Square Team Management has tools to help you manage your team easily – across locations, devices and job functions. It has a free plan and paid plan, Team Plus, to meet your business needs.
In the free plan, your team members can clock in/out at your point of sale. You can also track time using timecards, and secure and restrict sensitive areas of your Point of Sale and online Dashboard, at no additional cost. To get started in the free plan, simply add your first team member.
By upgrading to Team Plus, you have access to advanced features, such as unlimited sets of permissions, activity log by team member, sales reporting by team member, labour cost vs sales reports, multiple wages and more. Start a 30-day free trial here.
Free for all locations
$35/mo per location
Square POS integration
One set of permissions
Unlimited sets of permissions
Analytics & Reporting
Activity log by team member
Sales reporting by team member
Setting up your owner passcode
If you haven’t done so already, you’ll want to create an owner passcode before adding team members and assigning permissions. The owner passcode can be used to clock in/out on the Square app, but most importantly, override any passcode-related actions taken by your team members. For example, if a team member tries to take an action that they don’t have permission to take, the Square app will ask for an owner passcode to override.
In the Credentials section, create a custom, 4-digit passcode or click Generate to create one at random.
Adding your first team member
Get started with Team Management by adding your team members into Square. This will allow you to track your team’s time and set permissions for your Square account. The more team members you add, the more powerful Team Management becomes.
From the Team tab of your dashboard, click Create Team Member.
Enter the team member’s name, email address and phone number. The team member ID is optional.
Note: Adding an email address will invite the team member to access their timecards in the Square Team app.
Once you’ve saved your new team member’s personal information, their team member profile will populate. This profile allows you to edit their personal information, and assign them job titles and wages specific to their job at your business. Adding job titles and wages to a team member lets you track labour cost and, if using Square Timecards, view time spent performing one or multiple job functions at your business.
From your newly created team member’s profile, click Complete setup.
On the Job title screen, toggle Overtime Exempt on/off and provide a primary job title and pay type (e.g. hourly vs salary).
Based on the selected pay type, enter an hourly rate or annual salary and weekly hours.
Note: While adding a job title is required, wage information is optional.
If your team member has additional job responsibilities that require a secondary wage, and you’re subscribed to Team Plus, select Add Another Wage to add in another job title and pay type. They will be able to choose from a job title when clocking in/out in the Square app, and the wage for that job will be tracked in your labour cost reporting. For example, a team member can clock in as a Host for part of their shift, and then switch to Manager.
From the Navigation panel in your Square Point of Sale app, tap Team.
Tap the ‘+’ icon to pull up the Create team member screen.
Start by entering the team member’s name, email address and phone number.
From here, tap Primary job title to assign the team member a job title or Create job to assign them a newly created job title.
Tap the back arrow to return to the Create team member screen and input the team member’s hourly rate. Note: This field is not required to save your team member’s profile information.
Tap Permission set to assign your team member to an existing permission set. Note: Team members will automatically be assigned to Team permissions upon creation. Creating and editing new permission sets is only available on Square Dashboard at this time.
Tap Location to select the appropriate location(s) for the team member and choose to toggle on/off the option to Assign to all current and future locations. Note: The Location section will default to the current location associated with your Square Point of Sale account during the creation of your team member(s).
After returning to the Create team member screen and confirming all information is accurate, tap Save.
Continue to follow the instructions above to create additional team members in-app. Once a team member has been created, they will immediately be able to use Square Point of Sale based on the settings and permissions you’ve enabled for them. Note: you will receive a notification regarding Missing info if there is any required information missing from the team member profile(s) you create.
Note: if you want your team members to be eligible for distributed tips, including tip pooling, and you’re a Team Plus subscriber, you’ll need to toggle on the Tip eligible setting under the ‘Job and compensation’ section when adding a team member. Learn more about tip pooling with Team Plus.
Setting up Permissions
Now that you’ve added a team member, you can assign permissions to them. Permissions protect your business and its sensitive information by controlling what your team members can see and do in your POS and online Square Dashboard. You can also determine team member access to your dashboard and the Square Point of Sale, Appointments and Square Invoices apps.
With permissions, you’ll have the option to assign either custom permissions or Team permissions to your team members. Custom permissions are fully customisable and specific to individual team members. For example, they allow you to give different permission sets to a manager, an accountant and a cashier. Team permissions is a single set of permissions available to all team members that are assigned to them and is free to use. Note: custom permissions are available to Team Plus paid subscribers.
It’s important to keep in mind that permission sets can be created for individual team members based on their specific duties and be re-used with future team members performing the same functions.
If applicable, Square will send this team member an email inviting them to create their own login for accessing your online Square Dashboard and/or the Square Point of Sale app on their personal device. If using Square Shifts for labour management, they can also access their timecards in the Square Team app. If the team member didn’t receive the ‘You’re invited’ email, advise to check their spam/junk folder.
After selecting permissions and access points for your team member, the next step is to enable locations and provide credentials (e.g. personal passcode). Team members use the personal passcode credential to clock in/out so you can track their time and sales.
Click No Locations to select the appropriate location your team member will work from. Note: If you’re using multiple locations and would like to give your team member permission for each, toggle on Assign to All Current and Future Locations.
Under Credentials, create a personal passcode that the team member will use to log in and track time. This can be customised or created randomly by clicking Generate.
Note: Make sure to keep this passcode for your records and provide it to your team member. Each passcode is unique per team member – this is how they’ll access the Square app on any device that is paired to your business location.
Click Save. Any changes made apply to all team members assigned to the permission set.
To delete a permission set, click Delete.
Note: If active team members are still assigned to this permission set, they’ll need to be removed from the permission set before it can be deleted.
Setting up Team Permissions and Team Passcode
With Team Management, you’ll also have access to a single set of Team Permissions for all team members for free. With Team Permissions, you can give all team members the same set of permissions when accessing the Square Point of Sale and online Square Dashboard on their own device. In addition, you can set up a Team Passcode that your team members will use to log in to your point of sale. The Team Permissions you set up will apply to the Team Passcode, so you can control what actions and information your team can access on a shared point of sale.
A Team Passcode is recommended for businesses that don’t need to track time or sales by team member, or give specific team members different permissions than the rest of the team.
Click Team Permissions and confirm the level of access and permissions. Click Continue.
Create or generate a random team passcode for team members using a shared point of sale. Record and share this passcode with your team.
Select the permissions you’d like all team members to have. If a team member tries to access an area you haven’t selected, they’ll need a passcode from a team member with the correct permissions enabled to proceed.
Note: Team Permissions can also be enabled when creating a team member for the first time.
Toggle on Allow Team Passcode. Note: An owner passcode or full access passcode is required to turn this permission on.
By default, your team will only have access to accept payments, while all other actions will require an Owner’s passcode. If you’d like to grant your team members permissions like issuing refunds or viewing reports, tap Edit. You’ll be directed to Permissions in your online Square Dashboard on a mobile browser.
Create a Team Passcode for team members using a shared point of sale > select what you’d like to grant access to.
Tap Save > return to the Square Point of Sale app.
At this point, any team member using the Team Passcode will be able to accept payments and access areas and functions of the point of sale you’ve selected for Team Permissions. If a team member needs to access any restricted areas or take a restricted action, you’ll need to enter the owner passcode with the correct permissions enabled.
Personal passcodes allow you to require team members to use a passcode for certain actions. On top of that, your team members will be able to log in to the Square app without an email address or password on any device paired to your business location. Note: The permission set you have assigned to a team member is associated with their personal passcode.
Once you have passcodes enabled in your Point of Sale app, you have the ability to disable them at any time. Note: Disabling passcodes will prevent team members from logging into the point of sale with a team passcode or personal passcode.
The Activity Log in your online Square Dashboard allows you to monitor sensitive actions taken by your team – such as processed refunds, comps/voids, updates to item inventory and discounts.
With Team Management, you have free access to view the time and location of each action taken in your Square app and Virtual Terminal. By upgrading to Team Plus, you’ll also be able to view and filter actions by team member. With this more granular reporting, you will be able to see which team members are issuing refunds, comps, discounts, updating inventory and voiding transactions.
Shift Scheduling with Team Management
We know that having clear visibility into daily operations and labour costs is a critical part of managing a business. With Square Team Management and Team Plus Shift Scheduling, you have access to a one-stop-shop where you can create, manage and publish schedules for yourself and your entire team. Shift Scheduling with Team Management provides you with the tools you need and automatically integrates with your existing Point of Sale to ensure a simple and smooth approach to managing your day-to-day staffing needs.
Square allows you to assign unique commission rates to each of your team members based on services or item sales. Commission is assigned to team members based on sale attribution, and is summarised in the Team Sales Report. Learn more about setting up commission tracking.