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Manage connected organisations

You can manage your connection at any time by selecting Organisations from the menu.

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Connecting or disconnecting an organisation

Use Connect or Disconnect on the Organisations screen and UpSheets will connect or disconnect with Xero for you. If UpSheets asks you to refresh the Xero connection, use Add Organisation from this screen. This creates a new Xero connection and often resolves errors such as Failed to connect or Error loading payroll settings.

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Refresh earnings rates and tracking codes

UpSheets keeps a local copy of your organisation’s earnings rates (pay items) and tracking codes so Home and Import load quickly. Visiting Home does not reload those lists from Xero every time. After you add, rename, or remove pay items or tracking options in Xero, refresh them in UpSheets:
  1. Open the organisation switcher (organisation name at the top of the screen).
  2. Select Refresh Connection.
Switching to the organisation from another organisation also refreshes its settings. Logging in again also reloads pay items and tracking from Xero. Until you refresh (or log in again, or validate a file), new or changed earnings rates and tracking codes in Xero will not appear in UpSheets dropdowns and defaults.

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Removing an organisation

Open Organisations and click Remove for the organisation (or use Manage to open Organisation Users if you are removing a delegated user only). When the organisation owner removes an organisation:
  • The organisation is marked Inactive in UpSheets and disconnected from Xero.
  • Delegated users lose access at the same time. They will not be restored automatically if the owner reconnects the organisation later. The owner must add them again from Organisation Users. The remove confirmation shows how many delegated users are affected.
  • To use the organisation again, the owner selects Add Organisation to reconnect.
When a delegated user removes the organisation from their own account, only their access is removed. The owner and other users are not affected.

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Inactive organisations and reconnecting

An organisation may become Inactive when:
  • The owner or a delegated user removes it from UpSheets;
  • UpSheets detects that the Xero connection is no longer active (for example, after disconnecting in Xero or when the connection expires); or
  • UpSheets disconnects it automatically after a long period without use.
Turn on Show Inactive on the Organisations screen to see inactive organisations.

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Organisations disconnected after long periods without use

To keep your organisation list current and stay within Xero’s connection limits, UpSheets disconnects organisations that are no longer being used. This happens only when all of the following are true:
  • No one has connected to the organisation for at least 90 days.
  • No files have been uploaded for the organisation for at least 90 days.
  • No user with access to the organisation has an active subscription.
Your imported data and organisation settings are kept. The owner can select Add Organisation at any time to reconnect and restore access.
Organisations belonging to an active subscriber are never disconnected automatically, however long they have been idle.

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What happens when an organisation is reconnected

When the owner uses Add Organisation to reconnect:
  • The owner’s access is restored.
  • Delegated users who were only made inactive because the Xero connection ended are restored automatically.
  • Delegated users who were explicitly removed (by the owner or by removing access themselves) are not restored. The owner must add them again from Organisation Users. See Add/Remove Users.
Reconnecting an organisation restores data and settings that were stored for that organisation. Explicitly removed users must be added again even if they still have an UpSheets account.

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Permanently disconnecting Xero from UpSheets

To permanently disconnect Xero from UpSheets, you must do so in Xero: Settings > Connected Apps > Disconnect App. This removes all users’ access to Xero and stops them from uploading any files or data. When UpSheets next syncs connections, affected organisations are marked inactive. After the owner reconnects with Add Organisation, delegated users who were not explicitly removed are restored automatically.