Set Up Your Team with Square for Retail
Square for Retail Plus includes Square Shifts and Square Team Management. If you need access to more advanced staff tools, such as unlimited permission sets and team badges, you can sign up for Team Plus separately. If you need advanced time tracking, scheduling more than 10 days out and commission tracking, you can subscribe to Square Shifts Plus. Learn more about Square for Retail.
Create a New Team Member Profile
From Staff > Team >Team Members list in your online Square Dashboard, click Create Team Member.
Enter the member’s name and personal information > Save. Note: An email address or phone number is required to send the team member an invite to set up their account.
Under Compensation, select whether this team member is exempt from overtime. This is only necessary if you’re tracking time with Square Shifts. Assign or create a job title and enter their wage.
To allow your team member to log in to the Square app to accept payments, clock in/out using the Square app and/or access the online Square Dashboard, click Enable Permissions and select or create a permission set from the drop-down menu.
To allow your team member to sign in to the Square app and clock in/out using a passcode, enter a custom four-digit passcode or click Generate to create one at random.
Enter the email address they’ll use to log in. This will send the team member an invitation to create a password for their account.
If a team member has been given access to both the shared point of sale and online Square Dashboard, they’ll need a Personal Passcode and an email address they’ll use to sign in.
Once finished, click Save.
If applicable, this team member will be invited via email or SMS message to create their own login for accessing the online Square Dashboard and/or the Square Point of Sale app on their personal device.
Team members can be given point-of-sale permissions, can track their time and can power labour reports.
Create a New Team Permission Set
Sign in to Staff > Team in your online Square Dashboard > Permissions.
Click Create Permission Set > enter a permission set name (e.g. Cashier, Manager, Delivery Driver).
Check the box for every permission you’d like to give a team member access to.
Click Continue > Select where you’d like to give the team member access:
Shared Points of Sale: Allow this employee to access your Point of Sale using a four-digit passcode (e.g. multiple employees sharing the same point of sale).
Mobile Point of Sale: Allow this employee to sign in to the Square app using their own email address and password on their own device (e.g. employees taking payments on the go).
Dashboard: Allow this employee to sign in to your online Square Dashboard using their own email address and password.
Once created, any team member can be assigned to this permission set from their profile.
Keep in mind, not every permission displayed in the permissions list will be applicable to Square for Retail.
Check out the table below with some of the most common team permissions we’ve seen retail businesses use.
|View all completed sales transactions for all team members||ON||OFF|
|Apply restricted discounts and comps to a transaction||ON||OFF|
|Configure checkout settings||ON||OFF|
|Items – for all locations||OFF||OFF|
|Manually adjust taxes during a transaction||ON||OFF|
|Full invoices access||ON||OFF|
|View, edit, create and delete customer directory data||ON||OFF|
|Update customer loyalty status||ON||OFF|
|Transfer funds using instant transfer||ON||OFF|
|View all sales reporting and transactions on Dashboard||ON||ON|
Once you’ve set up your team members and permission sets, you can schedule their time using Square Shifts. To enable Square Shifts, you can choose the free or paid tier from the Shifts section of your Dashboard. Make sure to head to your online Square Dashboard to enable on your device settings.