Upgrading to the Xero leave app
Leave with Xero has been upgraded, and it runs through a new app. If you already have an older Xero integration connected, this page is the short job of moving across.
If you are setting Xero up for the first time, you do not need this page. Go straight to Xero.
What changes
On the older integration, leave synced between Worknice and Xero on its own. On the Xero leave app, approved leave waits until you send it, so you choose what goes to payroll and when.
Everything else about the upgrade is in Managing leave with Xero.
Before you start
Set aside one sitting for the whole job. Setting up the new app and archiving the old one belong together, because while both are connected the same leave appears twice, once from each.
You need to be an account owner.
Do the steps in the order below. Archiving your old leave app takes its leave records with it, and archiving cannot be undone. Anything already in Xero comes back, but anything that never reached Xero is gone from both.
Upgrade in one sitting
Go to Apps, then open the Marketplace tab.
Find Xero in the leave section and select View details.
Select Create integration. You will be sent to Xero to authorise the connection.
Choose the Xero organisation to connect, and approve the request.
Back in Worknice, select Sync.
Check your old app for approved leave that has not reached Xero yet, and enter it in Xero. See What to check before you archive.
Archive your old leave app.
Select Sync on the new app. Leave that is in Xero comes back into Worknice.
Archiving the old app also clears the duplicated leave.
What to check before you archive
Your old app is holding leave requests, and they go out of Worknice when you archive it. Where they end up depends on one thing: whether that leave is in Xero.
The leave is | What happens when you archive |
|---|---|
In Xero already | It comes back into Worknice through the new app on the next sync, balance included. |
Approved in Worknice but never entered in Xero | It goes with the old app, and there is nothing to sync back from. |
So the job before archiving is to look through the leave your old app is holding and make sure anything still outstanding is entered in Xero. Once it is in Xero, the new app brings it back.
Archiving cannot be undone. There is no restore for an archived app, so an approved leave request that is not in Xero when you archive is not recoverable from Worknice.
After the upgrade
Leave requests created before you upgraded cannot be submitted through the new app, because they belong to the app that created them. That is what the check above is for. Everything approved from the upgrade onward goes to Xero with a tick.
You can tell requests apart on the leave page, because each carries the logo of the app it came from.
What your team sees
Almost nothing changes for them. They request leave from the same place, using the same button, and it carries the Xero logo instead of the Worknice one. There is nothing they need to be told in advance.
The one difference: an employee sees no balance for a leave type whose balance is hidden in Xero. They can still request that type of leave.