Synching and linking Workers and Employees

**Synching and linking Workers and Employees**

If you already have your worker records set up in Xero, CareMaster can see this information and will link up your worker records in CareMaster to what is in Xero where able. 


Navigate to **Admin → Integrations → Xero → Workers** from the main menu. 


Firstly, make sure that any worker data from Xero is brought down to CareMaster by clicking on the **Get from Xero** button. This is safe to do, and can be done as often as needed. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51119589484/original/1yTrhIrk7JBdniU5499w61sKC4C9Rau2nA.png?1693353273)


This will look at all employee records that are in Xero, and attempt to link them up to their CareMaster records by the employee's full name and date of birth. 


To see any that haven't been linked correctly, click on the **Unlinked Xero Employees** button.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51119591381/original/P4yKlRD-Im3I8AnmfJnUOgEIu-qUGpS-3w.png?1693353606)


This page shows you any Xero employees that couldn't be linked to a record in CareMaster automatically. 

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51119591042/original/LEnmvG9mSM78p7lD_3UonhpYyJKTJr7ddg.png?1693353548)

You can link them up a CareMaster record to the Xero employee record manually by using the dropdown down to the right of each record. If there isn't an applicable worker record in CareMaster, you need to create one manually as CareMaster won't create any to match what's in Xero for security reasons. 



After you have made sure that any Xero employee records have been linked where able, you can use the **Unlinked Xero Employees**  button from the Xero Workers page to automatically create Employee records in Xero that link up to CareMaster worker records.


```javascript
The Xero Workers page can create duplicate Xero worker records if misued - only use this if you need to create new employee records
```


After you have selected the worker records to link up everything applicable, click on the 'Link Selected Workers' button. You can now go back to the previous 'Xero Workers' page. 



**Staff Details**

You can set an employee's award, classification and pay points based on the MA000100 award. 


To enter this in for a Worker, first open their worker profile within CareMaster then find and edit the 'Employment Information' section on the right.


 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51119592640/original/FRrvh125dQCMIYY5gjAN1Iov1LxhzJH41g.png?1693353840)

You'll need to select a Basis (Casual/Part-time/Full Time) and you can specify award information after clicking on the 'Award Classification' tickbox. After selecting an award classification, select the level and pay point. The pay value will load automatically (exclusive of casual loading), but this can be changed if you wish. The help icon to the right of the Award Classification dropdown links to the Fair Work website.
 

Make sure to click the 'Save Changes' button when you are finished. Changes made here do not automatically go to Xero, after saving your changes use the 'Send to Xero' button, which is located just underneath the 'Employment Information' section within the worker record. 


Each worker will need this information in their record have their timesheets and pays calculated correctly when sending timesheets to Xero.

Xero Worker / Employees setup

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Xero Worker / Employees setup

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