops working and Team Calendar presents its replacement.

      If this does not match

      For an unresolved feed-token incident or unexpected event detail, rotate the token first, then email support with the feed name and privacy mode. Never email the subscribe URL.

Completion receipt

Your launch path is ready when:

  • The intended Australian Xero Payroll organisation is connected.
  • Sync Health shows successful runs and expected people and balances.
  • Members have the intended Owner, Admin, Manager or Viewer role.
  • A controlled leave request completed its expected approval path.
  • A calendar app accepted an active feed with the intended privacy mode.