Xero administration: users, lock dates, bank feeds, history and approvals
For whoever looks after a Xero organisation: organisation settings to agree with the accountant, user roles and why everyone gets their own login with multi-factor authentication, lock dates and the advisor role, read-only bank feeds and statement imports, the history and notes on each transaction, separating who creates and who approves bills, and connecting apps. Tax and accounting decisions stay with your accountant.
- Level
- Intermediate
- Length
- About 45 minutes
- Contents
- 3 lessons · 1 video · final exam
- Status
- Published · updated 2 Oct 2026
- Xero
Skills you'll practise
- Identify the organisation settings that should be agreed with the accountant, such as the financial year end and sales tax period
- Give each person their own user with a suitable role and multi-factor authentication, and remove leavers
- Explain what a lock date protects and who can set, change or remove it
- Read a transaction's history and add a note without expecting to edit the history
- Connect bank feeds, or import statements where no feed exists, and explain why feeds are read-only
- Separate bill creation from bill approval and review an app's access before connecting it
Course outline
- 1.Xero administrationVideo · 1 min
- 2.Organisation settings, users and sign-inLesson · 15 min
- 3.Lock dates, history and notesLesson · 15 min
- 4.Bank feeds, approvals and appsLesson · 15 min
- 5.Xero administration: users, lock dates, bank feeds, history and approvals: knowledge checkKnowledge check · 16 questions
- 6.Final exam12 questions · passing it completes the course, so people who already know the material can test out
Sources it draws on
The lessons and questions are written from these references, so learners can go back to the original.
- Xero: Financial reporting (FAQ: lock dates stop changes to past transactions; advisor role needed to set, change or remove them)
- Xero: Connect your bank (bank feeds are read-only; who can see feed data; statement import formats)
- Xero: Pay bills (draft bills for approval; roles and permissions for who can create and approve bills; duplicate detection)
- Xero: App integrations (Xero App Store, certified apps, connecting an app and granting permission)
- Xero: Multi-factor authentication (Xero Verify, authenticator apps, setup)
- Xero: Multi-factor authentication FAQ (don't share logins; invite users; audit trail)
- Xero guide (UK): Year-end accounts checklist (lock the year when satisfied)
- Xero Developer: Accounting API, Organisation (financial year end, base currency, sales tax basis and period, PeriodLockDate, EndOfYearLockDate)
- Xero Developer: Accounting API, Types (user roles: read only, invoice only, standard, financial adviser, managed client, cashbook client)
- Xero Developer: Accounting API, History and Notes
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