# XERO – Workers Setup Guide

**Please note: Ensure each of your CareMaster Worker Profiles** **Employment information tabs have been setup, before beginning the process below.**

**This guide will assist you syncing the CareMaster Worker data with the Xero Employee data.**


1. In CareMaster go to menu: Admin> Integrations> Xero> Dashboard.
2. Click on the Workers Tab

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125394776/original/83O--6zakSa16gJSR0CZR7Hf6FNPJFcltg.png?1696823943)

# Understanding the Xero Workers toolbar.

The following buttons may be displayed at the top of the Xero Worker toolbar.

**Get From Xero**

Imports the basic information on all Xero Employees into CareMaster. This process will not make any changes to linked CareMaster Worker Profiles.

**Update to Xero**

Imports **all** the linked worker details from CareMaster to Xero.

**# Problems**

The button is only displayed when there are workers without an Ordinary Rate or Payroll Calendar.

**# Unlinked Xero Employees**

The button is only displayed when there are Xero Employees not linked to a CareMaster Worker.

**# Unlinked CM Workers**

Shows a list of all CareMaster Workers that have not been linked to a Xero Employee.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125394877/original/3nRrzAYDY7k8iURCazr9wWwloVY6vT37Mw.png?1696823964)

# Step 1: Get from Xero


1. Press the **Get from Xero** button to ensure the basic Xero Employee data has synced and is up to date in CareMaster.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125394955/original/XUQOmoQ-Y6RU__YtD_PxQvgAxMajF7nMrg.png?1696823980)

A notification will be displayed when the process has been completed. Like the notification below.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125395037/original/FdflIIbGFW3FlbVF2YFCll9zAoGPguP7Qw.png?1696823999)

# Step 2: Unlinked Xero Employees


1. This process links your existing Xero Employees profiles with their CareMaster Worker profile

Press the **# Unlinked Xero Employees** button.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125395563/original/ElKJXZXoP01nCo9DT2bUt8kIoDFtiQPCTQ.png?1696824093)

To link a Xero Employee to a CareMaster Worker, select the worker’s name from the drop-down list.

Repeat this step for each Xero Employee in the list.

Please note if the Employees name is **not displayed** in the drop-down list, leave the field blank.


2. Press the Link Selected Workers button.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125395502/original/n635Scy-N-1pRZ6Rn_PqBM0VBWrezXzrqQ.png?1696824083)

The process will link the Xero Employees to their CareMaster Worker Profiles.

# Step 3: Unlinked CM Workers


1. This process will create **new** Xero Employees from the selected CareMaster Workers.

Make sure you have completed **STEP 2,** to prevent the creation of duplicate Employee Names in Xero.

Press the **# Unlinked CM Workers** button.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125395838/original/M6ygyD6_uZcoRaZUve19IdhQHRp85S3PjA.png?1696824122)


2. The screen displays the CareMaster worker names that have not been linked to a Xero Employee.

The workers Ordinary Rate field, Payroll Calendar field and Award Status are also displayed.

If a worker’s name is highlighted red. On the right-hand side of their name, identify the reason/s.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125396243/original/inrymNLrhNpAIeaPucMFMYZA1xfuLxzdMQ.png?1696824198)

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125396399/original/wF0MYT3tdxEZJzDGCabMl2MAB-zZHIeZJA.png?1696824228)

Click on the workers name to resolve the issue/s. This will open a new tab in your browser displaying the worker’s profile.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125396608/original/JmNiXfV_U81--M6Pv6G0b6mYAWVzohXrDQ.png?1696824267)


3. If the worker’s Award Status has not been set up in CareMaster a red X will be displayed.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125396739/original/YYY4Duzowlg02VYbO70FQ4NCoxKtv5dafw.png?1696824288)

If the worker is paid according to the award, go to the worker’s profile, and update their Employment Information Tab.


## **Assigning the workers Ordinary Rate and Xero Payroll Calendar.**


1. Assign the CareMaster worker the Ordinary Rate.

Click in the drop down and select the required earning rate.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125396922/original/7HdiEBZwyixoGnU68IqTNwnwvSOP7rD0OQ.png?1696824320)

Please note the earning rate is setup in the AdminàIntegrationsà Settingsà CareMaster Earning rates.

If your organisation is using a different Xero Pay Item. Ensure it matches the Ordinary Rate field displayed on the Defaults Tab CareMaster Earning rates.


2. Assign the workers Xero Payroll Calendar
3. Press the Send Selected button to create the CareMaster workers, Xero employee profiles.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125397112/original/YzDmCtNufawcw1GD2dfZSMBohY-IbfVU9w.png?1696824360)

Please note: In Xero **update** the employees’ bank account, superannuation and tax information.


# Step 4: Updating the Workers details after linking to Xero.


1. If a workers employment basis, award classification level and pay point or their ordinary earnings rate need to be updated. Go to the workers profile **Employment Information Tab** and make the changes.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125397266/original/GVeo2SPd6oM4OjSc9y4VN9PwNeBh5IBRnQ.png?1696824387)


2. Go to the **Workers Sync Status** tab.

   
   Press the **Send to Xero** button.

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125397363/original/acZUtwcbqPqvCCe5vj1Y45Cyh24-KmBfMg.png?1696824408)A pop-up screen will appear

 ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51125394485/original/0LoqcXb0akCtRmhBpCQkunrNrT3qtTPJQw.png?1696823886)


3. In the Ordinary Earnings Rate field scroll down and select the MA000100 Ordinary Earnings Rate.

Or your Organisation allocated Xero Pay item. *Refer your organisation’s CareMaster Earning Rates* *Ordinary Earnings Rate field.*


4. Select the Current Payroll calendar.
5. The Base Earnings Rate field is populated from the worker’s Employment Information Tab.
6. Press the Update in Xero button.

# Step 5: How to delete a duplicated Xero Employees profiles from Xero


1. In the event a CareMaster Worker has been duplicated in Xero

Open Xero → Payment Tab → Employees → Identify the duplicated Xero Employee.


2. Click on the Xero Employees
3. Click on the Details Tab
4. Scroll down and press delete.
5. In CareMaster if the duplicated Xero Employee was linked to the CareMaster Worker.

Go to menu Admin → Integrations → Xero → Workers

**Refer to Step 2:** **Unlinked Xero Employees**. To link the CareMaster Workers with the correct Xero Employee.

User Guide: Xero Workers Setup

User Guide: Client App - Participant & Family Guide

User Guide: Client App - Provider Guide

Client App

User Guide: Worker App Guide for Workers

How to Clear App Cache & Data for Android?

User Guide: Worker App Guide for Admins

Why can I not see Participant documents on the Worker App?

Case Notes within the App

What is my app PIN?

Worker App

CareMaster Mobile Apps

CareMaster Data Export

How to Request CareMaster Training

How to send emails from a different email address?

How to request a CareMaster Software Update?

Understanding CareMaster Licences

Feature Request Form Update

How to Clear Google Chrome Browser Cache?

General

Step 1: NDIS Service Import

Step 2: CareMaster Configuration & Rostering

Xero Integration, Payroll & Invoicing

MYOB Integration, Payroll & Invoicing

KeyPay Integration, Payroll

Reckon Integration, Payroll & Invoicing

Step 3: Financial Integration

Step 4: NDIS Export Process (Registered NDIS Providers)

Advanced Rostering - SIL Houses (Optional)

Coordination of Support (Optional)

Guided Onboarding

Actions for CareMaster Aged-Care Providers Transitioning from Home Care Packages (HCP) to Support at Home (SaH)

Passwords reset and activation emails

Error - Support start time must be before end time

Updating a shift to overnight/active overnight

Why am I missing timesheets?

Why am I getting kicked out of CareMaster desktop?

Why are kilometers missing from a timesheet?

How to stop a service showing on the roster or being included in roster emailed to the participant.

Why does the support on the Worker app not allow me to add kilometers?

CSRF token mismatch

How to Contact the Customer Care Team for Support

Top Troubleshooting FAQ's

Company Message Centre

How to submit a feature request

Home Page

Logging In

How To Reset A Password?

Home

Alerts User Guide

How to hide certain alerts?

Alerts

What is the CHSP reporting process?

CHSP service List and Mandatory Reporting Required from 1 July 2025

How to check over reported DEX data? 

How to create a new client record from a My Aged Care client record snapshot?

CHSP Participant Guides

How to change what shows on the Participant List page?

Participant/Client Leave Requests

NDIS Splitting Participant funding into different Budgets

How to Send SMS/Email Reminders to Clients?

User Guide: Recording Medication Usage for Participants

User Guide: Bulk Assigning and Unassigning of Participants and Workers

How to create new Agencies

The Participant Profile User Guide

How to Manage Participant Funding Limits

Service Agreements

How to generate a HCP statement for a client?

How to email a HCP statement to a client?

Understanding your HCP Statement

HCP Subsidy Increase 01.10.2025

How can I add HCP leave for a client?

Adding HCP Km's to a Support and a HCP Statement

How to add an adjustment to a generated HCP statement?

How to regenerate a HCP statement after adjustments?

User Guide: HCP Funded Participants Setup Guide

HCP Participant Guides

How to create a new participant or client

How to use case notes

Participants

Unassigned Supports - Coordinators and Vehicles rosters views

How to Email Rosters to Workers?

How to customise the Roster view

How to Email Rosters to Participant?

Service Organisation Roster view

Roster Page User Guide

Using The Roster Optimiser - Bulk Optimise

Participant Data Setup

Using The Roster Optimiser - Single Support

Locations & Destinations

Worker Data Setup

Checklist

Roster Optimiser

How to resolve email authentication errors when emailing?

Roster

How to Create Worker Timesheets

What access does each user level have?

How to Send SMS/Email Notifications to Workers?

Working With Children Checks

Changes to Worker's Emails and Password Reset

How to deactivate user accounts 

User Guide: Staff/Volunteers

How do I add a new Worker?

How to change what shows on the Staff/Volunteers List page?

How to exit workers in CareMaster

Staff/Volunteers

How to Claim / Invoice Cancelled Services?

How to create Provider Travel supports to invoice participants and generate worker timesheets.

How to create Service Organisations

Grouped Supports

How to use 'Quick Save' on the Supports Page

Creating Therapy Supports with 50% Travel change.

Creating Supports for a different Time Zone

How to Use the Manage Button to Change Supports?

Creating and editing a Recurring Booking

How do I bill for NDIS transport?

How to restore a deleted support?

How To Limit Support Services to Approved Services Only

How do I Cancel a Support/Shift

Supports Menu User Guide

User Guide: How to create supports

User Guide: Provider Travel and Transport - Rostering Scenario Guide

User Guide: Supported Independent Living (SIL) Setup, Rostering and Claiming process

User Guide: Short Term Accommodation (STA) Setup, Rostering and Claiming process

Transaction List Export

How to advertise / broadcast available shifts to workers?

NDIS Non Face to Face Supports

Support Display - App Data Tab

Supports

Create SaH Supports including Wraparounds & Transport

Support at Home – Release Update 30th October

Participant Statements to be ready by end of February

Support At Home - Implementation Updates

Connect to PRODA and Register / Activate your Device

Syncing Services and Service Organisations

Creating additional Service Organisations & Services for SaH

Sync your Participants

Review the Participants Budget Dashboard

Understanding Programs, Budget Items & Funding Sources

Bulk Exporting for Services Australia for Invoicing & Claiming

Payment Statement Upload / Reconciliation

Upload the Claims file back into CareMaster

SAH Participant Statements

Invoicing for Xero, MYOB & Export Reports

Re-Activate your Device - Expires every 6 months

Support At Home (Aged Care)

Vehicles User Guide

Vehicles

Properties User Guide

Properties

Worker Summary Hours Report

What do the Staff/Volunteer reports show?

How do I change the fields on the worker list report?

Worker Reports

What do the voucher reports show?

Worker Run Sheet Report

Reporting User Guide

What do the property reports show?

What do the account reports show?

Custom Reports for Participants and Staff/Volunteers

What do the supports reports show?

Dashboard Reports - Where do the target figures come from?

Admin Reports

What do the Participant reports show?

Participant Reports

Reporting

User Guide: Documents

Documents

Custom Incident Forms

User Guide to Printing Incidents

Incidents User Guide

Incidents

News Items

CareMaster News

Voucher User Guide

Voucher

User Guide: How to Automatically provide workers access to clients for scheduled supports

How to hide unpublished rosters using Confirmed status

Settings Overview User Guide

What do the System Settings mean?

What do the worker app settings mean?

What do the client app settings mean?

Settings

What is a service statcode?

Admin Overview User Guide

Editing Service Organisation Details

Service Importing - NDIS Price Guide update

NDIS Claims uploads into CareMaster

Statistics User Guide

What do the access permission roles mean?

Child Services Award increase 01.03.2026

Aged Care and Child Services Award Rate Increase 01.01.2025

Aged Care Award Rate Increase 01.10.2025

SCHADS Award Rate Increase 01.07.2025

Award Updates - SCHADS and Child Services

Editing Company Details

External API Integration

DEX Integration

Employment Hero Integration

KeyPay Integration

Integrations

Administration

CareMaster

User Guide: Xero Workers Setup

Share

Share

User Guide: Xero Workers Setup

Share

Share