Managing Your Team Rota with Square Shifts

With Square Shifts and Square Shifts Plus, you can create, manage and publish rotas for yourself and your entire staff. Square Shifts also automatically integrates with your Square Point of Sale, Square Appointments and Square for Restaurants. Subscribers to Square for Retail Plus have access to Square Shifts Free with no employee cap.

Learn more about Square Shifts pricing and features.

Glossary

Review the table below to learn more about commonly used terms associated with managing your team rota.

Getting Started

Before creating your first rota, you’ll want to make sure you’ve taken care of a few things in order to ensure a seamless creation process.

• Create your Team Members: Before you can implement a rota, you need to make sure you’ve created your team and assigned them an email address to log in, a job title, wage(s) and a permission set.

• Suggest the Team App to your Team: In order for your team members to manage their rota on the go, make sure your team downloads the Team App. This will allow team members to access their rota and request changes, whether they’re at the business or at home.

Setting Up Your Rota

Availability

Once you’ve set up your team, you’ll also want to make sure their availability is accurate and up-to-date. You can either have your team members set their availability via Team App, or set it for them in your Square Dashboard. To set it yourself:

• visit Staff > Shifts in your online Square Dashboard > Availability.

• Select the appropriate location from the drop-down menu above your team member list. If needed, you can select multiple locations to view shifts and availability across each of those locations together. If you’re viewing multiple locations at once, the total hours calculation will update to reflect all of the locations selected. 

• From a team member’s row, click the ‘+’ icon to open up their availability page for a specific day.

• Toggle on Available all day if the team member is available during all working hours added to rota, or enter a Start Time and End Time to specify when the team member is available.

• To add another layer of availability, click Add availability, or choose to repeat the same availability for other days of the week by ticking the appropriate days under the Repeat on section.

• Click Save.

Your team can also set their own availability in the Team App. To do so:

• from the Home tab of the Square Team App, tap More.

• Tap Availability. Note: if you’re using Payroll, you’ll visit More > Availability.

• Tap on the day of the week that you’d like to edit to open up the Add availability screen and make any necessary changes.

• Tap Save changes to return to the Availability section and repeat for the remaining days that need to be updated.

Note: availability can only be updated through the online Square Dashboard and the Square Team App. Each team member is allowed up to four blocks of availability. Account owners and team members with full access or the ‘Manage availability’ permission can update availability for themselves through the online Square Dashboard at any time. Team members with limited permissions will have the option to update their availability when using the Square Team App.

Shifts

After you’ve set your team’s availability, you can start to build out your rota by applying Shifts to each team member. To get started:

• visit Staff > Shifts in your online Square Dashboard > Shifts.

• Select the appropriate timeframe and location from the drop-down menus above your team member list. If needed, you can select multiple locations to view shifts across each of those locations together. If you’re viewing multiple locations at once, the total hours calculation will update to reflect all of the locations selected. Note: click the drop-down menu that says All team members to filter specific team members or job titles. For example, if it’s not necessary to add the owner of the business to the rota, you can filter on all team members except for the owner.

• From a team member’s row, click the ‘+’ icon to open the Add shift screen for a specific day.

• Verify that the team member, job title and date(s) are correct > enter a Start Time and End Time. Note: if the selected team member is unavailable or has partial availability for that day, you’ll see a note regarding their unavailability.

• Optionally, add notes and select a colour to be visibly associated with the team member on the rota. Note: if there’s a note associated with a team member’s shift, the colour of their shift block will appear slightly lighter than others. Notes are visible to employees when they receive their rota via email. Notes aren’t currently shown in the Square Team App.

• If you need to repeat the same shift for another day of the week, tick the appropriate day from the Repeat shift drop-down menu at the bottom of the Add shift screen.

• Click Save.

• Repeat the steps above for each team member until you’ve built out enough coverage for your rota.

Once the rota has been made for your team, you can view forecasted labour cost totals, including estimated overtime earnings, for team members on the rota over the entire week. You can also view estimated labour cost calculations for each individual team member from the Working day tab. Labour cost estimates won’t appear in printed shift reports, are only visible through your online Square Dashboard and don’t factor in unpaid breaks.

You also have the ability to drag and drop shifts that have already been added to the rota. Simply click down on any shift on the rota and drag it to the appropriate cell to move from one team member to another. You can also copy a shift by holding down the Option / ALT keys on your keyboard. Once the shift has been dropped into a new cell, the change will automatically save but not publish.

Note: the maximum number of shifts per team member per day you can apply is three. Approved time off requests will be blocked off when creating the rota and can be cancelled by clicking into the shift block.

Open Shifts

If you’re unable to fill a particular shift and would like to open the option to all team members associated with a particular job title, you can use open shifts. To get started:

• visit Staff > Shifts in your online Square Dashboard > Shifts.

• Select the appropriate timeframe and location from the drop-down menus above your team member list. If needed, you can select multiple locations to view shifts and availability across each of those locations together. If you’re viewing multiple locations at once, the total hours calculation will update to reflect all of the locations selected.

• From the Open shifts row, click the ‘+’ icon to open the Add shift screen for a specific day. Note: if you’re filtering by Jobs, click the ‘+’ icon in the appropriate row and select Open shift from the Team member drop-down menu in the Add shift screen.

• Verify that the job title and date(s) are correct > enter a Start Time and End Time.

• Optionally, add notes and select a colour to be visibly associated with the open shift on the rota. Note: if there’s a note associated with a team member’s shift, the colour of their shift block will appear slightly lighter than others. Notes are only visible to the person creating the rota and won’t appear to team members.

• If you need to repeat the same open shift for another day of the week, tick off the appropriate day from the Repeat shift drop-down menu at the bottom of the Add shift screen.

• Click Save.

• Repeat the steps above for any days that you’ll want to give the option to pick up an open shift.

From here, the open shift(s) that you create will become visible to any team members that aren’t already on the rota to work during that specific timeframe and have a matching job title. Team members can pick up an open shift directly from the Team App. To do so, have the team member:

• log into the Team App > tap Shifts > Rota.

• Use the date selector to choose the appropriate timeframe for the rota.

• Locate a shift that is noted as Open shift in blue > tap the shift in question to open up the Shift details screen.

• Tap Request shift.

Once an open shift has been requested by a team member, you’ll receive a notification in your online Square Dashboard by clicking the three-dot icon in Timecards > Shifts to review manually. From the Square Team App, visit the notification centre in the  Home tab to view any open requests. You’ll be prompted to Decline or Approve the shift request and the team member will receive a push notification from Team App confirming which action was taken.

You also have the ability to drag and drop shifts that have already been added to the rota. Simply click down on any shift on the rota and drag it to the appropriate cell to move from one team member to another. You can also copy a shift by holding down the Option / ALT keys on your keyboard. Once the shift has been dropped into a new cell, the change will automatically save, but not publish.

Swap Shifts & Shift Covers

If you’re using Square Shifts Plus, your team will also have the option to swap shifts or request to have their shift covered with other members of the team if they’re unable to work due to a change in their availability or just prefer the hours of another shift.

To submit a shift swap request:

1. log into the Team App > tap Shifts > Rota.

2. Use the date selector to choose the appropriate timeframe for the rota.

3. Tap the shift in question to open up the Shift details screen.

4. Tap Swap shift.

5. From the list of available shifts, select the shift that works best and tap Request swap.

From here, the team member whose shift was requested for swap will receive an email and/or push notification from the Team App (depending on their Notifications settings). This will alert them that another member of the team wants to swap shifts, which they can accept or decline. Note: team members who have requested to swap shifts will receive a notification prior to the request that states they are responsible for their shift until the swap request has been accepted.

To submit a shift cover request: 

1. log into the Square Team App and tap Shifts > Rota. 

2. Use the date selector to choose the appropriate timeframe for the rota.

3. Tap the shift in question to open up the Shift details screen and select Request shift cover.

4. Choose to send your shift cover request to everyone at your location > tap Request.

From here, the shift cover request will reflect as pending and you’ll receive notifications from the Square Team App once a shift cover has been approved or declined by a manager or team member or if the shift cover request has expired. If the shift cover request expires, they can submit the request by following the steps above. If a team member needs to cancel a shift cover request, they can go back to the Shift details view and tap Cancel shift cover request.

Other team members can accept or decline shift cover requests from the Rota view in the Square Team App and select the shift in question. Managers can approve shift cover requests from the Shifts > Notifications section of your online Square Dashboard.

Time Off Requests

In addition to swapping shifts, Square Shifts Plus provides your team the option to request time off directly from the Square Team App for any unpublished rotas. Once a team member requests time off, you’ll receive an email notification, as well as a notification in your online Square Dashboard. From here, you can approve or decline the request and the team member will receive an alert letting them know your decision. You’ll also receive a notification if another team member already has approved time off within the same timeframe as someone else. To get started with time off requests, have your team member(s):

• Log in to the Team App and tap More.

• Tap Time off  > Request time off.

• Use the date selector to choose the appropriate timeframe for the time off request and add a note under the Reason section.

• Tap Request off.

Team members can monitor their requests as well as cancel any pending or approved requests, by visiting the same section of the Square Team App. 

Note: team members can’t request time off for rotas that have already been published.

To approve or decline time off requests made by your team members from your online Square Dashboard:

• visit Staff > Shifts in your online Square Dashboard, then select Rota > Shifts.

• Click the ‘...’ button and select Requests.

• Click Review request to view the details of the time off request and click either Decline or Approve. You’ll also have the option to leave a note.

• Once you approve or decline the request, the team member who sent the request will receive an email notification as well as a push notification from the Square Team App if they have them enabled.

You can view all pending, approved, and declined time off requests from Rota Management > Time off in your Square Dashboard. Click the date range filter and sort by team member name to view time off reporting across your team.

You can also approve or decline requests directly from any in-progress rota – just click on the shift you want to edit to open the Shift details screen. Before publishing, you’ll receive a notification if any outstanding time off requests need to be approved or declined. You can choose to individually approve or decline these requests or automatically decline all pending requests.

Note: If plans change, you can easily cancel a time off request that’s already been approved – just click into the shift block with the approved time off and select Cancel.

Alerts and Notifications

With Square Shifts Plus, you’ll receive alerts and notifications associated with specific actions related to the rotas you create. Alerts are issues that are flagged in your online Square Dashboard and notifications are proactive messages sent by email and Dashboard Notification Centre. You can also opt in to receive certain changes to the rota or requests from your team in the Square Team App. You can manage the alerts and notifications you receive from rota management and timecard activity by updating settings in your online Square Dashboard. To get started:

• Visit Staff > Shifts in your online Square Dashboard, then select Settings > Alerts & notifications. From the Square Team App, tap the notification centre in the Home tab. 

• Under the Alerts and Email notifications sections, tick the alert types you want turned on. Untick an alert to turn it off.

• Click Save.

Once you save your settings, you’ll only receive alerts and email notifications for the alert types you selected.

Publishing Your Rota

Once you finish creating your rota and can confirm that no more edits are necessary, click the Publish button in the top-left hand corner of the Shifts screen. Review the summary to see the total amount of team members on the rota, total shift count and total hour count then select whether you’d like to notify affected team members or all team members. From here, click Publish rota. Your team members will receive an email notification with their new rota, along with the option to view their rota from the Square Team App.

You can also easily duplicate any existing rota, whether it’s complete or not, by clicking the Duplicate icon located next to the Publish icon. From the Duplicate rota screen, select which week you’d like to copy the rota to and click Duplicate rota to finalise the process. When duplicating a rota, you’ll receive a notification of any rota conflicts and be provided with the option to convert them to open shifts for the rest of your team.

Print Your Rota

In order to print your rota:

• Visit Staff > Shifts in your online Square Dashboard.

• Click the three-dot icon at the top of the page and select Print.

Managing Your Rota

In order to minimise errors and confusion when clocking in/out or viewing the rota, it’s important to make sure you have the appropriate settings enabled for Square Shifts. Take a look at the settings types below to learn more about each one.

Rota Settings

Your working week and working day affect how overtime is calculated. For reporting purposes, it’s best to set your working day hours for after your last team member typically clocks out. To update your working week and working day settings:

• visit Staff > Shifts in your online Square Dashboard, then select Settings > Rota.

• From the Working day hours drop-down menu, select the appropriate day of the week.

• Click working day hours to select the appropriate time of the day. Note: for most businesses, a 00:00 start time is standard. However, if your business has team members working past midnight (eg bars, restaurants, etc), you should adjust your Start of Working day to reflect when all team members have clocked out for the day.

• Click Cancel to discard changes or Save to confirm.

With Square Shifts Plus, you can also allow your team members to swap shifts with other employees and request time off – with your approval, of course. To get started:

• Visit Staff > Shifts in your online Square Dashboard, then select Settings > Rota.

• Toggle on/off the Shift swapping and Time off requests app settings based on your preference.

• Click Cancel to discard changes or Save to confirm.

Overtime Settings

Overtime rules vary by state and are extremely important to comply with to avoid any issues with your local or state Department of Labour. To update your Overtime settings:

• Visit Staff > Shifts in your online Square Dashboard > Settings > Overtime.

• Toggle on/off the appropriate overtime rules and include the After Working (hours) associated with any applicable overtime rule.

• Click Cancel to discard changes or Save to confirm.

Breaks Settings

Meal and rest period rules vary by state and specify when team members should take a break, and whether that break qualifies as paid or unpaid. Note: You’re limited to creating a maximum of three breaks, per location. To update your Break settings:

• Visit Staff > Shifts in your online Square Dashboard > Settings > Breaks.

• Click Add new break to open the New Break screen. From here, give the break a name, duration and select whether the compensation will be Paid or Unpaid.

• Click Cancel to discard changes or Save to confirm.

If you’re subscribed to Square Shifts Plus, you can enable the Block ending breaks early and Convert excess time from a paid break to an unpaid break settings from this same section. You can also allow select team members to override this setting by turning on the Override early and unscheduled clock-ins permission when using Custom Permissions.

Clock in/out Settings

The Square Team App allows your team to clock in or out and request edits to their timecards. Additionally, you can enforce location-specific clocking settings to prevent early and unscheduled clock-ins. To get started:

• Visit Staff > Shifts in your online Square Dashboard, then select Settings > Clock in/out.

• Toggle on/off the Clock in/out from Team App, Timecard editing, and Block early and unscheduled clock-ins app settings based on your preference.

• Click Cancel to discard changes or Save to confirm.

FAQs