Linking Xero tracking codes

If you're unfamiliar with Xero tracking codes and want to understand them better. You can find out more here.

Setting Up Tracking Codes in Xero

1. Log into your Xero account and head to Accounting > Advanced > Tracking categories.

2. If you already have tracking categories, you will see them on this screen. Otherwise, you can add them by clicking Add Tracking Category.

3. Fill in the details applicable to your business and click Save.

You will see in the example below that we have set up a Category called Departments and listed a Front Bar, Outdoor Bar and Kitchen.

Assigning Tracking Categories in Xero Payroll Settings

Tracking Categories in Xero can be set up differently based on your preference. You can read Payroll tracking in Xero – Xero Central to learn more. 

You can also follow the steps below if you want a straight forward setup.

1. Head to Payroll Settings in Xero.

2. For the Timesheet Categories, select the category you created, then click Save.

Setting up RosterElf

RosterElf can use tracking codes in two ways. You can assign a category by Site or Position, depending on how you set up your account and what you want to achieve as to the best way to use tracking codes.

Using the example tracking codes in this article (Front Bar, Kitchen, Outdoor Bar), I will give you a few scenarios to consider.

Sites: If I've set up my RosterElf account to have a separate rostered Site for each department in my business (i.e. Front Bar, Kitchen, Outdoor Bar), it will make sense to allocate the tracking code on the site.

Positions: If I've set up my RosterElf account to have one Site for rostering that covers the Front Bar, Kitchen and Outdoor Bar in one Roster. I may want to consider having Positions in my account that separate each area within my business. For instance, I could have a Front Bar Manager, Chef, or Outdoor Bar Waitperson; from there, you could allocate the correct tracking code to the position.

Adding a Tracking Code to a Site

1. In RosterElf, head to the Sites tab, then click on a Site.

2. Select the tracking code you want to use from the Xero Tracking Code dropdown.

3. Click Save to save your changes.

Adding a Tracking Code to a Position

1. In RosterElf, head to the Positions tab, then click on a Position.

2. Select the tracking code you want to use from the Xero Tracking Code dropdown.

3. Click Save to save your changes.