Team member timecard reporting
Timecards help you manage your team members – including total hours worked, breaks, notes and labour cost. With these tools, you can view performance insights for all of your team members. Learn more about creating and managing timecards with Square.
From your online Square Dashboard, you can modify shifts, view and export time tracking reports and clock team members out if they forget.
Below is a rundown of the Shifts section of your Dashboard.
Workday overview
In the Workday tab, you’ll see a single day’s worth of team member activity. This includes every shift started within the selected workday, breaks, notes and whether any shifts for that day included overtime. Shift errors, overtime and violations to your set break rules will be marked red.
Timeline overview
From the Workday timeline, you can view, create, edit and delete shifts. Use the date and location filters to find the shifts that you’re looking for. The timeline shows you shifts a workday at a time.
Estimated labour cost calculations, which include overtime calculations, will be listed next to each team member’s name, reflecting their total estimated wages for the time frame. Labour cost estimates are only visible through our online Square Dashboard, will not appear in printed shift reports and will not factor in unpaid breaks. Estimated labour cost totals for your team across your entire work week are also visible from Schedule > Shifts in your online Square Dashboard.
View, Edit and Export Team Member Shifts
To view a single shift:
Visit the Workday section of your online Square Dashboard > adjust the date and location filters to find the shift that you’d like to view.
Locate and select the shift.
Here, you’ll see total hours worked in that shift, paid hours, breaks, notes and labour costs.
To view and export a team member’s shift history for a period of time:
Visit the Labour & tips section of your online Square Dashboard > adjust the date and location filters.
Click on the team member’s name.
Select a shift to view its details.
Click Export Shifts to download a .CSV file of the report for that team member.
To edit a team member’s shift:
Visit the Workday section of your online Square Dashboard > adjust the date and location filters to find the shift that you’d like to edit.
Locate and select the shift.
Adjust the shift details such as clock in/out time, breaks and jobs worked.
Click Save.
If a team member forgets to clock out in the Square Point of Sale and is unable to do so using the Square Team App, you have the ability to clock them out from your online Square Dashboard. To clock a team member out:
Visit the Workday section of your online Square Dashboard > adjust the date and location filters to find the shift that you’d like to edit.
Select an open shift.
Click Clock out.
Enter your team member’s clock-out time.
Click Save.
Print workday summary from Point of Sale
When clocking out of a shared point of sale, team members have the option to print their workday summary – which includes clock-in and clock-out times, breaks and total paid hours.
To do so:
From the Checkout screen of the Square app, tap Clock In/Out.
Enter your four-digit personal passcode.
Tap End Shift.
Below the workday summary, select Print.
Note: While breaks are listed on the printed workday summary, they’ll not be displayed on the clock-out screen.
Overtime alerts
Shifts that go into overtime and double-time are flagged with the specific reason and marked in red. To view and adjust overtime settings, as well as find information on your local overtime rules, go to Settings > Overtime.
Break violation alerts
If a team member’s break is too long or short, it’ll be marked in red in your shift reports after two minutes following the violation.
To view and adjust break settings, as well as find information on your local meal and rest period rules, go to Settings and visit Overtime or Breaks.
Labour Cost
Review total hours and labour costs necessary to pay your team members. If your team members are working multiple jobs at different wages, overtime will be calculated using the weighted average of the total normal earnings divided by the total hours worked.
Regular hours: Hours worked at a team member’s wage according to their job title.
Overtime hours: Defined by your local rules, overtime hours are typically paid at 1.5x the team member’s hourly wage.
Double-Time Hours: Defined by your local rules, overtime hours are typically paid at 2x the team member’s hourly wage.
Paid hours: Total paid hours for the selected date range.
Paid Breaks: Total paid breaks based on local rules and your break settings for the selected date range. Paid breaks will count towards overtime calculations.
Unpaid breaks: Total unpaid breaks based on local rules and your break settings for the selected date range. Unpaid breaks do not count towards overtime.
Total Labour Cost: Total labour cost for the selected date range.
Note: Overtime for team members with multiple wages is based on the team member’s blended rate. A blended rate is the weighted average of the total normal earnings divided by total hours worked. For compensation, the team member is paid .5x this rate for their overtime premium.
View and export Labour costs
To view and export a team member’s payroll and labour costs for a period of time:
Visit the Labour & tips section of your online Square Dashboard > adjust the date and location filters.
Click on the team member’s name.
Select a timecard to view its details.
Click Export labour cost to download a .CSV file of the report.
Roster Reporting
Included in Square Shifts Plus, Shift reporting allows you to view how your rostered hours compare to the actual hours your team members worked. In both Workday and Labour & tips, you can view: upcoming scheduled shifts, as well as alerts for early, late and no-show clock-ins. As a reminder, you can access Shifts Plus scheduled features through a standalone Shifts Plus subscription, as well as through an Appointments, Retail Plus or Restaurants Plus subscription.
View and export shift history
To view and export a team member’s timecard history for a period of time, including notes:
Visit the Labour Cost section of your online Square Dashboard > adjust the date and location filters.
Click on the team member’s name.
Select a timecard to view its details.
Click Export shifts to download a .CSV file of the report.
Labour vs Sales reporting
With Square’s Labour vs Sales reporting, you can compare your hourly labour costs to your net sales in one report. When you’re able to compare your cost of labour with your sales, you can make smart business decisions in an instant – like optimising your staffing rosters to ensure that the right number of team members are rostered for peak times. In order to use Labour vs Sales reporting you must be subscribed to Square Shifts Plus, and your team members must have a wage assigned to them.
To compare your cost of labour with your sales:
Visit Reports > Labour vs Sales in your online Square Dashboard.
Filter your report by day, week, month, team member or location.
Click Export to download a .CSV file.
Note: Your team members will need to clock in and out for a few days before there’s enough data for the report. Shifts that were created prior to adding wage information to a team member will not populate retroactively.
Unsupported methods
Timecards with Square Shifts do not currently support the following features or time-tracking methods:
Adding breaks to the roster view in your online Square Dashboard
Automatic breaks
Disclaimer: This article does not constitute legal advice. Please consult a lawyer or an employment professional if you have questions about Australian labour laws, overtime, breaks or your obligations as an employer.