Calculating employee's pay and paying them has never this easy with your Guardhouse integrated into your payroll system like Xero. 


Prerequisite: You should be an admin or manager that can work as a payroll manager. Your Xero Payroll should already be set up. If you haven't done it already, you may check this video tutorial on how to configure the setting for Payroll on your Xero account.



Setting up Company Pay Rates


Go to Organization>>Company>> Pay Rates. 



You would need to set up the following information in order to be integrated into Xero. Please note that the Payrate items in Guardhouse ( Pay Calendar, Pay Categories, Pay Group, Pay Template ) should be matching with the settings you set up on your Xero Payroll account.

  • Payroll Calendar- Name your pay calendar based on your payroll frequency. This could be weekly, bi-weekly, every three weeks, or monthly.


  • Pay Categories- You can add a pay category applicable to you. You may add as many categories as you need.

  • Pay Group and Pay Rates -Add the paygroup applicable to you. Add the paygroup name. This is where you can add:
    • Day Rates
    • Night Rates
    • Saturday Rate
    • Sunday Rate
    • Public Holiday Rate
    • Overtime Rules

  • Pay Template- A Pay template that you can apply for a specific site or employee.




Guardhouse- Xero Integration

Once you finished the Pay rates set up in Guardhouse and you have your Payroll settings ready on Xero, it is now ready to pair/ integrate.  Enable Integrate to Payroll System feature. This configuration under Company Settings will only be shown when Advanced Pay rates are enabled. 


How to Connect to Xero

Turn on when you want to activate the integrate to Payroll System, then choose Xero as the payroll system. As a shortcut, when Xero is selected  Integrate to Payroll System is automatically turned on.




Once you click on Connect to Xero, you will be asked to log in to your Xero account.


XERO LOG IN SCREENSHOT SHOULD BE HERE


This will ask you to allow Zenshifts to your Xero account logged in. *Note: Public authentication will allow you to access Xero for 30 mintes.


XERO  SCREENSHOT SHOULD BE HERE- SHOWING 30 MINUTES ALLOWABLE ACCESS


It will then redirected to Zenshifts saying ‘Authentication is successful.

XERO  SCREENSHOT SHOULD BE HERE- SHOWING AUTHENTICATION WAS SUCCESSFUL


Mapping Xero Payroll ID to Guardhouse Payroll ID.

When posting timesheet from Guardhouse to Xero, reference IDs like PayrateID, TrackingItemID, EmployeeID must be according to its database entity. Mapping of Xero IDs to  Guardhouse Payroll ID is essential. Note that Connection to Xero is required when accessing PayrollIDs.



Payroll calendar


Pay Category


Employee's Payroll Calendar and Payroll ID.


Transferring Guardhouse Paysheet to Xero

Once a guard has finished a shift,actual worked time will be showing in the Timesheet tab. Admin and managers can amend and approve timesheets accordingly. Once the timesheet has been approved, rates and time will be moved to Paysheet. You can then process the Paysheet and transfer it to Xero.


Check the data and make sure it's correct before you click Transfer data.



Once you click Transfer data, it will be automatically be transferred to Xero. You can check the Transfer data summary to make sure that it was sent to Xero.