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Get Started With Your Customer Directory

This article will provide a brief overview of the Customer Directory, giving you the basic information you need to get started on advanced features.

How It Works

Square’s Customer Directory is a customer relationship management (CRM) tool where you can store customer information, view how they interact with your business, and engage with them — all in one place. If a customer pays with cash, cheque, or another form of tender that isn’t a debit or credit card, you can still associate their payment with a new or existing customer profile.

If you have an existing customer list, you can create customer profiles individually or in bulk using a CSV file import to your online Square Dashboard.. Learn about importing customers online.

Customer Directory Filters

Your Customer Directory has filtering options that allow you to view customer information in greater detail. Filters you can apply range from items purchased, payment frequencies, locations visited, and more. To apply filters and view specific data:

  1. Go to the Directory tab in the Customers section of your online Square Dashboard.

  2. Select Filters.

  3. Once your filters are applied, click View Customers to see the customers that fall within the criteria set by your filters.

Note: You can apply filters through both your online Square Dashboard and your Point of Sale app. However, not all filters are available through your app at this time. A more comprehensive list of customer filters are available through your online Square dashboard.

Customer Profiles

Square helps your directory grow by creating Instant Profiles from card sales that contain a customer’s basic information. You can then add information customers choose to share with you, for example, their email address or phone number, to enhance these profiles on your own.

Note: Within the customer list in your Square App, you can view customer’s email and phone numbers, without the need to view their profile.

Customer profiles include the following sections:

Field Description
Edit Customer Allows you to add and update personal information for the selected profile.
••• Click the three-dotted icon (•••) at the bottom of the profile to Add Note, Add Card, Merge with another Customer, Upload File, Send Message, Delete Customer, and more.
Personal Information Save and view a customer’s name and other information the customer chooses to provide, including contact information, along with their address, birthday, and any information from custom fields.
Marketing Displays subscribed or non-subscribed email status.
Cards on File Securely store a customer’s payment card information for future payments.
Loyalty If you’re using Square Loyalty, you’ll be able to view a customer’s status and activity, along with the ability to adjust stars, manage linked cards, and update their loyalty phone number.
Invoices Draft, outstanding, or paid invoices. You can also create or view invoices for that customer.
Notes Add timestamped notes and set reminders for yourself.
Files Upload files and photos to your customer’s profile to keep any relevant documents in one place. Only upload files you have the rights to use. Files cannot be larger than 20MB. Supported file types: .pdf .gif .jpg .jpeg .png.
Buyer Summary View customer details, including their average spend, total visits, and frequency.
Coupons and Rewards View and manually expire any coupons and rewards associated with a customer.
Appointments If you’re using Square Appointments, you’ll be able to view upcoming and past appointments, along with the ability to book future appointments for a client.
Activity View the customer’s activity at your business, including purchases, Feedback sent about your business, Square Loyalty activity earned, and Square Marketing campaigns received.
Additional Information Includes information on when and how this customer profile was created.

Within each customer profile, you will find cards, or sections, that contain related information. For example, you may have a section in a customer’s profile for Loyalty, which would contain information related to that customer’s participation in your loyalty program. Or maybe a customer has several coupons, and those will now be organised under a coupon card.

Instant Profiles

Instant Profiles are customer profiles that are automatically created following a transaction. If a customer’s name is collected from their payment card and a matching profile doesn’t already exist within your directory, Square will create an Instant Profile. Future purchases made with that card will update the customer’s profile with new transaction details and other activities with your business.

Instant Profiles appear in the Instant Profile group in your Customer Directory and can be filtered by using the creation source filter and selecting Instant profile (via payment).

Customer Groups at a Glance

All Customers

This group represents all the customers saved in your directory.

Instant Profiles

Square automatically creates records for any customer that makes a purchase at your business with a credit or debit card. These customer records will, at minimum, include the first last name shown on their payment card, and that customer’s payment history. You won’t always be able to see your customers’ email addresses for these types of profiles, but you can send them an email through a Square Marketing campaign if they provided consent to subscribe to email marketing from your business. Learn more about our Privacy and Security Policy.

Subscribed Customers

A subscribed customer is a customer that has provided explicit consent to receive marketing emails from your business.

If you’ve collected customer email addresses through Square from (but not limited to) sending digital receipts, Invoices, Appointments or Loyalty — the customer cannot receive Square Marketing email campaigns unless:

  • You’ve separately collected and recorded the customer’s explicit consent,
  • You’ve manually imported an existing database of customers who have consented to receiving marketing emails from your business, or
  • Your customer has used one of Square’s customer information collection tools.
  • Subscribers to Square Marketing are billed based on the number of customers that exist in their Subscribed Customers group. Learn more about Square Marketing pricing.

Smart Groups

Categories used to automatically group your customers based on their visit frequency or engagement with your business. Smart Groups are dynamic, and the list of customers within them may change over time as customers meet the criteria for the group. Two smart groups are included by default in your Customer Directory: Regulars and Lapsed customers. Using filters, you can create customised Smart Groups that meet the criteria of your choosing.

Regulars Group

A Smart Group that includes your most loyal, frequent customers. By default, this group is set to collect customers who’ve visited your business three times in the last six months. You can edit the settings of this group by clicking Actions > Edit Group in your directory.

Lapsed Group

A Smart Group that includes customers who were regulars, but haven’t visited in the last six weeks. You can edit the settings of this group by clicking Actions > Edit Group in your directory.

Now that you have an understanding of how profiles work, learn how to manage customer profiles in your directory.

Customer Directory Permissions

When using Square’s Team Management service, you can assign roles and permissions to your team members so they can take action in your Customer Directory. Actions your team members can take range from creating customer profiles, merging duplicate profiles in bulk, and more.

By default, customer contact info such as email address, physical address, and phone number will be turned on for your team by default if you have assigned custom permission sets. You can give your team the ability to view and edit this information by enabling this permission with Team Management.

Learn more about: Customer Directory

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