Add an employee to payroll in Xero

Add an employee's basic information to Xero, including their start date and wages.

Before you start

Add a pay calendar

Enter an employee's personal details

  1. In the Payroll menu, select Employees.
  2. Click Add Employee.
  3. Enter the employee's basic information, then click Add.
  4. (Optional) Select the Invite to My Payroll checkbox to invite the employee to My Payroll. You must include an email address for the employee to invite them to My Payroll.
  5. (Optional) Select the Approve Time Off checkbox to authorise the employee to approve time off.
  6. Click Continue.
Xero hides sensitive employee information, like an employee's date of birth, when there’s a login from an unusual location or device. You will receive an email from Xero notifying you of the suspicious login.

Enter an employee's employment details

  1. In the Employment tab, enter an Employee Number.
  2. Enter the employee's National Insurance Number (optional) and NI Category. See National Insurance rates and categories (GOV.UK website) for more information.
  3. Select the employee's Start Date. The start date sets the anniversary date for the employee's time off accruals.
  4. Select the employee's Payroll Calendar (eg weekly or monthly).
  5. (Optional) Select the employee's Holiday Group and Employee Group.
  6. Under Paid Intermittenly, select Yes or No.
  7. Click Add Salary & Wages.
  8. Enter the employee's pay details.
  9. Set an Effective Date.
  10. Click Add.
  11. Click Continue.
Your next steps are to add the employee’s tax and pension information.