Add and manage practice staff, administrators and consultants in Xero

Invite staff, administrators and consultants into your practice in Xero and manage the organizations 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 organizations.

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 organizations

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

  • Add a staff member to multiple organizations
  • Add multiple staff to an organization
  • Add staff from the client organization

Add a staff member to multiple organizations

  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] organizations link.

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

Add multiple staff to an organization

  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 organization 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 organization.

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

  6. Click Save.

Add staff from the client organization

You need to have Manage Users access to the client organization 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 organization 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 organizations 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] organizations link to change the organizations the staff member has access to.

  8. Click Save.

Remove practice staff from an organization

You can remove staff from an organization:

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

Either of these methods will remove the user from the organization 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 organization. If you delete a user from the Practice organization, 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] organizations link.
  2. Using the Organization Access grid, choose the 'None' option as the user role next to any organizations you need to remove the staff member from.

From the client organization

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

  1. From the Home tab, open the organization you want remove the staff member from.
  2. Go to Settings and select General Settings, then click Users, or if the organization hasn't been through 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.