A Host in Xemplo refers to the entity to which a worker is delivering services. This is typically the site or business where the worker is physically located or providing services.
New Hosts can be created through an integrated ATS (such as JobAbber or Bullhorn) or added directly into Xemplo. Each Host must have at least one corresponding Engagement to be associated with an Assignment.
Adding a new Host in Xemplo
New Hosts can be added by navigating to Timesheets > Host > + New Host. You will then be prompted to enter the following information:
- Host company details
- Invoicing settings
- Tax Settings
- Invoicing Contact
- Timesheet approvers from the host company
Company Details
The first section of the New Host Creation form is used to gather the Host's company details, address, and region settings. It is important to accurately fill in all required fields, as some of this information may be used to configure the Host’s invoice, depending on how your invoice template is set up.
Invoice settings
The table below will guide you in completing each field in the Invoice Settings section.
| Field | Options | Definitions |
| Group invoices by | Host, Assignment, Engagement, Workers, Timesheets | Determines how invoices are configured for this Host. If, for example, the Host client requires individual invoices for each worker, the correct selection here would be “ Workers”. |
| Invoice Frequency | Weekly Fortnightly Monthly Four Weekly Last Friday of the Month Calendar Monthly 4-4-5 |
Note that this field determines the invoice grouping per timesheet frequency, rather than the invoice cadence. The grouping determines how invoices are separated during batch invoice creation. |
| Billing Currency |
Australian Dollar (AUD) US Dollar (USD) British Pound (GBP) Euro (EUR) NZ Dollar (NZD) Canadian Dollar (CAD) Hong Kong Dollar (HKD) Indian Rupee (INR) Japanese Yen (JPY) Kuwaiti Dinar (KWD) Malaysian Ringgit (MYR) Philippines Peso (PHP) Polish Zloty (PLN) Qatar Riyals (QAR) Saudi Arabian Riyals (SAR) Singapore Dollar (SGD) Swiss Franc (CHF) Taiwanese Dollar (TWD) United Arab Dirham |
The Bill Currency field defines the currency on the invoice when generated. |
| Default purchase order number required |
Yes No |
Enable this setting if you require a mandatory PO number to be set when creating Engagements associated with this Host. |
| Payment due from invoice received |
# days after invoice # days into the following month |
This field sets when the Host’s payment is due in relation to when the invoice was received. |
Tax Settings
Configure the Default Sales Tax and Default RCTI Tax by selecting the appropriate options from the drop-down menus.
Invoicing Contact for Host Company
The Invoice Contact section is used to specify who will receive the Host’s invoice. You can add multiple recipients by using the CC function or by separating the primary recipient email addresses with a semicolon (;).
Add Host Timesheet Approver Managers
Hosts are required to approve worker timesheets before they can be verified. Approvers can be added to the Host’s profile by navigating to Timesheets > Host, selecting the relevant Host, and going to User Management > + New Manager. Complete the required fields and set Timesheets as the permission level. We recommend capturing approvers' mobile phone numbers at this stage, so SMS reminder notifications can be utilised for outstanding timesheets awaiting approval.
When invited, Host approvers will receive an email containing a link to create a password and log in. Please note that, for security reasons, invites expire after 24 hours if not accepted. To resend an invite, navigate to Administrator Settings by clicking on your name in the top right-hand corner of the screen, then go to Settings (Administrator) > Managers. Find the name of the manager, click the three ellipses, and select Resend Invite.
Approvers can also be added later in the process when creating an assignment, directly from the Assignment screen.
Allow a Host timesheet approver to bulk approve timesheets (optional)
Once a new Host has been created and a timesheet approver has been added, navigate back to the Host's profile by going to Timesheets > Hosts > Host Company Settings and toggle on Bulk Timesheet Approval. This feature allows the Host’s timesheet approver to approve all outstanding timesheets with a single click.
Note that while bulk approving is convenient for the approver, it does not require them to review each timesheet submission for accuracy.