Setting Up Your Team Members with Square for Restaurants
With Team Management, you can assign team permissions and view team activity reports. Square Shifts features allow you to track your team’s time, schedule shifts, view labour cost reporting and more. Team Management and Square Shifts are both available from Square Dashboard and Square for Restaurants Point of Sale.
Note: Team Plus and Shifts Plus are both in the Square for Restaurants Plus plan. Review the full comparison of features between Square for Restaurants Free, Plus and Premium Plans.
Create a New Team Member Profile from Square Dashboard
Log into your online Square Dashboard and click Staff > Team > Team Members.
Click + Team member. You can also create a team member in the Square Point of Sale app by tapping Team.
Fill out the team member’s Profile. Enter the team member’s name, email address and phone number. The team member ID is optional, but we recommend filling it out.
Assign job titles and wages
On the Jobs screen, you can assign job titles and wages to track your labour cost and, if using Square Shifts, view time spent performing one or multiple job functions at your business.
On the Jobs screen, provide a primary job title and pay type (hourly or salary). Note: If the job already exists, click Primary job title to access a drop-down menu of existing jobs.
Based on the selected pay type, enter an hourly rate or annual salary and weekly hours.
If the employee will have multiple jobs, click Add another job.
On the Access screen, you can assign permissions to the team member. With permissions you can allow your team member to log in to the Square app to accept payments, clock in and out using the Square app or access your online Square Dashboard.
From the Access screen, select an existing Permission set or click Add permission set. Note: Custom permissions are available to Team Plus paid subscribers. Creating new permission sets is only available through the online Square Dashboard at the moment and can’t be done in-app.
Click Locations to select the location your team member will work from. If you’re using multiple locations and want to give your team member permission for each, toggle on Assign to All Current and Future Locations.
Create a personal passcode the team member will use to log in and track time. You can customise this passcode or create it randomly by clicking Generate.
Click Save & review.
Note: Make sure to keep this passcode for your records and provide it to your team member. Each passcode is unique per team member; this is how they’ll access the Square app on any device paired to your business location.
If applicable, this team member will be invited via email to create their own login for accessing online Square Dashboard and/or the Square Point of Sale app on their personal device. If using Square Shifts, team members will also have the option to download the Square Team App to clock in/out, view their hours worked via shifts, view their pay for the week and view/edit their team profile – all from their own iPhones or Android devices, at no additional charge.
Create a Team Member in the Square Point of Sale App
From the navigation panel in your Square Point of Sale app, tap Team.
Tap + to pull up the Create team member screen.
Enter the team member’s name, email address and phone number.
From here, tap Primary job title to assign the team member a job title or tap Create job to assign them a new job title.
Tap the back arrow to return to the Create team member screen and enter the team member’s hourly rate. Note: This field is not required to save your team member’s profile information.
Tap Permission set to assign your team member to an existing permission set. Note: Team members will automatically be assigned to team permissions upon creation. Creating and editing new permission sets is only available in Square Dashboard.
Tap Personal passcode if you’d like to create and assign a custom passcode to the team member, then tap Done. Note: An automatically generated passcode will be assigned to new team members, but you’ll have the option to assign a custom passcode from this section.
Tap Location to select the location(s) for the team member. If you’re using multiple locations and want to give your team member permission for each, toggle on Assign to all current and future locations. Note: The Location section will default to the current location associated with your Square Point of Sale account during team member creation.
After returning to the Create team member screen and confirming all information is accurate, tap Save.
Multiple Job Titles
If a team member has multiple titles at your restaurant, you can track their time and hourly wage separately with Square Shifts. For example, let’s say one of your team members works as a waiter Saturday and Sunday, but works as a bartender Tuesday, Thursday, Friday – multiple job titles allows your team members to select a specific role when they clock in at the beginning of their shift from the Restaurants POS app.
To set up multiple job titles for a team member:
Head to Staff > Team >Team Members in your online Square Dashboard and select a team member.
Under Compensation, enter a job title and wage.
If they perform more than one job, click Add Job, then enter a job title and wage.
Once you save your settings, the new job title(s) will be reflected in the Restaurants app when your team member clocks in.
Note: A team member’s job title is not associated with any particular set of permissions and is only used to associate time worked with the correct job. To set permissions and limit account access, assign them a permission set from the Permissions section of your online Square Dashboard.
Read more about job titles and shifts with Square.
Team Permission Sets
Once you customise a permission set, each team member is assigned to the permission set will have the same level of access.
A passcode is required to sign into both Square for Restaurants Free and Restaurants Plus.
Team permission sets are included within Restaurants Plus only. Compare Square for Restaurants and Restaurants Plus features.
If using Restaurants Free, either create a general ‘Team’ passcode, or apply the ‘Team Permission’ set to individual staff profiles.
What’s the difference between job title and permission set?
A Job Title refers to the name of a position with a corresponding wage. Once you create a job title, team members can choose their job title at the beginning of their shift when they clock in from the Square for Restaurants POS app – allowing you to track multiple labour costs using Square Shifts.
Assigning a permission set will determine your team member’s permissions. Team members can have multiple wages (with job titles), but only one permission set.
Visit Staff >Team > Permissions in your Square Dashboard.
Click Create Permission Set.
Enter a name for the permission set, such as “Server” or “Host”.
Select all of the appropriate permissions for each permission set you create.
Keep in mind, not every permission displayed in the permissions list is applicable to Square for Restaurants, and some of the language may appear slightly different in the permissions list – for example, ‘open tickets’ is referring to ‘bills’.
To help you navigate what your team permissions should be set to, check out this table with some of the most common team permissions we’ve seen restaurants use.
|View All Completed Sales Transactions For All Team Members||ON||ON||ON||OFF||OFF|
|Apply Restricted Discounts and Comps to a Transaction||ON||ON||ON||OFF||ON|
|Configure Checkout Settings||ON||OFF||OFF||OFF||OFF|
|Delete or Void Saved Items in Open Tickets||ON||ON||ON||OFF||OFF|
|Items – For All Locations||ON||OFF||OFF||OFF||OFF|
|Manually Adjust Taxes During a Transaction||ON||OFF||OFF||OFF||OFF|
|View Cash Drawers||ON||OFF||OFF||OFF||OFF|
|Configure Device Security Settings||ON||OFF||OFF||OFF||OFF|
|View All Open Tickets For All Team Members||ON||ON||OFF||OFF||OFF|
|Reopen Closed Tickets*||ON||ON||ON||OFF||ON|
|Full Invoices Access||ON||OFF||OFF||OFF||OFF|
|View, Edit, Create and Delete Customer Directory Data||ON||OFF||OFF||OFF||OFF|
|Settle All Transactions Awaiting Tip||ON||OFF||OFF||OFF||OFF|
|Add and Remove Customer Cards on File||ON||ON||ON||OFF||ON|
|Update Customer Loyalty Status||ON||OFF||OFF||OFF||OFF|
|Transfer Funds Using Instant Transfer||ON||OFF||OFF||OFF||OFF|
|View Expected Amount In Cash Drawer||ON||ON||OFF||OFF||OFF|
|View All Sales Reporting and Transactions on Dashboard||ON||ON||ON||OFF||ON|
When Reopen Closed Bills is enabled, team members can reopen tickets they own. To allow a team member to reopen tickets owned by other team members, enable View All Open Tickets For All Team Members.