Standard User:

Standard user can only see the clients they have access to. They can access Explorer, Ask and limited
features of the practice tab. All practice staff can use the practice’s report templates in client
organisation they’re an advisor for. But if you give them extra permissions to edit report templates,
they’ll see the report Tab in Xero HQ

Administrator

Administrators have access to everything that a standard user does, plus additional permissions. These
include adding client records to HQ, managing staff permissions, editing the practice listing and
managing connected apps. A user can only be an administrator for one practice.

Master Administrator
Xero automatically assigns master administrator to the person who sets up the Xero practice. In addition
to the permissions of an administrator, the master administrator can access the practice organisation
and edit report templates by default.

Invite practice staf

Invite your staff into Xero HQ before you give them access to their clients. To see Staff in Xero HQ, you'll
need the administrator or master administrator Xero HQ user role.

Click the arrows below to see the details.

Step 1 of 4

From Staff, click Invite staff[1].

Step 2 of 4

Enter a name and unique email address. Then click Next[1].

Step 3 of 4

Select the user role[1] that best describes what they need to do in Xero HQ. Give them permission to
edit report templates if they need it. Then click Invite to Xero HQ[2].

Step 4 of 4

Give them access to their clients[1], and set the appropriate level of access for the Xero organisation.

2. Manage staf access

Assign staff to client organisations, edit their permissions and remove them.

Assign staff to a client

The practice administrator or master administrator (with Manage user permission) can give staff access
to an organisation so they can complete work for a client.

Step 1 of 4

From Clients[1], click the menu icon and select Staff access[2].

Step 2 of 4

Click Add staff[1].

Step 3 of 4

Select the people you want to add, then click Next[1].

Step 4 of 4
Select what client record[1] and organisation access[2] you want them to have, and any extra
permissions. Then click Save[3].

Add multiple clients

When you add a new staff member to your practice, you can add them to multiple client records and
client organisations at the same time.

Click the arrows below to see the details.

Step 1 of 6

From Staff, select the staff member[1] you want to assign to clients.

Step 2 of 6

Click Assign clients[1].

Step 3 of 6

Select the clients[1], and click Next[2].

Step 4 of 6

Select whether you want the staff member to have View only or Edit access[1] for each client record in
Xero HQ. Give the staff member the Advisor[2] role if you want them to access the client's Xero
organisation. You can only add the staff member as an advisor to begin with, but you can change their
access after you've added them.

Step 5 of 6

Select the Manage users[1] checkbox if you want the staff member to add or remove other staff from the
Xero organisation. You can also notify the person about the changes[2]. Then click Save[3].
1. Add clients to Xero HQ

Keep track of all your practice clients, and create a client record for those not on Xero.

Add a client record

Create a client record in Xero HQ for all your clients, including those not using Xero, so you can manage
all practice clients in one place. Keep their information and contact details up to date, and use Xero Ask
to send client queries and gather documents. You need the administrator or master administrator HQ
user role to create a client record.
Click the arrows below to see the details.

Step 1 of 4

From Clients, click Add client[1].

Step 2 of 4

Select New client[1] if the client doesn’t already have a Xero organisation. Or if the client is already using
Xero, select Existing Xero organisation and choose from the list of clients you have access to.

Step 3 of 4

For a new Xero client, select the Business structure, enter contact details[1], then click Create[2]. If
you’re adding an existing organisation, Xero HQ gets this information from the Xero organisation.

Step 4 of 4
Once you have a client record, you can create a Xero
organisation[1] for them.

Add an organisation
If you have permission, click Create Xero organisation[1] from the
client record to create a new Xero organisation for the client. Or, if
you created a record for a client you already have access to, use the
overflow menu[2] to add their Xero organisation from the client
record. Select Add existing Xero organisation[3] and choose from
your client organisations

Connect or create a client record

When a client invites you into a Xero organisation, create a client
record to add them to your client list. If the client is already in the
list, connect the Xero organisation to their client record.

Click the arrows below to see the details.

Step 1 of 5
Open your invite email and click the link[1].
Step 2 of 5
Enter your Xero login details, then click Log in[1].

Step 3 of 5
If you belong to more than one Xero HQ practice, select the practice
you want to connect the organisation to[1]. Then click Continue[2].

Step 4 of 5
If you want to create a client record in Xero HQ, select Create
client record. But if you already have a client record for them,
select Add to existing client record[1].

Step 5 of 5
If you’re connecting them to a client record, Xero suggests suitable
matches. Select the client record, then click Confirm[1] and Xero
takes you to your Xero HQ client list.

2. Manage client information

Enter information about your clients, and add key contact details.
The client list
See all of your practice clients in a single list. Each entry in the list
gives you an overview of the client, including the client's name,
email address and telephone number. You can Filter[1] clients by
Xero subscriptions, business structure and industry, or create Client
groups[2]. Customise[3] the client list columns to show the
information that’s important to you, such as unreconciled items.

You need the advisor user role in a client’s Xero organisation to see
certain information, like their connected banks, business number or
number of unreconciled items.

View and edit client details

The client record in Xero HQ contains all the information you and
your staff need to work efficiently with clients. Make sure to edit it
 when there are changes, to keep the client details up to date at all
times.

Click the tabs below to see the details.

Information

Enter information in the client record, like business structure,

subscription and contact details. Click Edit details[1] to update.
Depending on your region, you may also be able to see personal tax
information.

Notes
Add notes and communication for a client. Create and add tags [1] to
categorise and filter notes, and pin a note[2] to keep it visible to staff.

Client relationships
Add key contact details to keep track of the connections between
clients and better manage communication. For example, add the
details of a client’s lawyer or bank manager if you need to contact
them.

Click the arrows below to see the details.

Step 1 of 4
From Relationships[1], click Add a contact[2].

Step 2 of 4
Start typing the contact name and select it from the list, or create a
new contact.

Step 3 of 4
Enter the contact details and click Create[1].

Step 4 of 4
Click the menu icon and select Edit[1] to make changes to the
contact. Select Remove this contact[2] to remove the relationship.
Xero won’t delete the contact if you remove it from a client
relationship, even if they're not linked to other clients.
Gather information and documents from clients

1. Create and send queries

Easily communicate with your practice clients using Xero Ask.
 Create a query
Create a query to get the information and documents you need from
your clients. A query can contain as many different types of
questions as you need. Add multiple sections to group related
questions together, and attach supporting documents.

Click the arrows below to see the details.

Step 1 of 7
From Ask, click New query[1].
Complete initial setup tasks

Customise dashboard panels

Configure the panels to show the most relevant information about
the organisation. Changes made to the Business performance and
Account watchlist panels, are seen by all users. Any changes made
to the dashboard layout are unique to your login.
 Click the arrows below to see the details.
Step 1 of 3
Click Edit dashboard[1] to show the customisation options.
Step 2 of 3
Click Show[1] or Hide[2], then save your changes[3] to display the
panels as you need.
Step 3 of 3
Drag panels[1] to arrange them as you want. Save your
changes[2] when you're finished.

Identify trends, watch accounts

Use the business performance dashboard and account watchlist to
examine important business trends and accounts, quickly and easily.
All users see any changes made to these panels.

Click the tabs below to see the details

The business performance dashboard helps identify important
trends. You can add graphs to it. From Accounting, select Reports,
then click Business Performance under Financial to show the
graphs. Select the stars to add them.

Question 1

You want to watch spending in the staff entertainment expense account, to make sure the team stays
within the monthly budget. How do you add an existing account to the Account watchlist on the
dashboard?

Go to the chart of accounts to edit the account details

Question 2

You started a new online store and are setting up features in the Xero organisation.