In Xero, ensure each employee has the following set within the Employment tab:

- Start Date entered
- Payroll Calendar selected e.g. Weekly, Fortnightly, Monthly
- Ordinary Earnings Rate selected
- Also ensure a pay template is set up with all earnings lines

If your already connected to Xero you can skip this step.

Once you've ensured that your Xero account is setup and ready, head over to CrewTraka and login to your account.

After logging in, click on settings in the top right corner of your dash. Then navigate to the Xero Integration tab.

Click Connect to Xero, login with your Xero details, and make sure you select the correct company to connect to CrewTraka.

If you were already connected to Xero, In CrewTraka settings Select Xero integration > Select Link Employees.

If you've either already connected or are just connecting now;

- Under Xero Employee link each employee by clicking on + Create Xero Employee
- Select name from the list to match the CrewTraka Employee

Once completed for all employee’s > select next > wait for Finished linking with Xero message! > select finish

Once your employees are linked, we will need to setup a few things on the Xero side.

To start, we need to make sure that all employees have a payroll calendar, ordinary earnings line and their pay template is set.

To do this go to Xero > Payroll > Employees, then click on an employee.

Click on the employment tab up the top, scroll down and select the payroll calendar that corresponds to that employee, then scroll down a bit more and select the ordinary earnings rate. Click save.

Now up the top, click on pay template. Add all earnings lines that you want CrewTraka to send to Xero automatically. For example, add ordinary hours, overtime hours and any allowances. Click save.

Now just go through all other employees and make sure they're setup too.

From CrewTraka Xero Integration...

- Select when you want your timesheets to be sent across from the below 2 options:

Next Payment Date: Timesheets will be sent on the Next Payment Date as set in Xero

End of Next Pay Period: Timesheets will be sent on the last day of your Next Pay Period as set in Xero‍

Note: These dates are found in Xero > Settings > Payroll Settings > Calendars

From CrewTraka settings...

- Select ‘crew hours’ from the left menu
- Under ‘work days and hours’ select your employee’s standard work days, e.g., Mon, Tues, Wed etc
- Enter your employee’s standard work hours, e.g. 38 standard hrs or 40 standard hrs‍

Note: Employees can still work on days not selected

From CrewTraka settings select ‘crew hours’ from the left menu , scroll to the bottom of the page to view crew rate loading.

You can select either ’Simple’ or ‘Advanced'

Simple - will apply overtime if the crew member logs hours after a specified time each day / week.
Advanced - will apply a loading e.g. time and a half or double time to a specified time period. ‍

Advanced:
Tap the ‘+’ icon to add > Enter a name for the overtime/loading e.g., Overtime x 1.5
- Select the day, the start and end time you wish the overtime to be applied
- Select the multiplier rate e.g., 1.5x, 2.0x and select the ‘Xero Earnings Line’ you want the overtime to match in Xero

Custom allowances can be added unique to any project.

To add - from the dashboard, go to the projects page and select the project you wish to add a crew allowance for. Click the '+' icon to add a new allowance for that project... enter the 'Name', 'Type of Allowance' and select the appropriate earnings line as setup in Xero

‍Daily vs Hourly - daily will add 1 hr to the earnings line triggering a single payment whereas hourly will trigger an allowance for the hours worked.

e.g. If a crew member was to work a full 8 hrs they would receive the allowance‍

Note: If allowances do not show up in the dropdown, ensure the earnings line has the units set as 'Hours'.

Also Note: All allowances MUST be previously set on employees pay template

Click save and your done!