Get Started with Team Management
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.
With the free version of Team Management, you can set up a single set of permissions for all team members sharing a point of sale. Once you set up your first set of permissions, your staff can take payments on your behalf without having access to any of your sensitive account information. To get started in the free plan, add your first team member.
With Team Plus, you can create unlimited custom permission sets, view activity log information and get a view of your team’s sales. Start a 30-day free trial here.
What’s Included?
| Team Management | Team Plus | |
|---|---|---|
| Pricing | Free for all locations | $35/mo per location |
| Features | ||
| Square POS integration | ✔️ | ✔️ |
| Permissions | ✖ | ✖ |
| One set of permissions | ✔️ | ✖ |
| Unlimited sets of permissions | ✖ | ✔️ |
| Analytics & Reporting | ✖ | ✖ |
| Activity log by team member | ✖ | ✔️ |
| Sales reporting by team member | ✖ | ✔️ |
| Access the point of sale with team member badges | ✖ | ✔️ |
Set Up Your Own 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.
To create your owner passcode:
From Staff > Team >Team Members list in your online Square Dashboard, click the account owner’s name.
Under Permissions, click Edit.
In the Credentials section, create a custom, 4-digit passcode or click Generate to create one at random.
Click Save.
Add 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 your newly created team member’s profile, click Set up permissions.
- On the team member’s permissions screen, use the Permission Set drop-down menu to select Create new permission set.
- Enter a Permission set name.
- Toggle on Full access to enable all permissions or use the permission grid to customise the permission set, click Continue.
- Choose access points to specify where your team member can access Square apps.
- Shared Points of Sale: Allow this team member to access your Point of Sale using a four-digit team passcode (e.g. all team members using the same team passcode for your point of sale) or with an active team member badge.
- Mobile Point of Sale: Allow this team member to sign in to the Square app using their own email address and password on their own device. (e.g. team members taking payments on the go).
- Dashboard: Allow this team member to sign in to your online Square Dashboard using their own email address and password.
- Click Save.
Note: Creating new permission sets is only available through the online Square Dashboard at the moment and can’t be done in-app.
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. If applicable, the team member can also add Square Payroll information to receive their personal passcode to log in to Square Dashboard and the Square Team App.
- Sign in to Staff > Team in your online Square Dashboard > Permissions.
- Select an existing permission set and make edits.
- 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.
Continue to follow the instructions above to create additional team members in-app. Once a team member has been created, they’ll immediately be able to use Square Point of Sale based on the settings and permissions you’ve enabled for them. Note: you’ll 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 Shifts 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 Shifts 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: Unlimited 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.
- From your newly created team member’s profile, click Set up permissions.
- On the team member’s permissions screen, use the Permission Set dropdown menu to select Create new permission set.
- Enter a Permission set name.
- Toggle on Full access to enable all permissions or use the permission grid to customise the permission set, click Continue.
- Choose access points to specify where your team member can access Square apps.
- Mobile Point of Sale: Allow this team member to sign in to the Square app using their own email and password on their own device. (e.g. team members taking payments on the go).
- Dashboard: Allow this team member to sign in to your online Square Dashboard using their own email and password.
- Click Save.
Note: Creating new permission sets is only available through the online Square Dashboard at the moment and can’t be done in-app.
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.
- Click Save.
- 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.
- Click Save.
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.
- Sign in to Staff > Team in your online Square Dashboard > Permissions.
- Select an existing permission set and make edits.
- 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.
- Visit Staff > Team > Permissions in your online Square Dashboard.
- 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.
- Click Save.
Note: Team Permissions can also be enabled when creating a team member for the first time.
- Visit Staff > Team > Permissions.
- Select Team Permissions.
- Create or generate a random team passcode. Record and share this passcode with your team.
- Click Save.
Inactive Permission Sets
If a team member is assigned to an inactive permission set, they will be unable to access Square. This can occur due to a lapse in a Team Plus subscription or a subscription bundled with Team Plus, such as Square for Restaurants Plus, Square for Retail Plus, or Square Appointments Premium.
If Team Plus has lapsed, you can choose to resubscribe and those team members will regain access to their permissions. Alternatively, you can move those team members to team permissions, which is included for free with Team Management.
Setting up Team Management in Point of Sale
Once you’ve created permission sets and team member profiles, you’re ready to enable Team Management in the Square app.
- From the navigation menu, tap More.
- Tap Settings > Security > Passcodes.
- 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 logged in using a personal passcode, team members can accept payments, which will appear in their individual sales report, and take other actions specific to their permission set.
- Open the Square App and sign in with your owner email or a device code. If you sign in using a device code, be sure to enter your passcode with permissions to manage settings.
- From the navigation menu, tap ≡ More.
- Tap Settings > Security > Passcodes > toggle Passcodes on.
- Under Require passcode, select between After each sale and/or When backing out of a sale.
- Tap Timeout to select how long your point of sale can be inactive before locking.
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.
- From the navigation menu, tap More.
- Tap Settings > Security > Passcodes.
- Toggle off Allow Team Passcode.
Deactivate/Reactivate Team Member
If a team member leaves your business – either permanently or temporarily – you can deactivate their profile.
- From Staff > Team > Team Members list in your online Square Dashboard, select a team member.
- Click the three-dotted actions dropdown > Deactivate Team Member > confirm.
Note: Your team member’s information will not be lost or deleted once they are deactivated, and they can be reactivated at any time.
- From Staff > Team > Team Members list in your online Square Dashboard, click the Status dropdown menu on the left > click Inactive.
- Click on the team member’s name > Reactivate Team Member.
- To allow your team member to log in to the Square app to accept payments, click Edit under Permissions and select or create a permission set from the dropdown menu.
- To allow your team member to sign in to the Square app using a passcode, enter a custom 4-digit passcode or click Generate to create one at random.
- If your team member’s permission set allows them to access the online Square Dashboard or the Square app on their own device, enter the email address they will use to log in.
Note: It is important to retain this for your records because this is the passcode your team member will use to access a point of sale with team management enabled.
Reporting
Enabling Team Permissions allows you to track sales when team members use their 4-digit passcode when processing Square sales.
To view your team’s individual sales report:
Visit the Reports tab from your online Square Dashboard and click Team Sales.
Select the date period and location that you’d like to view.
Click Filter By then tick Team Member (collected by).
Click All Team Members to select individual team members.
Learn more about Square’s advanced reporting options.
Activity Log
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, changes to tip settings 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’ll be able to see which team members are issuing refunds, comps, discounts, updating inventory and voiding transactions.