Edit or delete a pay calendar

Change a pay calendar name, next pay period or the employee pay day, and the changes will apply the next time you add a pay run using the calendar. You can also delete a pay calendar you don't use.

You can’t change the pay period cycle, for example from weekly to fortnightly. Set up a new pay calendar if you need a calendar with a different pay frequency.

You can’t delete a pay calendar that has a lock Padlock icon. You'll need to remove the lock before you can delete it. Pay calendars are locked if they’re linked to current or past employees.

Edit a pay calendar

  1. In the Settings menu, select Payroll Settings.
  2. Click the Calendars tab, then click the calendar you want to change.
  3. Make your changes to the Pay Period, Name, Start Date or First Payment Date fields and click Update.

Delete a pay calendar

  1. In the Settings menu, select Payroll Settings.
  2. Click the Calendars tab.
  3. Click the delete icon Image of a delete icon for the calendar.
  4. Click Yes.

Unlock a pay calendar before deleting it

Xero locks pay calendars assigned to employees, current or past, and adds a lock icon Padlock icon to the calendar in the list under Payroll Settings. You can't delete locked pay calendars.

To unlock a calendar, assign a different calendar to the employees linked to it. You may need to setup a new pay calendar before you can do this.

To change an employee's pay calendar:

  1. Click the Payroll tab.
  2. Click the employee's name to show their details. Past employees will show on the History tab.
  3. Click the Employment tab.
  4. Select a different pay calendar from the Pay Calendar list.
  5. Click Save.