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Set up Team Members with Square for Restaurants

With Team Management, you can assign team permissions and view team activity reports. Square Shifts features allow you to track your team’s time, schedule shifts, view labour cost reporting and more. Team Management and Square Shifts are both available from Square Dashboard and Square for Restaurants Point of Sale.

Learn more about getting started with Team Managementand Square Shifts.

Note: Team Plus and Shifts Plus are both in the Square for Restaurants Plus plan. Review the full comparison of features between Square for Restaurants Free, Plus and Premium plans.

Create a new Team Member profile from Square Dashboard

  1. Log in to your online Square Dashboard and click Staff > Team >Team Members.

  2. Click + Team member. You can also create a team member in the Square Point of Sale app by tapping Team.

  3. Fill in the team member’s Profile. Enter the team member’s name, email address and phone number. The team member ID is optional, but we recommend filling it in. Note: An email address or phone number is required to send the team member an invite to set up their account. 

  4. Click Next.

Assign job titles and wages

On the Jobs screen, you can assign job titles and wages to track your labour cost and, if using Square Shifts, view time spent performing one or multiple job functions at your business.

  1. On the Jobs screen, provide a primary job title and pay type (hourly or salary). Note: If the job already exists, click Primary job title to access a drop-down menu of existing jobs.

  2. Based on the selected pay type, enter an hourly rate or annual salary and weekly hours.

  3. If the employee will have multiple jobs, click Add another job.

  4. Click Next.

Add permissions

On the Access screen, you can assign permissions to the team member. With permissions you can allow your team member to log in to the Square app to accept payments, clock in and out using the Square app or access your online Square Dashboard.

  1. From the Access screen, select an existing Permissionset or click Add permission set. Note: Custom permissions are available to Team Plus paid subscribers. Creating new permission sets is only available through the online Square Dashboard at the moment and can’t be done in-app.

  2. Click Locations to select the location your team member will work from. If you’re using multiple locations and want to give your team member permission for each, toggle on Assign to all current and future locations.

  3. Create a personal passcode the team member will use to log in and track time. You can customise this passcode or create it randomly by clicking Generate.

  4. Click Save & review.

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 paired to your business location.

If applicable, this team member will be invited via email or text message to create their own login for accessing online Square Dashboard and/or the Square Point of Sale app on their personal device. If using Square Shifts, team members will also have the option to download the Square Team App to clock in/out, view their hours worked via shifts, view their pay for the week and view/edit their team profile – all from their own iPhones or Android devices, at no additional charge.

Create a Team Member in the Square Point of Sale app

  1. From the navigation panel in your Square Point of Sale app, tap Team.

  2. Tap + to pull up the Create team member screen.

  3. Enter the team member’s name, email address and phone number.

  4. From here, tap Primary job title to assign the team member a job title or tap Createjob to assign them a new job title.

  5. Tap the back arrow to return to the Create team member screen and enter the team member’s hourly rate. Note: This field is not required to save your team member’s profile information.

  6. Tap Permissionset 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 in Square Dashboard.

  7. Tap Personalpasscode if you’d like to create and assign a custom passcode to the team member, then tap Done. Note: An automatically generated passcode will be assigned to new team members, but you’ll have the option to assign a custom passcode from this section.

  8. Tap Location to select the location(s) for the team member. If you’re using multiple locations and want to give your team member permission for each, toggle on 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 team member creation.

  9. After returning to the Createteammember screen and confirming all information is accurate, tap Save.

Multiple Job Titles

If a team member has multiple titles at your restaurant, you can track their time and hourly wage separately with Square Shifts. For example, let’s say one of your team members works as a waiter on Saturday and Sunday, but works as a bartender on Tuesday, Thursday, Friday – multiple job titles allows your team members to select a specific role when they clock in at the beginning of their shifts from the Restaurants POS app.

Multiple Job Titles

To set up multiple job titles for a team member:

  1. Head to Staff > Team >Team Members in your online Square Dashboard and select a team member.

  2. Under Compensation, enter a job title and wage.

  3. If they perform more than one job, click Add Job, then enter a job title and wage.

  4. Click Save.

Once you save your settings, the new job title(s) will reflect in the Restaurants App when your team member clocks in.

Note: A team member’s job title is not associated with any particular set of permissions and is only used to associate time worked with the correct job. To set permissions and limit account access, assign them a permission set from the Permissions section of your online Square Dashboard.

Read more about job titles and shifts with Square.

Team permission sets

Creating a permission set allows you to customise the level of access and limit actions your team members can take on both the Square for Restaurants app and online Square Dashboard.

Note:

  • Once you customise a permission set, each team member assigned to the permission set will have the same level of access.

  • A passcode is required to sign in to both Square for Restaurants Free and Restaurants Plus.

  • Custom permission sets are included within Restaurants Plus only. Compare Square for Restaurants and Restaurants Plus features.

  • If using Restaurants Free, either create a general ‘Team’ passcode, or apply the ‘Team Permission’ set to individual staff profiles.

What’s the difference between job title and permission set?

A Job Title refers to the name of a position with a corresponding wage. Once you create a job title, team members can choose their job titles at the beginning of their shifts when they clock in from the Square for Restaurants POS app – allowing you to track multiple labour costs using Square Shifts.

Assigning a permission set will determine your team member’s permissions. Team members can have multiple wages (with job titles), but only one permission set.

Create Permissions

  1. Visit Staff >Team > Permissions in your Square Dashboard.

  2. Click an existing permission set or click Add Permission set to create a new set from a starting point based on the intended level of access.

  3. Select an access level then click Next.

  4. Enter a name for the permission set, such as ‘Cashier’, ‘Manager’ or ‘Host’.

  5. Select all of the appropriate permissions for each permission set you create.

  6. Click Save.

Keep in mind, not every permission displayed in the permissions list is applicable to Square for Restaurants, and some of the language may appear slightly different in the permissions list – for example, ’open tickets’ is referring to ’bills’.

To help you navigate what your team permissions should be set to, check out this table with some of the most common team permissions we’ve seen restaurants use.

Permission Manager Bartender Waiter Runner/Barback Cashier
View All Completed Sales Transactions for All Team Members ON ON ON OFF OFF
Apply Restricted Discounts and Comps to a Transaction ON ON ON OFF ON
Cancel Transactions ON ON ON OFF ON
Configure Checkout Settings ON OFF OFF OFF OFF
Delete or Void Saved Items in Open Tickets ON ON ON OFF OFF
Items – For All Locations ON OFF OFF OFF OFF
Manually Adjust Taxes During a Transaction ON OFF OFF OFF OFF
View Cash Drawers ON OFF OFF OFF OFF
Configure Device Security Settings ON OFF OFF OFF OFF
Issue Refunds ON ON ON OFF ON
View All Open Tickets for All Team Members ON ON OFF OFF OFF
Reopen Closed Tickets* ON ON ON OFF ON
Full Invoices Access ON OFF OFF OFF OFF
View, Edit, Create and Delete Customer Directory Data ON OFF OFF OFF OFF
Settle All Transactions Awaiting Tip ON OFF OFF OFF OFF
Add and Remove Customer Cards on File ON ON ON OFF ON
Update Customer Loyalty Status ON OFF OFF OFF OFF
Transfer Funds Using Instant Transfer ON OFF OFF OFF OFF
View Expected Amount in Cash Drawer ON ON OFF OFF OFF
View All Sales Reporting and Transactions on Dashboard ON ON ON OFF ON

*When Reopen closed bills is enabled, team members can reopen tickets they own. To allow a team member to reopen tickets owned by other team members, enable View all Open Tickets For all Team Members.

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