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.
In the free plan, your team members can clock in/out at your point of sale. You can also track time using timecards and secure and restrict sensitive areas of your Point of Sale and online Dashboard, at no additional cost. To get started in the free plan, simply add your first team member.
By upgrading to Team Plus, you have access to advanced features, such as unlimited sets of permissions, activity log by team member, sales reporting by team member, labour cost vs sales reports, multiple wages and more. Start a 30-day free trial here.
|Team Management||Team Plus|
|Pricing||Free for all locations||£20/mo per location|
|Prevent Early Breaks||-||✔️|
|Prevent Early/Unscheduled Clock-Ins||-||✔️|
|Square POS integration||✔️||✔️|
|Break violation reporting||-||✔️|
|Multiple wage rates||-||✔️|
|One set of permissions||✔️||-|
|Unlimited sets of permissions||-||✔️|
|Analytics & Reporting|
|Activity log by team member||-||✔️|
|Sales reporting by team member||-||✔️|
|Aggregate Sales vs Labour reporting||-||✔️|
|Individual Sales vs Labour reporting||-||✔️|
|Scheduled vs Actual reporting||–||✔️|
|Direct attribution tip reporting||✔️||✔️|
Step 1. 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.
Step 2. 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’s 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 Team 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 Team Plus.
Step 3. 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 dashboard and the Square Point of Sale, Appointments, Retail, Restaurants and Invoices apps.
With permissions, you’ll have the option to assign permissions to your team members to limit their access to your Square account. There are two types of permissions – Team Permissions and custom permissions.
Team Permissions vs Custom Permissions
Team Permissions is the default permission set available when you use the free tier of Team Management. You can customise the level of account access for this permission set, and assign it to as many employees as you want.
Custom permissions are any additional permission sets you create beyond Team Permissions. These additional permission sets are fully customisable and can be made specific to individual team members. For example, they allow you to give different permission sets to a manager, an accountant, and a cashier.
📌 Adding custom permissions requires subscribing to Team Plus.
Permission sets can be created for individual team members based on their specific duties and be re-used with future team members performing the same functions.
Step 4. 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 in to 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.
Step 5. Setting up Team Management in SPOS
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, comps/voids, updates to item inventory 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.
Shift Scheduling with Team Management
We know that having clear visibility into daily operations and labour costs is a critical part of managing a business. With Square Team Management and Team Plus Shift Scheduling, you have access to a one-stop-shop where you can create, manage and publish schedules for yourself and your entire team. Shift Scheduling with Team Management provides you with the tools you need and automatically integrates with your existing Point of Sale to ensure a simple and smooth approach to managing your day-to-day staffing needs.
Learn more about Shift Scheduling with Team Management.
Commission Rates with Team Plus
Square allows you to assign unique commission rates to each of your team members based on services or item sales. Commission is assigned to team members based on sale attribution, and is summarised in the Team Sales Report. Learn more about setting up commission tracking.