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.
|Free for all locations
|$45/mo per location
|Square POS integration
|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:
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.
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.
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.
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.
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.
Deactivate/Reactivate Team Member
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.
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.