The short version: the venue approves hours in Roster, Roster sends them to Xero as draft timesheets, and you take it from there in Xero. Roster never posts a pay run, files with STP or sends a dollar figure - Xero's pay templates still own rates, penalties, super and tax.
Getting access
The venue owner sets this up once:
- On Team, hover Invite, choose Single, and set Role to Manager. Managers need an email address: it is how you sign in.
- Once you've joined, the owner opens your profile, Role & access, and turns on Can view individual pay so you can see each person's rates. See Permissions and pay visibility.
Use a desktop or laptop: the Xero export is not on the phone layout.
Every pay run
Complete a pay run with Xero is the full runbook. In brief:
- In Roster: open Timesheets, pick the pay period, work the status counters left to right until everything reads Ready to export, then Export, Xero.
- In Xero: approve the draft timesheets, add the pay run, review payslips, post, file with STP and pay.
Forgot something? Approve it in Roster and export again - it merges into the same Xero draft, never duplicates. Each blocked timesheet comes back with the worker's name and the fix; the common ones are in the runbook's table.
Salaried staff: their timesheets are deliberately not exported, because an approved Xero timesheet overrides a salary. New full-timers start with Export approved timesheets to payroll off on their profile, and the export says how many people it skipped. Turn it on for anyone full-time who is paid by the hour.
When someone new starts
The manager invites them and they enter their own TFN, super and bank details on their phone. When their card on the Onboarding board reaches Complete, Add to Xero + activate creates them in Xero Payroll on the venue's pay calendar for new employees. You can do this step yourself. Walkthrough: Add a new employee.
Leave
If leave types are mapped (Set up Xero, step 5), approved full-day paid leave for full- and part-time staff is filed in Xero as a leave application the moment a manager approves it - nothing extra at pay time. Anything Xero turned away is listed on Requests under Leave that didn't reach Xero, with Retry.
Leave balances live in Xero only. Roster doesn't show them, so the venue checks there before approving a long request.
Setting up from scratch
If the venue hasn't connected Xero yet: Set up Xero. About 15 minutes, once.