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Customise team member permissions

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With Square’s Team Management custom permission sets, you’re able to create multiple levels of access across all access points (eg Square Point of Sale app vs Square Dashboard). For example, you can create a separate Manager permission set with a higher level of access than a limited Cashier permission set.

As each business is different, you can choose exactly what you’d like each of your team members to be able to access. To help get you started, here is a full breakdown of access points and the permissions a team member can be assigned.

Access Points

Access points are the different outlets from which you and your team members can access Square’s features. For example, team members who use a four-digit passcode to access Point of Sale are using the Shared Point of Sale access point. To learn more about each access point, refer to the definitions below.

Shared Point of Sale

Shared Point of Sale allows multiple team members to log into shared devices using a four-digit passcode.

Mobile Point of Sale

Mobile Point of Sale allows team members to log in to a point of sale on their own device and access anything they have permission to do (eg take a payment). This is helpful when your team needs to take payments on the go.

Dashboard

Dashboard access allows team members to have an account to access the Dashboard, but only access the actions they have permissions for.

Full Access Team Members

A full access team member is any team member you can assign a permission set to that is configured as full access for your Square account in 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 authorised representatives and performing OAuth for Square APIs – only the account owner can perform these tasks.

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.

Permissions

Checkout

Permission Description
Take Payments Allow team member to take payments.
Take Itemised Payments* Allow team member to add items to a sale and charge.
Manually Enter Custom Amounts* Allow team member to add custom amounts to a sale and charge. Note: team members that don’t have this permission assigned will be required to key in a manager passcode on the point of sale to proceed with a custom amount transaction.
Use Virtual Terminal Allow team member to take payments using the Virtual Terminal.
Cancel Transactions Allow team member to use 4-digit passcode to cancel payment.
Manually Adjust Taxes During a Transaction Allow team member to adjust taxes for any sale in progress.
Manually Adjust Automatic Gratuity Applied to a Transaction Allow team member to configure automatic gratuity, overriding any default gratuity settings. (Restaurants Only)
Apply Restricted Discounts and Comps to a Transaction Allow team member to use 4-digit passcode to apply passcode-protected discounts to a transaction.
Add Customer to a Sales Transaction* Allow team member to add an existing customer from the directory to a sale.
Open Cash Drawer Outside of a Transaction Allow team member to open a connected cash drawer without running a transaction.
View All Open Tickets for Individual Team Member Allow team member to view their own individual open tickets.
View All Open Tickets for all Team Members* Allow team member to view all open tickets, including those assigned to other team members.
Delete or Void Saved Items in Open Tickets Allow team member to remove an item from any saved Open Ticket.
Reopen Closed Bills Allow team member to reopen a previously closed bill. (Restaurants Only)

Orders

Permission Description
Full Orders Access Allow team member to view, edit or cancel any order from the Orders applet in Point of Sale.
Pause Orders & Update Prep Times Allow a team member to pause orders, enable Busy Mode and update location prep times.

Transactions

Permission Description
View all Completed Sales Transactions for all Team Members Allow team member to view all transactions.
Settle all Transactions Awaiting Tip Allow team member to view and settle all transactions awaiting a tip.
Issue Refunds Allow team member to refund a transaction to the original or an alternate payment method.

Reports

Permission Description
View Sales Reporting Allow team member to view limited or detailed sales reporting from either Point of Sale or Dashboard.
View Limited Sales Reporting (POS Only)* Allow team members to view aggregate sales data for only the past 90 days, and restrict team members from seeing full historical data, comparison charts and trends over time.
View Detailed Sales Reporting (POS and Dashboard) Allow team members to view sales totals for any custom date range, view historical sales data, and see sales totals per-item and team member.
Run Close of Day Report Allow team member to access and run Close of Day report from Account in Restaurants Point of Sale.
View Disputes Reporting Allow team member to access Disputes reporting within Reports.
View Cash Drawer Reporting Allow team member to view Cash Drawer Reporting, as well as start, end and view expected amount in cash drawer.
View Expected Amount in Cash Drawer Allow team member to view specific Expected Amount when reviewing cash drawer details.

Balance

Permission Description
View Bank Account Information for Assigned Locations Allow team member to view bank account information for their assigned locations.
Configure Transfer Schedule Allow team member to access transfer settings in Dashboard.
View Transfer Reporting Allow team member to view transfer reporting in Dashboard.

Customer Directory

Permission Description
View, Edit, Create and Delete Customer Directory Data Allow team member to create, edit, delete and message customers via Directory.
Import and Export Customers and Define Custom Fields for Customer Profiles Allow team member to import and export customers in Dashboard.

Items

Permission Description
For Assigned Locations Allow team member to create, edit and delete items, categories, modifiers and discounts that are assigned to their specific location as well as manage gift cards. (Dashboard Only)
For All Locations Allow team member to create, edit and delete items, categories, modifiers and discounts for all locations as well as manage gift cards. (Dashboard and Point of Sale)

Online

Permission Description
Full Square Online Access Allow a team member to access Square Online via Dashboard to perform all actions related to managing the online site.

Note: sellers who subscribe to a paid Square Online plan will automatically get a free custom permission set with Square Team Management. This enables you to create a different level of access for a specific job type. This is in addition to the one level of access already included with the free version of Square Team Management.

Invoices

Permission Description
Full Invoices Access Allow team member to create, edit and send invoices to customers.

Shifts

Permission Description
View timecard reports Allow team members to view, edit and create past shifts for team members as well as edit timecard settings.
Create, edit and publish rotas Set team members’ availability and approve open shift claims and shift swaps and allow team members to create, edit and publish rotas.
Manage time enforcement settings Allow team members to adjust rota management, break and Team app enforcement settings.
Allow early and unscheduled clock-ins Allow team members to override clock-in and break time tracking settings.
Manage availability Allow team members to manage availability for other team members through the online Square Dashboard.
Full Timecards Access Allow team members to view and edit timecard data for employees assigned to their specific location.
Manage tip settings Allow team members to choose the tip distribution method and declare cash tips.
Commissions Manage commission settings and rates for team members across all locations. Learn more.
Wages and Labour Costs Allow team members to view wages and labour costs information when viewing timecards and the rota.

Note: Square Shifts Plus subscribers receive access to a second customisable permission set in addition to basic team permission access. This custom permission can be assigned to multiple employees and used to give your team access to complete certain tasks, such as approving timecards or managing rotas. This second customisable permission set isn’t available to users of the free version of Square Shifts. Learn more about creating and assigning permissions with team permissions.

Team Management

Permission Description
Manage Team Members Allow team member to create new team members and assign them to specific permission sets and locations.
Create, Edit and Remove Team Members Allow team member to create and edit existing team members.
Create, Edit and Delete Permission Sets Allow team member to create and edit permission sets assigned to team members.
Manage commission settings & rates for team members across all locations Allow team member to manage commission settings for other team members.
View team member documents Allow team member to view documents in all team members’ profiles.
Manage team member documents Allow team member to view, upload, download, rename and delete documents in all team members’ profiles.
Manage team member onboarding Allow team member to manage the onboarding tasks that are shown to all newly added team members.

Appointments

Permission Description
View Personal Calendar Allow team member to access their own calendar in Appointments or Dashboard.
View All Team Member Calendars Allow team member to access all staff members’ calendars in Appointments or Dashboard.
Configure Appointment Settings Allow team member to access and manage the Online Booking site, as well as settings.

Account & Settings

Permission Description
Manage Subscriptions to Square Services Allow team member to subscribe to or cancel subscriptions.
View and set up Integrations in the App Marketplace Allow team member to access Apps in Square Dashboard and set up integrations with 3rd party business applications.
Create Business Locations Allow team member to create business locations in Square Dashboard.
Customise Customer Directory Profile Options Allow team member to configure which fields are displayed on customer directory profiles.
Edit Business Information Allow team member to edit business information in Square Dashboard.
Edit Account Email Notifications Allow team member to edit account email settings.
Edit Business Tax Information Allow team member to edit account tax settings, including taxpayer info.
Manage Documentation for Business Risk Profile (Square Secure) Allow team member to manage personal/business documentation in Square Secure.
Create, Edit and Delete Devices Allow team member to create and name new devices, as well as generate device codes and distribute via email.
Configure Device Security Settings Allow team member to access and edit security settings in-app.
Configure Checkout Settings Allow team member to manage all settings under the Checkout Options tab.
Configure Order Settings Allow team member to edit order settings.
Configure Hardware Settings Allow team member to manage all settings under the Hardware tab.
Enable Team Member Time Tracking Allow team member to turn time tracking on or off.
Configure Service Settings Allow team member to configure service settings for Square for Restaurants.
Allow Signing out of Shared Points of Sale Allow team member to completely sign out of the app.

Marketing

Remove Permissions

To remove a permission for a team member:

  1. log in to your online Square Dashboard and select Team > Team Members.

  2. Select the name of the team member that you wish to remove a permission for.

  3. Within the Permissions section of their profile, select Edit.

  4. Click Remove Permissions.

Auditing Permissions

To ensure that your team has the correct permissions and access levels to your business and Square accounts, it’s recommended that you review your team member’s assigned permissions to confirm they only have access to what they need.

  • Review each permission set from the Permissions section of your online Square Dashboard, ensuring that each permission has the right level of access for the intended role. Click the number in the Team Members column to check that the right team members are assigned to that permission set. If team members need to be assigned to a different permission set, do so by selecting their name from the Team tab to reassign the correct one.

  • In addition to team permissions, consider using additional permission sets for team members with managerial roles such as a manager or shift leader. You can create a second permission set from the Team section of your online Square Dashboard. If you don’t have a plan that includes additional custom permission sets, consider subscribing to Team Plus, which will give you unlimited custom permission sets to create as many levels of access as you need.

  • Once you have created the right permission sets, ensure that all team members are assigned to the appropriate one. You can assign permissions from the Team section of your online Square Dashboard.

  • Deactivate team members that are no longer part of your team. Your team member’s information won’t be lost or deleted once you deactivate them, and you can reactivate them at any time.

Permission Description
Full Marketing Access Allow team member to create, design and send marketing campaigns to existing customers.

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