Setting up new employees can pose a significant privacy risk if you’re collecting information manually.
If you are chasing new employee forms over email, security becomes a real issue – particularly with sensitive data such as tax file numbers and bank account details.
XOnboard is a free integration that solves this problem. It links directly to Xero payroll and sends a secure link to your new employee so that they can fill in their personal details, tax information and super fund all in one place.
Why it’s helpful
Capturing accurate payroll information for new starters is more important than ever with Payday Super rules in effect from 1 July 2026.
Superannuation Guarantee now needs to be paid as part of each pay run. If your employee’s super details are incorrect from the start, the first super payment may bounce and fail to reach the employee’s fund within the required 7 business days.
This can leave employers liable for Superannuation Guarantee Charge (SGC), all because of a data issue.
In addition, the Australian Taxation Office (ATO) no longer offers a downloadable PDF version of the Tax File Number declaration. Instead, employees must enter their details through ATO online services in myGov. XOnboard handles this step for them, making the process more efficient and intuitive.
At JD Scott + Co, our team has been using XOnboard with clients for over 12 months, so here’s how it works and why business owners should be using it.
How it works
1. Sign up and connect to Xero
If you’re already a Xero user, log into XOnboard using your existing Xero credentials.
From there, add your organisation. Accounting firms managing several clients can link each client file without hassle.
2. Add a new employee
Inside the platform, select Invite Employee.
Enter the following:
- Name
- Phone number
Send the invite once complete.
Your new employee will receive a secure onboarding link that collects everything needed for payroll setup.
The form covers:
- Employee details
- Emergency contact details
- Tax file number declaration
- Bank details
- Super Choice Form
- Fair Work Statement(s)
- Document upload(s)
3. Review and finalise
When the employee submits their form, you’ll be notified by email and the record will show up on your XOnboard dashboard under Awaiting Finalisation.
The platform also handles, automatically:
- Super stapling checks
- Enrolling employees in your default super fund
- TFN declaration lodgement
- Distribution of Fair Work Statement(s)
To wrap up, check over the details, edit anything that needs it, then hit Save and Send to Payroll.
Our thoughts
We recommend XOnboard to all small business employers currently using Xero.
Our team has had a positive experience both using the software internally as part of our own onboarding and helping our SME clients integrate it as part of our payroll support for them.
If you run payroll yourself and are onboarding new staff regularly, the added efficiency of this software and removal of the privacy risk makes it a great tool. Even if you only hire occasionally, there’s no subscription sitting there for software that you barely use.
Keep in mind that XOnboard is not a full HR system- it only captures onboarding and payroll details. Therefore, you may require a separate software solution for contracts, staff policies and performance management.
However, it’s good at what it does and has been a great addition to our technology stack. Until next time.
