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Home>Team Management

Add a Full Access Team Member or Authorized Representative

Sometimes you may want someone other than the account owner to manage specific tasks or reach out to Square Support. You can grant your team members account access by adding them as Full Access Team Members or Authorized Representatives.

If you need someone to be able to discuss account-specific details with Square Support and for them to have access to certain Dashboard functions, you can make them both an Authorized Representative and a Full Access Team Member. 

Full Access Team Member vs. Authorized Representative

Account Owner Full-Access Team Member Authorized Representative
Contact Square Support for general guidance – no account-specific details ✔️
Get help with a Square Shop order, or applying a redemption code ✔️ ✔️
Ask Support general questions about Square Loans – not offer-specific ✔️ ✔️
Communicate and take action on Square loan offer ✔️
Discuss account-specific details with Support: transactions, transfers, fees, customers, subscriptions ✔️ ✔️
Ask Support to update business information ✔️ ✔️
Request that Square remove an old bank account if a new account has been added ✔️
Add, remove or edit bank account linked for transfers ✔️
Manage and access sales reports ✔️ ✔️
Receive emailed reports ✔️ ✔️
Manage team members and permission sets ✔️ ✔️
Update shift availability ✔️ ✔️
Enable a Team Passcode ✔️ ✔️
Make appointments for other staff members ✔️ ✔️
Add Authorized Representatives ✔️
Perform API OAuth ✔️

Team members who are not authorized representatives do not have access to account-specific details when contacting Square Support. Granting someone full access does not automatically make them an authorized representative. 

Full Access Team Member

A Full Access Team Member is any team member you can assign a permission set to that is configured as full access in your Square account for your online Square Dashboard and Square Point of Sale app.

These team members will be granted all permissions except adding or editing bank accounts for transfers, adding authorized representatives and performing OAuth for Square APIs – only the account owner can perform these tasks.

Authorized Representative

An Authorized Representative is a team member or associate who has access to some of your account information. Once you add someone as an Authorized Representative, they can call Square Support on your behalf and:

  • Discuss transactions, transfers and other account-specific details.

  • Ask Square to update your business’s Merchant Category Code (MCC), shipping address and public profile.

  • Request that Square remove an old bank account if a new account has been added.

  • Communicate regarding a Square Loan, excluding taking any action regarding an offer or Loan.

As a reminder, per Square’s Terms and Conditions that you agreed to, you are fully responsible for all activity that occurs under your Square account, including any actions taken by persons to whom you have granted access to your Square account.

Note: In order to sign in to your online Square Dashboard, authorized representatives must also be assigned a team member permission set with online Square Dashboard Access. There is no cost to adding authorized representatives or team members to your account unless they are assigned a customTeam Management permissionsset available to Team Plus subscribers.

Add a Full Access Team Member

To create a new Full Access Team Member:

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

  2. Select a current team member profile or create a team member profile.

  3. Under Permissions, click Edit. If you’re adding permissions for a new team member, select or Enable Permissions.

  4. Select Team Permissions or create a new permission set. Note: If you’re creating a new permission set, you’ll need to add a name for the permission set.

  5. Enable Full Access

  6. Create or generate a passcode and enter the email address for the team member, then select Save.

Add an Authorized Representative

To add an Authorized Representative from your online Square Dashboard:

  1. Sign in to Settings > Account & Settings in your online Square Dashboard and select Business information > Business security.

  2. Click Add Authorized Representative. If you are creating an Authorized Representative for the first time, click Create Authorized Representative.

  3. Select an existing team member or add a new team member by filling out the form with their name and email address or mobile phone number. Note: The person you add as an Authorized Representative will receive a notification via email or SMS message to their mobile phone, depending on the information entered. Only one piece of contact information is required, though.

  4. From here, choose the location(s) the Authorized Representative can discuss.

  5. Click Save.

To add an Authorized Representative from the Square Point of Sale app:

  1. Sign in to the app and select Team.

  2. To add a new team member, select the + icon and fill out the team member’s profile details. Toggle on the Authorized Representative option > Save.

  3. If choosing an existing team member to be an Authorized Representative, select a team member name from the list and click the Edit button on their profile. Toggle on the Authorized Representative option > Save.

Note: An email address or phone number is required to be added as an Authorized Representative. You must include a mobile phone number if you want Authorized Representatives to receive their verification code via text message instead of email. Verification codes cannot be sent to landlines.

You’ll also receive an email notification confirming you took this action on your account.

Remove Authorized Representative

To remove an Authorized Representative from your online Square Dashboard:

  1. Sign in to Settings > Account & Settings in your online Square Dashboard, and select Business information > Business security.

  2. Select the Authorized Representative you want to deauthorize.

  3. Click Remove.

To remove an Authorized Representative from the Square Point of Sale app:

  1. Sign in to the app and select Team.

  2. Select the team member in question from the list, and select the Edit button on their profile. 

  3. Toggle off the Authorized Representative option > Save.

Deactivating an Authorized Representative’s profile from the Team tab of your online Square Dashboard will also remove them from your Authorized Representative list.

Learn more about: Team Management

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