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Get Started with Square 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 a paid plan, Team Plus, to meet your business needs.

With the free version of Team Management, you can set up a single set of permissions for all team members sharing a point of sale. Once you set up your first set of permissions, your staff can take payments on your behalf without having access to any of your sensitive account information. To get started in the free plan, add your first team member.

With Team Plus, you can create unlimited custom permission sets, view activity log information and get a view of your team’s sales. Start a 30-day free trial here.

What’s Included?

  Team Management Team Plus
Pricing Free for all locations €25 + VAT/mo per location
Features    
Square POS integration ✔️ ✔️
Permissions    
One set of permissions ✔️ ✔️
Unlimited sets of permissions ✔️
Analytics & Reporting    
Activity log by team member ✔️
Sales reporting by team member - ✔️

Set 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:

  1. From Staff > Team >Team Members list in your online Square Dashboard, click the account owner’s name.

  2. Under Permissions, click Edit.

  3. In the Credentials section, create a custom, four-digit passcode or click Generate to create one at random.

  4. Click Save.

Add 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.

Create a team member in Square Dashboard

  1. Log in to your online Square Dashboard and click Staff > Team > Team members.
  2. Click + Team member. You can also create a team member in the Square Point of Sale app by tapping Team.
  3. Fill out the team member’s Profile. Enter the team member’s name, email address and/or phone number. A unique email address or phone number is required in order to complete creation of the team member. The team member ID is optional, but we recommend filling it in.
  4. Click Next.

Note: Invitations expire 30 days after being sent. Team member profiles cannot share an email address or phone number within the same Square account and must have unique contact information on file, even across different employers.

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.

  1. Based on the selected pay type, enter an hourly rate or annual salary and weekly hours.
  2. If the employee will have multiple jobs, click Add another job.
  3. Click Next.

Set up permissions

On the Access screen, you can assign a permission set to the team member. Permissions allow your team members to log in to the Square app to accept payments, clock in and out using the Square app or access your online Square Dashboard.

One custom permission set is available for free with Square Team Management. Creating two or more custom permission sets is available to Team Plus, Shifts Plus, Team Communication, Square for Restaurants, Square for Retail and Square Appointments paid subscribers. Creating new permission sets is only available through Square Dashboard and can’t be done in-app.

To configure permissions:

  1. From the Access screen, select an existing permission set or click Create new permission set. You might be prompted to create a permission set by first selecting an access level. To do so, choose a starting point based on the intended level of access, such as Standard, Advanced and Full. You can adjust permissions later when editing team member profiles.
    • Standard: includes basic permissions to take transactions at the point of sale. Suitable for many team members such as cashiers, baristas, service providers and front of house.
    • Advanced: includes more advanced permissions such as backing out of a sale, updating inventory and managing shifts. Appropriate for team members with roles such as shift lead, manager and front desk.
    • Full: enables all permissions except managing transfers and bank accounts. Suitable for co-owners, general managers and other administrative team members.
  2. Click Locations to select the appropriate 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.
  3. 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.
  4. Click Save & review.

Make sure to keep the passcode for your records and provide it to your team member. Each passcode is unique to a team member; this is how they’ll access the Square app on any device paired to your business location.

Create a team member in the Square POS app

  1. From the Navigation panel in your Square Point of Sale app, tap Team.
  2. Tap the plus icon (+) icon to pull up the Create team member screen.
  3. Start by entering the team member’s name, email address and phone number.
  4. From here, tap Primary job title to assign the team member a job title or Create job to assign them a newly created job title.
  5. Tap the back arrow to return to the Create team member screen and input the team member’s Hourly rate. Note: This field isn’t required to save your team member’s profile information.
  6. 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 on Square Dashboard at this time.
  7. 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 always have the option to assign a custom passcode from this section.
  8. Tap Location to select the appropriate location(s) for the team member and choose to toggle on/off the option to 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 the creation of your team member(s).
  9. After returning to the Create team member screen and confirming all information is accurate, tap Save.

Continue to follow the instructions above to create additional team members in-app. Once a team member has been created, they’ll immediately be able to use Square Point of Sale based on the settings and permissions you’ve enabled for them. Note: You’ll 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 Shifts 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 Shifts Plus.

Add custom permissions

  1. Log in to your online Square Dashboard and click Staff > Team > Team members. From your newly created team member’s profile, click Set up permissions.
  2. On the team member’s permissions screen, use the Permission Set drop-down menu to select Create new permission set.
  3. Enter a Permission set name.
  4. Toggle on Full access to enable all permissions or use the permission grid to customise the permission set, and click Continue.
  5. Choose access points to specify where your team member can access Square apps.
    • Shared Points of Sale: Allow this team member to access your Point of Sale using a four-digit team passcode, meaning all team members using the same team passcode for your point of sale.
    • Mobile Point of Sale: Allow this team member to sign in to the Square app using their own email address and password on their own device, meaning team members taking payments on the go.
    • Dashboard: Allow this team member to sign in to your online Square Dashboard using their own email address and password.
  6. Click Save.

Note: Creating new permission sets is only available through the online Square Dashboard and can’t be done in-app.

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Team member invitation

Square will send this team member an invite them to create their own login for accessing your online Square Dashboard, Square Team App or the Square Point of Sale app on their personal device. The invitation can be sent to either their email address or via text message to their phone number, and both the email address and phone number must be unique to that team member profile. If using Square Shifts for labour management, they can also access their timecards in the Square Team App. If the team member didn’t receive the ‘You’re invited’ email, advise them to check their spam/junk folder and resubscribe to messages from Square.

Note: Either a phone number or email address is required to create a team member profile, and resending an invite will send an invitation to all contact methods on file for your team member.

Edit or delete a permission set

  1. Sign in to Staff > Team in your online Square Dashboard and select Permissions.
  2. Select an existing permission set and make edits.
  3. Click Save. Any changes made apply to all team members assigned to the permission set.
  4. To delete a permission set, click Delete.

Note: If active team members are still assigned to this permission set, they’ll need to be removed from the permission set before it can be deleted.

Set 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 into 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 which don’t need to track time or sales by team member, or give specific team members different permissions than the rest of the team.

Enable team permissions in your online Square Dashboard

  1. Visit Staff and payroll > Team > Permissions in your online Square Dashboard.
  2. Click Team Permissions and confirm the level of access and permissions. Click Continue.
  3. Create or generate a random team passcode for team members using a shared point of sale. Record and share this passcode with your team.
  4. Select the permissions you’d like all team members to have. If a team member tries to access an area you haven’t selected, they’ll need a passcode from a team member with the correct permissions enabled to proceed.
  5. Click Save.

Note: Team permissions can also be enabled when creating a team member for the first time.

Edit your team passcode from your online Square Dashboard

  1. Visit Staff > Team > Permissions.
  2. Select Team Permissions.
  3. Create or generate a random team passcode. Record and share this passcode with your team.
  4. Click Save.

Edit your team passcode from the Square app

  1. From the navigation menu, visit Settings > Security > Passcodes.
  2. Tap the existing Team Passcode.
  3. Enter your owner passcode.
  4. Enter your new team passcode and tap Save.
  5. Share the new passcode with your team.

Inactive Permission Sets

If a team member is assigned to an inactive permission set, they will be unable to access Square. This can occur due to a lapse in a Team Plus subscription or a subscription bundled with Team Plus, such as Square for Restaurants Plus, Square for Retail Plus, or Square Appointments Premium.

If Team Plus has lapsed, you can choose to resubscribe, and those team members will regain access to their permissions. Alternatively, you can move those team members to team permissions, which is included for free with Team Management.

Set Up Team Management in Square POS

Once you’ve created permission sets and team member profiles, you’re ready to enable Team Management in the Square app.

Enable passcodes in your Square Point of Sale

  1. From the navigation menu, tap More.
  2. Tap Settings > Security > Passcodes.
  3. Toggle on Allow Team Passcode. Note: An owner passcode or full access passcode is required to turn this permission on.
  4. By default, your team will only have access to accept payments, while all other actions will require an owner’s passcode. If you’d like to grant your team members permissions such as issuing refunds or viewing reports, tap Edit. You’ll be directed to Permissions in your online Square Dashboard on a mobile browser.
  5. Create a team passcode for team members using a shared point of sale and select what you’d like to grant access to.
  6. Tap Save and return to the Square Point of Sale app.

At this point, any team member using the team passcode will be able to accept payments and access areas and functions of the point of sale you’ve selected for team permissions. If a team member needs to access any restricted areas or take a restricted action, you’ll need to enter the owner passcode with the correct permissions enabled.

Personal passcodes allow you to require team members to use a passcode for certain actions. On top of that, your team members will be able to log in to the Square app without an email address or password on any device paired to your business location. Note: The permission set you have assigned to a team member is associated with their personal passcode.

Passcode requirements in your Square Point of Sale App

Once logged in using a personal passcode, team members can accept payments which will appear in their individual sales report, and take other actions specific to their permission set.

  1. Open the Square app and sign in with your owner email or a device code. If you sign in using a device code, make sure you enter your passcode with permissions to manage settings.
  2. From the navigation menu, tap ≡ More.
  3. Tap Settings > Security > Passcodes and toggle on Passcodes.
  4. Under Require passcode, select between After each sale and/or When backing out of a sale.
  5. Tap Timeout to select how long your point of sale can be inactive before locking.

Disable team passcodes in your Square Point of Sale App

Once you have passcodes enabled in your Point of Sale app, you have the ability to disable them at any time. Note: Disabling passcodes will prevent team members from logging in to the point of sale with a team passcode or personal passcode.

  1. From the navigation menu, tap More.
  2. Tap Settings > Security > Passcodes.
  3. Toggle off Allow Team Passcode.
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Deactivate/Reactivate Team Member

Deactivate a Team Member

If a team member leaves your business – either permanently or temporarily – you can deactivate their profile.

  1. From the Staff > Team > Team members list in your online Square Dashboard, select a team member.
  2. Click the three dots to open the drop-down menu, select Deactivate Team Member and confirm your selection.
  3. Click Deactivate.

Note: Your team member’s information will not be lost or deleted once they are deactivated, and they can be reactivated at any time.

Reactivate a team member

  1. From Staff > Team > Team members in your online Square Dashboard, click the Status filter and click Inactive.
  2. Click on the team member’s name.
  3. Click the three-dotted actions drop-down menu and select Reactivate Team Member.

Note: It is important to retain this for your records because this is the passcode your team member will use to access a point of sale with Team Management enabled.

Reporting

Enabling team permissions allows you to track sales when team members use their four-digit passcode when processing Square sales.
 
To view your team’s individual sales report:

  1. Visit the Reports tab from your online Square Dashboard and click Team Sales.

  2. Select the date period and location that you’d like to view.

  3. Click Filter By then tick Team Member (collected by).

  4. Click All Team Members to select individual team members.

Learn more about Square’s advanced reporting options.

Activity Log

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, changes to tip settings, and discounts.

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With Team Management, you have free access to view the time and location of each action taken in your Square app and Square 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

Square Shifts seamlessly integrates with Team Management features to help you manage your team and is offered as a separate subscription for access to labour management features.

We know that having clear visibility into daily operations and labour costs is a critical part of managing a business. Square Shifts lets you create, manage and publish schedules for yourself and your entire staff and automatically integrates with your existing Square Point of Sale to ensure a simple and smooth approach to managing your day-to-day staffing needs.

Square Shifts also allows you to assign unique commission rates to each of your team members based on service or item sales. Commission is assigned to team members based on sales attribution and is summarised in the Team Sales Report.

Learn more about scheduling with Square Shifts.

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