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Home>Team Management

Custom Permissions

With custom permissions, you’re able to create multiple levels of access across all access points (e.g. Square Point of Sale app vs Square Dashboard). Once you add your first team member in the Team section of your online Square Dashboard, you’ll have access to a single customizable permission set called Team Permissions. If you have a Team Plus, Square for Restaurants Plus, Square for Retail Plus or a Square Appointments Premium subscription, you have access to additional permission sets you can customize for different functions on your team.

Access Points

Access points are the different outlets from which you and your team members can access Square’s features. For example, team members who use a four-digit passcode to access Point of Sale are using the Shared Point of Sale access point. To learn more about each access point, refer to the definitions below.

Shared Point of Sale

Shared Point of Sale allows multiple team members to log in to shared devices using a four-digit passcode.

Mobile Point of Sale

Mobile Point of Sale allows team members to log in to a point of sale on their own device and access anything they have permission to do (e.g. take a payment). This is helpful when your team needs to take payments on the go.

Dashboard

Dashboard access allows team members to have an account to access the Dashboard, but only access the actions they have permissions for.

Full Access

Full Access enables all permissions except managing transfers and bank accounts. Only the account owner can manage transfers and bank accounts. Learn more about full access permissions.

Permissions

Checkout

Permission Description
Take Payments Allow team member to take payments.
Take Itemized Payments Allow team member to add items to a sale and charge.
Manually Enter Custom Amounts Allow team member to add custom amounts to a sale and charge. Note: Team members that do not have this permission assigned will be required to key in a manager passcode on the point of sale to proceed with a custom amount transaction.
Use Virtual Terminal Allow team member to take payments using the Virtual Terminal.
Cancel Transactions Allow team member to use 4-digit passcode to cancel payment.
Manually Adjust Taxes During a Transaction Allow team member to adjust taxes for any sale in progress.
Manually Adjust Automatic Gratuity Applied to a Transaction Allow team member to configure automatic gratuity, overriding any default gratuity settings. (Restaurants Only)
Apply Restricted Discounts and Comps to a Transaction Allow team member to use 4-digit passcode to apply passcode-protected discounts to a transaction.
Add Customer to a Sales Transaction Allow team member to add an existing customer from the directory to a sale.
Open Cash Drawer Outside of a Transaction Allow team member to open a connected cash drawer without running a transaction.
View All Open Tickets for Individual Team Member Allow team member to view their own individual open tickets.
View All Open Tickets for all Team Members Allow team member to view all open tickets, including those assigned to other team members.
Delete or Void Saved Items in Open Tickets Allow team member to remove an item from any saved Open Ticket.
Reopen Closed Bills Allow team member to reopen a previously closed check. (Restaurants Only)

Orders

Permission Description
Full Orders Access Allow team member to view, edit or cancel any order from the Orders applet in Point of Sale.
Pause Orders & Update Prep Times Allow a team member to pause orders, enable Busy Mode, and update location prep times.

Transactions

Permission Description
View all Completed Sales Transactions for all Team Members Allow team member to view all transactions.
Settle all Transactions Awaiting Tip Allow team member to view and settle all transactions awaiting a tip.
Issue Refunds Allow team member to refund a transaction to the original or an alternate payment method.

Reports

Permission Description
View Sales Reporting Allow team member to view limited or detailed sales reporting from either Point of Sale or Dashboard.
View Limited Sales Reporting (POS Only) Allow team members to view aggregate sales data for only the past 90 days, and restrict team members from seeing full historical data, comparison charts and trends over time.
View Detailed Sales Reporting (POS and Dashboard) Allow team members to view sales totals for any custom date range, view historical sales data and see sales totals per item and team member.
Run Close of Day Report Allow team member to access and run Close of Day report from Account in Restaurants Point of Sale.
View Disputes Reporting Allow team member to access Disputes reporting within Reports.
View Cash Drawer Reporting Allow team member to view Cash Drawer Reporting, as well as start, end and view expected amount in cash drawer.
View Expected Amount in Cash Drawer Allow team member to view specific Expected Amount when reviewing cash drawer details.

Balance

Permission Description
View Bank Account Information for Assigned Locations Allow team member to view bank account information for their assigned locations.
Configure Transfer Schedule Allow team member to access transfer settings in Dashboard.
View Transfer Reporting Allow team member to view transfer reporting in Dashboard.
Transfer Funds Using Instant Transfer Allow team member to push a pending balance to a linked debit card for immediate access.
Order Square Card and View Square Card Transfer Information Allow team member to order Square Card and view transfer information for the Square Card account.

Customer Directory

Permission Description
Manage Customer’s Cards on File Allow team members to view, add or remove a payment card on file for customers in Directory.
View Customers Team members can view customer information, such as cardholder name, card brand and the last four digits of the payment card.
View Customers phone, email and/or address Team members can customer contact information.
Access Customer Directory Allow team members to access your customer directory.
Access Customer Feedback Allow team members to view customer feedback.
Select Customers in Bulk Allow team members to select multiple customers at once for several actions, such as delete, merge and adding group members.
Import Customers Allow team members to import customers online and create new customer profiles.
Export Customers Allow team members to export customer data.
Manage manual and smart groups Allow team members to view, create and take action on manual groups and smart groups in your directory.
Merge Customers Allow team members to merge duplicate customer profiles and data into one profile. This permission will be on by default.
Update Customers Team members can edit customer profile information.
Delete Customers Team members can delete customer profiles.

Items

Permission Description
For Assigned Locations Allow team member to create, edit and delete items, categories, modifiers and discounts that are assigned to their specific location as well as manage gift cards. (Dashboard Only)
For All Locations Allow team member to create, edit and delete items, categories, modifiers and discounts for all locations as well as manage gift cards. (Dashboard and Point of Sale)

Square Online

Permission Description
Full Square Online Access Allow team member to access Square Online via Dashboard to perform all actions related to managing the online site.

Square Online Checkout

Permission Description
Checkout Link Create and Edit Access Allow team members to create and edit Checkout links. Team members can also edit settings in Online Checkout.
View Checkout Link Transactions Enable Transactions permission to allow team members to view Online Checkout transactions.

Invoices

Permission Description
Full Invoices Access Allow team member to create, edit and send invoices to customers.

Shifts

Permission Description
View timecard reports Allow team members to view, edit and create past shifts for team members, as well as edit timecard settings.
Create, edit and publish schedules Set team members’ availability and approve open shift claims and shift swaps and allow team members to create, edit and publish schedules.
Manage time enforcement settings Allow team members to adjust scheduling, break and Team app enforcement settings.
Allow early and unscheduled clock-ins Allow team members to override clock-in and break time tracking settings.
Manage availability Allow team members to manage availability for other team members through the online Square Dashboard.
Full Timecards Access Allow team members to view and edit timecard data for employees assigned to their specific location.
Manage tip settings Allow team members to choose the tip distribution method and declare cash tips.
Commissions Manage commission settings & rates for team members across all locations. Learn more.

Note: Square Shifts Plus subscribers receive access to a second customizable permission set in addition to basic team permission access. This custom permission can be assigned to multiple employees and used to give your team access to complete certain tasks, like approving timecards or managing schedules. This second customizable permission set is not available to users of the free version of Square Shifts. Learn more about creating and assigning permissions with Team Management.

Team Management

Permission Description
Manage Team Members Allow team member to create new team members, assign them to specific permission sets and locations, pair team member badges to their profiles and view team member documents.
Add, Edit and Remove Team Members Allow team member to create and edit existing team members.
Create, Edit and Delete Permission Sets Allow team member to create and edit permission sets assigned to team members.
View team member documents Allow team member to view documents in all team members’ profiles.
Manage team member documents Allow team member to view, upload, download, rename and delete documents in all team members’ profiles.

Appointments

Permission Description
View Personal Calendar Allow team member to access their own calendar in Appointments or Dashboard.
View All Team Member Calendars Allow team member to access all staff members’ calendars in Appointments or Dashboard.
Configure Appointment Settings Allow team member to access and manage the Online Booking site, as well as settings.

Loyalty

Permission Description
View Loyalty Program Reporting Team members can access detailed loyalty program performance and customer engagement reporting.
View Loyalty Program Settings Team members can view the Loyalty tab of your online Square Dashboard but will not be able to edit or change information.
Edit Loyalty Program Settings Team members will be able to edit points after purchase and terminology, earning points and redeeming rewards, collect email addresses and view suspicious activity.
Manage Loyalty Promotions Team members will be able to view a Loyalty summary and related Loyalty activity in customer profiles.
View Customer Account Loyalty Information Ability to view points, Loyalty status, payment cards and phone numbers.
Edit Customer Loyalty Account Information Includes customer account actions such as adjusting points, sending Loyalty status, viewing expiring points, managing payment cards, updating phone numbers, transferring accounts and deleting accounts.

Marketing

Permission Description
Full Marketing Access Allow team member to create, design and send marketing campaigns to existing customers.

Capital

Permission Description
Full Square Loan Access Allow team member to view, accept and monitor the status of Square loan offers.

Account & Settings

Permission Description
Manage Subscriptions to Square Services Allow team member to subscribe to or cancel subscriptions.
View and set up Integrations in the App Marketplace Allow team member to access Apps in Square Dashboard and set up integrations with third-party business applications.
Create Business Locations Allow team member to create business locations in Square Dashboard.
Customize Customer Directory Profile Options Allow team member to configure which fields are displayed on customer directory profiles.
Edit Business Information Allow team member to edit business information in Square Dashboard.
Edit Account Email Notifications Allow team member to edit account email settings.
Edit Business Tax Information Allow team member to edit account tax settings, including taxpayer info.
Fulfil Buyer Data Requests (CCPA/GDPR) Allow team member to manage data protection obligations, including deleting buyer information from the directory.
Review and Authorize/Reject Risky Transactions Allow team member to access Risk Manager on Dashboard.
Manage Documentation for Business Risk Profile (Square Secure) Allow team member to manage personal/business documentation in Square Secure.
Create, Edit and Delete Devices Allow team member to create and name new devices, as well as generate device codes and distribute via email.
Configure Device Security Settings Allow team member to access and edit security settings in-app.
Configure Checkout Settings Allow team member to manage all settings under the Checkout Options tab.
Configure Order Settings Allow team member to edit order settings.
Configure Hardware Settings Allow team member to manage all settings under the Hardware tab.
Enable Team Member Time Tracking Allow team member to turn time tracking on or off.
Configure Service Settings Allow team member to configure service settings for Square for Restaurants.
Allow Signing out of Shared Points of Sale Allow team member to completely sign out of the app.

Remove Permissions

To remove a permission for a team member:

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

  2. Select the name of the team member that you wish to remove a permission for.

  3. Within the Permissions section of their profile, select Edit.

  4. Click Remove Permissions.

Auditing Permissions

To ensure that your team has the correct permissions and access levels to your business and Square account, it’s recommended to review your team member’s assigned permissions to confirm that they only have access to what they need.

  • Review each permission set from the Permissions section of your online Square Dashboard, ensuring that each permission has the right level of access for the intended role. Click the number in the Team Members column to check that the right team members are assigned to that permission set. If team members need to be assigned to a different permission set, do so by selecting their name from the Team tab to reassign the correct one.

  • In addition to team permissions, consider using additional permission sets for team members with managerial roles such as a manager or shift leader. You can create a second permission set from the Team section of your online Square Dashboard. If you don’t have a plan that includes additional custom permission sets, consider subscribing to Team Plus, which will give you unlimited custom permission sets to create as many levels of access as you need.

  • Once you have created the right permission sets, ensure all team members are assigned to the appropriate one. You can assign permissions from the Team section of your online Square Dashboard.

  • Deactivate team members that are no longer part of your team. Your team member’s information will not be lost or deleted once you deactivate them, and you can reactivate them at any time.

Authorized Representative Access

An Authorized Representative is any team member or associate you’ve designated to have access to some of your account information and transaction details. Once someone has been added to your account as an Authorized Representative, they’ll be able to call Customer Support and take limited actions on your account.

An Authorized Representative can:

Permission Description
Discuss specific transactions and transfers with Support Ability to discuss transactions, fees, transfers, customers, subscriptions and other account-specific details.
Update your business information Ability to request Square update the business’s Merchant Category Code (MCC), shipping address and public profile.
Remove an old bank account Ability to request Square remove an old bank account if a new account has been added.

Learn more about: Team Management

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