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Custom Permission Sets

With Square’s Team Management custom permission sets, you are able to create multiple levels of access across all access points (e.g. Square Point of Sale app vs Square Dashboard). For example, you can create a separate Manager permission set with higher level access than a limited Cashier permission set.

As each business is different, you can choose exactly what you would like each of your team members to be able to access. To help get you started, here is a full breakdown of access points and the permissions a team member can be assigned.

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 4-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 into shared devices using a 4-digit passcode.

Mobile Point of Sale

Mobile Point of Sale allows team members to log into 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.
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 Checks 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.

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 Loyalty Report Allow team member to access Loyalty 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 Deposit Information Allow team member to order Square Card and view transfer information for the Square Card account.

Customers

Permission Description
View, Edit, Create and Delete Customer Directory Data Allow team member to create, edit, delete and message customers via Directory.
Import and Export Customers, and Define Custom Fields for Customer Profiles Allow team member to import and export customers in Dashboard.
Add and Remove Customer Cards on File Allow team member to add or remove a payment card on file for customers in Directory.
Update Customer Loyalty Status Allow team member to locate a customer in Directory and edit loyalty points outside of a sale.

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. (Dashboard Only)
For All Locations Allow team member to create, edit and delete items, categories, modifiers and discounts for all locations. (Dashboard and Point of Sale)

Online Store

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

Invoices

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

Timecards

Permission Description
Full Timecards Access Allow team member to view and edit timecard data for employees assigned to their specific location.

Team Management

Permission Description
Manage Team Members Allow team member to create new team members and assign them to specific permission sets and locations.
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.

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.

Marketing

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

Capital

Permission Description
Full Capital Access Allow team member to view, accept and monitor the status of Capital 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 3rd party business applications.
Create, Edit and Delete Business Locations Allow team member to view and edit business location information in Square Dashboard.
Customize Customer Directory Profile Options Allow team member to configure which fields are displayed on customer directory profiles.
Edit Business Receipt Information Allow team member to edit business receipt information.
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.
Fulfill 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.

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 will be able to call Customer Support and take limited actions on your account.

An Authorized Representative can:

Permission Description
Discuss specific transactions and deposits with Support Ability to discuss transactions, fees, deposits, 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.