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Home>Team Management

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 $45/mo per location
Features    
Square POS integration ✔️ ✔️
Permissions
One set of permissions ✔️
Unlimited sets of permissions ✔️
Analytics & Reporting
Activity log 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. To create your owner passcode:

  1. From Staff > Team > Team Members list in your online Square Dashboard, click the account owner’s name.

  2. Under Permissions, click Edit.

  3. In the Credentials section, create a custom, 4-digit passcode or click Generate to create one at random.

  4. Click Save.

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.

Create a Team Member via Square Dashboard

  1. From the Team tab of your dashboard, click Create Team Member.
  2. Enter the team member’s name, email address and phone number. The team member ID is optional.
  3. Click Save.

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 Shifts, view time spent performing one or multiple job functions at your business.

Assign job titles and wages

  1. From your newly created team member’s profile, click Complete setup.
  2. On the Job title screen, toggle Overtime Exempt on/off and provide a primary job title and pay type (e.g. hourly vs salary).
  3. Based on the selected pay type, enter an hourly rate or annual salary and weekly hours.
  4. Click Save.

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 Square Shifts, select Add Another Wage to add another job title and pay type. They’ll 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.

Create a Team Member via Square POS app

  1. From the Navigation panel in your Square Point of Sale app, tap Team.
  2. Tap the ”+” icon to pull up the Create team member screen.
  3. Start by entering 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 Create job to assign them a newly created job title.
  5. 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.
  6. 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.
  7. Tap Personal passcode if you’d like to create and assign a custom passcode to the team member or choose to assign and pair a team member badge. Then tap Done. Note: An automatically generated passcode will be assigned to new team members, but you will always have the option to assign a custom passcode from this section. Visit our Support Centre to learn more about team member badges.
  8. 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).
  9. 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 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 online Square 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 customizable 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 reused with future team members performing the same functions.

Add custom permissions

  1. Log in to your online Square Dashboard and click Staff > Team > Team members.
  2. From your newly created team member’s profile, click Set up permissions.
  3. On the team member’s permissions screen, use the Permission Set drop-down menu to select Create new permission set.
  4. Enter a Permission set name.
  5. Toggle on Full access to enable all permissions, or use the permission grid to customize the permission set, and click Continue.
  6. 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 (meaning 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.
    • Dashboard: Allow this team member to sign in to your online Square Dashboard using their own email address and password.
  7. Click Save.

Note: Creating new permission sets is only available through the online Square Dashboard and can’t be done in-app.

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Team member invitation

Once you create a team member, Square sends this team member an email or SMS invitation for the team member 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 them 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.

Note: Invitations expire 30 days after being sent. Team member profiles cannot share an email address or phone number within the same Square account and must have unique contact information on file.

Edit or delete a permission set

  1. Log in to your Square Dashboard and click Staff > Team > Permissions.
  2. Select an existing permission set and make edits.
  3. Click Save. Any changes made apply to all team members assigned to the permission set.
  4. To delete a permission set, click Delete.

Note: If active team members are still assigned to this permission set, you’ll need to remove them from the permission set before you can delete it.

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 into 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.

Enable team permissions in your online Square Dashboard

  1. Visit Staff > Team > Permissions in your online Square Dashboard.
  2. Click Team Permissions and confirm the level of access and permissions. Click Continue.
  3. Create or generate a random team passcode for team members using a shared point of sale. Record and share this passcode with your team.
  4. Select the permissions that you’d like all team members to have. If a team member tries to access an area that you haven’t selected, they’ll need a passcode from a team member with the correct permissions enabled to proceed.
  5. Click Save.

Note: Team permissions can also be enabled when creating a team member for the first time.

Edit your team passcode from your online Square Dashboard

  1. Visit Staff > Team > Permissions.
  2. Select Team Permissions.
  3. Create or generate a random team passcode. Record and share this passcode with your team.
  4. Click Save.

Edit your team passcode from the Square app

  1. From the navigation menu, visit Settings > Security > Passcodes.
  2. Tap the existing Team Passcode.
  3. Enter your owner passcode.
  4. Enter your new team passcode and tap Save.
  5. Share the new passcode with your team.

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.

Enable passcodes in your Square Point of Sale

  1. From the navigation menu, tap More.
  2. Tap Settings > Security > Passcodes.
  3. Toggle on Allow Team Passcode. Note: An owner passcode or full-access passcode is required to turn this permission on.
  4. 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.
  5. Create a team passcode for team members using a shared point of sale, and select what you’d like to grant access to.
  6. Tap Save and 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.

Passcode requirements in your Square Point of Sale App

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.

  1. 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.
  2. From the navigation menu, tap ≡ More.
  3. Tap Settings > Security > Passcodes and toggle on Passcodes.
  4. Under Require passcode, select between After each sale and/or When backing out of a sale.
  5. Tap Timeout to select how long your point of sale can be inactive before locking.

Disable team passcodes in your Square Point of Sale App

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 in to the point of sale with a team passcode or personal passcode.

  1. From the navigation menu, tap More.
  2. Tap Settings > Security > Passcodes.
  3. Toggle off Allow Team Passcode.
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Deactivate/Reactivate Team Member

Deactivate a team member

If a team member leaves your business – either permanently or temporarily – you can deactivate their profile.

  1. From Staff > Team > Team members list in your online Square Dashboard, select a team member.
  2. Click the three dots to open the drop-down menu, select Deactivate Team Member and confirm your selection.
  3. Click Deactivate.

Note: Your team member’s information will not be lost or deleted once they’re deactivated, and they can be reactivated at any time.

Reactivate a team member

  1. From Staff > Team > Team members in your online Square Dashboard, click the Status filter and click Inactive.
  2. Click on the team member’s name.
  3. Click the three-dotted actions drop-down menu and select Reactivate Team Member.

Note: It’s 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:

  1. Visit the Reports tab from your online Square Dashboard and click Team Sales.

  2. Select the date period and location that you'd like to view.

  3. Click Filter By then tick Team Member (collected by).

  4. Click All Team Members to select individual team members.

Learn more about Square's advanced reporting options.

Activity log

Team Management - Activity Log - CA - EN

The Activity Log in your online Square Dashboard allows you to monitor sensitive actions taken by your team — such as processed refunds, updates to item inventory, comps/voids, 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 will be able to see which team members are issuing refunds, comps, discounts, updating inventory, and voiding transactions.

Learn more about: Team Management

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