top of page
7. Xero Integration.png

Set up guide: Viability + Xero Integration

1

2

3

4

Intro
Connect

1

Connect

Connecting your Xero with Viability is easy - it only takes a minute, and you'll stay connected.

Step 1

Log in to Viability (production.viability.io) on computer / tablet

Step 2

Go to Settings in the menu and select Integrations

Step 3

Click on the Xero integration card.

Step 4

Enter your Xero credentials when prompted and Allow Access. This will authorise Viability to connect with Xero and allow an ongoing data flow between the two systems. 

Step 5

Select your payroll calendar - this should be the same calendar that your employees are assigned in Xero. To use Viability, your employees must use the same payroll calendar. 

Step 6

Click the Save Changes button.

Sync Emploees

2

Sync employees

Get your team and their pay rates into Viability to start making a roster. 

Step 1

In Xero, make sure your rates are written correctly. Follow the Xero/ MYOB Rates guide.

Step 2

In Viability, go to Employees in the menu.

Step 3

Click the small Xero Icon in the top right corner. (If you don't see the icon, you don't have a live connection - you'll need to Connect.

Step 4

You'll see all your employees from Xero in the list. Tick the employees that you want to sync. 

Step 5

Choose the sync record date. This is the date from which your synced changes will apply. 

For your first employee sync, we strongly suggest using the earliest available date (five weeks ago).

E.g. if you sync the changes to begin this week, the employees will not have pay rates in previous weeks. 

E.g. if you sync the changes to begin in a past week, the rates will apply from that past week, onward.

E.g. if you sync the changes to begin next week, the imported rate will start next week (this is useful when setting up pay rate changes for junior employees who have a birthday coming up, or if someone is getting a raise in the coming week. 

Step 6

Click the Save button.

Step 7

If your employees imported successfully, you will see their names in Viability's Employees list now.

3

Make rosters

Roster your team using a unique suite of tools built to optimise service and profit.

Option 1

Roster Builder || Best for building more productive rosters from scratch

When you open a week that has no roster created, a pop-up will ask whether you'd like to build a roster using the Roster Builder or to Use Past Roster.  Select Roster Builder. 

Alternatively, click the blue Roster Builder icon at the top right of the screen to open the Roster Builder.

Select the day you'd like to roster. 

Add shifts using the blue plus +. Select the team member who will do the shift and the time they'll work. 

Option 2

Use Past Roster || Best for using last week's roster as a base

When you open a week that has no roster created, a pop-up will ask whether you'd like to build a roster using the Roster Builder or to Use Past Roster.  Select Use Past Roster. 

Alternatively, click the three dots menu (...) and choose Copy Roster.

Select the week you'd like to copy (last week or two weeks ago).

The current week's roster will populate the same shifts that occurred in the past week you chose.  

Option 3

Templates || Best for rotating weekly rosters

1. a) When you open a week that has no roster created, a pop-up will ask whether you'd like to build a roster using the Roster Builder or to Use Past Roster.  Select Use Past Roster.

b) Alternatively, click the three dots menu (...) and choose Copy Roster.

2. Select your template from the drop down menu. 

The current week's roster will populate with the template you chose.  

Option 4

Grid view || Best for seeing the whole week at once

Go to the Roster section and click the blue plus (+) to add employees to a department (area).

Choose one or more employees to roster in this department (area). 

Add shifts to an employee's week by clicking the empty cells in their line.

Click and drag shifts to a different day or a different employee's line. 

To duplicate shifts, open the shift and click the days of the week you want the employee to work this shift.

Make rosters

4

Export Timesheets

Fast and easy payroll with Viability & Xero.

Go to the Roster section. 

Double check your roster. If you perform the Close Day consistently, the roster should be correct. 

Click the blue Xero icon at the top right of the page. 

Step 4

Select Preview to check your employee's timesheet data. Check rates and hours to pay.

Step 5

Click Send to Xero to export your timesheets to Xero. The timesheets appear as drafts in Xero.

Step 1

Step 2

Step 3

Timesheets

Save hours with Viability payroll 

Wave data entry farewell. Using Viability reduces your payroll process to a few clicks. Use your bookkeeper's time more effectively and reduce your weekly work load. 

FAQs

Why didn't my employees sync?  Follow the steps below to troubleshoot:  1. Check your Xero connection in Settings > Integrations. Is the connection live and is a payroll calendar connected? If not, you'll need to Reconnect. 2. Check your employee's email addresses in Xero. Employees must have a unique email address in Xero to import successfully. If two employees are recorded in Xero with the same email address, only one employee will import to Viability. 

Why isn't the Xero icon button showing in my Employees/ Roster section?  Your connection is not live. Follow the steps below to troubleshoot:  1. Check your Xero connection in Settings > Integrations. Is the connection live and is a payroll calendar connected? If not, you'll need to Reconnect. 2. Check your payroll calendar. If there is no payroll calendar selected, errors may occur. 

Why is Xero icon button coloured black?  Usually this means one of two things. a) Your exported payroll has been paid in Xero. Once the payroll is paid, any changes made in Viability can't be re-sent to Xero. b) The icon can also appear black if your connection is not live. Follow the steps below to troubleshoot:  1. Check your Xero connection in Settings > Integrations. Is the connection live and is a payroll calendar connected? If not, you'll need to Reconnect. 2. Check your payroll calendar. If there is no payroll calendar selected, errors may occur. 

Why is Xero icon button coloured yellow?  This means your roster has changed since the timesheet was exported to Xero. This could be due to many different factors. The icon changes colour to alert you that there is a difference between Viability's roster and the current timesheets in Xero.

Why is Xero icon button coloured green?  This means the timesheet has been sent successfully to Xero. It has been exported as a draft pay run.

Why didn't my employees phone numbers import from Xero?  Viability's phone numbers are taken from the 'Mobile' field in Xero's employee record. If you can't see your employees phone numbers, it's likely the number is in the 'Phone' field instead. Follow these steps:  1. In Xero, change the number to the 'Mobile' field & save.  2. In Viability, re-sync your employees  ​

Go to Xero/MYOB Rates resource

Why didn't my employees' pay rates sync? Follow the instructions on the Xero/MYOB Rates guide.

Why do I receive an error message when I try to export my timesheets? Read the error message - the message should tell you

If your question is not in the FAQs, feel free to reach out for additional support and guidance.

Didn't find what you were after?

FAQs
bottom of page