Add and manage team members
About adding team members
Adding your employees as team members allows you to manage your employees’ access to your Square account, configure access, assign wages, and add them to other Square services.
When you create a team member, you can assign a personal passcode, which they can see upon accepting their invitation. Team members can later find their passcode in the Square Team App and use it to sign in and out and clock in and out at the shared point of sale.
By assigning team members personal passcodes instead of a single team passcode, you can track sales, time, and actions taken by a specific team member.
Before you begin
You can add team members from your Square Dashboard or Square Point of Sale app.
To create a team member profile and send team members an invitation, you need certain personal information, including an email address or phone number. To complete the sign-up process, each team member must accept the invitation sent via email or phone within 30 days.
If you have team members to set up with Square Appointments, learn more about how to add and manage bookable staff.
Add a team member
You can add team members from your Square Dashboard or the Square Team app.
- Sign in to your Square Dashboard, and select Staff & payroll > Team > Team members.
- Select + Team member.
- Enter the team member’s first and last name, along with their email address or phone number. Click Next.
- Enter their primary job title, job details, and pay type (hourly or salary). If the job already exists, select Primary job title or start typing the title to access a drop-down menu of existing jobs. Select Next.
- Determine their level of access by selecting an existing permission set or select Create a new permission set.
- Assign the locations these permissions apply to and click Save.
- To make the team member an authorized representative, toggle on Authorized Representative.
- Generate a personal passcode, then select Next.
- Review the information you provided and your selections, then select Done.
- Open the Square Team app > tap Team in the bottom navigation bar. If Team is not an option in the navigation bar of your screen, it can be found in ≡ More.
- Select +.
- Enter the team member’s first and last name, along with their email address or phone number.
- Enter their job details such as job title and wages.
- Determine their level of access by selecting a permission set.
- Assign the locations these permissions apply to.
- Generate a personal passcode.
- To make the team member an authorized representative, toggle on Authorized Representative.
- Tap Save.
Edit a team member
You can edit team members from your Square Dashboard or the Square Team app.
From Square Dashboard
- Sign in to your Square Dashboard and select Staff & payroll > Team > Team members.
- Select a team member.
- To update their personal information, permissions, or job, select Edit next to the section you want to edit.
- Select Save.
From the Square Team app
- Open the Square Team app > tap Team in the bottom navigation bar. If Team is not an option in the navigation bar of your screen, it can be found in ≡ More.
- Select the team member’s name.
- Select the pencil icon to edit the team member.
- From here, you can update their personal information, job information, access information, and payroll details.
- Select Save.
Deactivate a team member
You can deactivate team members through Square Dashboard and the Square Team app. Your team members’ information isn’t lost or deleted when you deactivate them, and you can reactivate them at any time.
Square dashboard:
Sign in to your Square Dashboard, and select Staff & payroll > Team > Team members.
Click a team member’s name.
Click the three dots by their name to open a dropdown menu.
Click Deactivate > Deactivate.
Square Team app:
Open the Square Team app > tap Team in the bottom navigation bar. If Team is not an option in the navigation bar of your screen, it can be found in ≡ More.
Select the team member's name and tap. Then, tap the three dots in the top-right corner.
Tap Deactivate in the pop up that will appear from the bottom of your screen.
Once directed to the confirmation screen tap Deactivate to complete.
If team members already have the required information and haven't previously accepted their invitation, we'll resend an invitation to their contact methods on file if you reactivate them.
View team member information
Me tab features:
The Me tab in the bottom navigation bar of the Square Team app enables employees to access and edit their personal information and job title, complete onboarding, and access their personal documents.
Team tab features:
The Team tab can be used to find basic information on coworkers for standard team members, but offers comprehensive team management abilities and tools to owners/managers. A team member with the Manage team members permission enabled can manage individual profiles of team members, such as personal information, job details including their role and permission set, as well as important documents and payroll information of each team member.