Add and manage practice staff, administrators and consultants in Xero

Invite staff, administrators and consultants into your practice in Xero and manage the organisations they have access to.

You need to have Practice Administrator or Principal permissions to add staff to your practice, change their details, or edit their permissions.

Add staff or consultants to your practice

If you're setting up your practice from scratch, you might like to add your staff first so that they're members of the practice already when you add client organisations.

Users you invite into your practice will show as 'Pending' until they accept the invitation, when their status will change to 'Active'.

Next time the staff member or consultant logs into My Xero, they will see the practice name and the green Partner Edition tabs.

Invite a user into your practice

To invite a staff member or consultant to your Xero practice:

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Click the Staff tab.

  3. Click Invite a User.

  4. Enter the staff member's name and details.

  5. Choose the permission level for this staff member:

    • Practice Administrator if they need to be able to manage staff access, billing accounts and practice-wide settings.
    • Staff Member if they're a member of your practice but don't need administrative access to My Xero.
    • Consultant if they aren't a member of your practice.
  6. Select a position for the user. This is for your practice's records, it has no effect on what the user can access in Xero.

  7. Click Send Invite to send an email to the staff member.

Image showing user details.

Add practice staff to client organisations

Adding staff to a client's Xero organisation gives them access to that client's accounts. There are several ways you can do this:

  • Add a staff member to multiple organisations
  • Add multiple staff to an organisation
  • Add staff from the client organisation

Add a staff member to multiple organisations

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Select the Staff tab.

  3. Click the staff member's name.

  4. Select the [number] organisations link.

  5. Use the Organisation Access grid to select which role and extra permissions you would like them to have in each organisation.

Add multiple staff to an organisation

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. From Home, click on the [number] Staff link next to the organisation you want to add staff to.

  3. Click Manage staff access.

  4. Use the Staff Access grid to select which role and extra permissions you would like each staff member to have in that organisation.

  5. (Optional) Select the check box to email the staff member about the change.

  6. Click Save.

Add staff from the client organisation

You need to have Manage Users access to the client organisation to do this.
  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. From Home, open the organisation you want the staff member to have access to.

  3. Go to Settings and select General Settings, then click Users.

  4. Add the staff member as a user.

Edit practice staff details

You can edit active staff members' permissions and change organisations they have access to. You can't edit an active staff member's email address as this is their login user name.

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Select the Staff tab.

  3. Click on the staff member's name to view their staff details.

  4. Change the staff member's position using the drop-down list.

  5. Change the permission level for this staff member.

  6. You can't change a staff member to a consultant, or a consultant to a staff member. You'll need to remove the user and re-invite them with the new role.
  7. Click the [number] organisations link to change the organisations the staff member has access to.

  8. Click Save.

Remove practice staff from an organisation

You can remove staff from an organisation:

  • From the Staff tab in My Xero
  • From the client organisation

Either of these methods will remove the user from the organisation but not from the practice. You will still see the staff member on the Staff tab in My Xero.

The only exception to this is the Practice organisation. If you delete a user from the Practice organisation, they will automatically be deleted as a staff member in My Xero.

From the Staff tab in My Xero

  1. Click on the active staff member's name and click the [number] organisations link.
  2. Using the Organisation Access grid, choose the 'None' option as the user role next to any organisations you need to remove the staff member from.

From the client organisation

You need to have Manage Users access to the organisation to do this. If you set the organisation up yourself, this will be in place by default.

  1. From the Home tab, open the organisation you want remove the staff member from.
  2. Go to Settings and select General Settings, then click Users, or if the organisation hasn't been through the Setup Guide yet, proceed to the Invite Users step and click on the staff member's name to view the user details.
  3. From the user details screen, click Delete User.

Remove a staff member from your practice

  1. From the header, click the list icon Image showing the list icon, then select My Xero.

  2. Click the Staff tab.

  3. Click on the staff member's name to view their details.

  4. Click Remove From Practice.

  5. Click Remove Staff to confirm.