Require passcodes at point of sale

About passcodes

Once you create your permission sets and share passcodes with your team, you can enable passcodes in the Square Point of Sale so your team can begin using them. Passcodes allow team members to sign in to the point of sale with their defined level of permissions.

There are three types of passcodes:

• Owner passcode – The owner passcode has the highest level of permissions, and allows full access to sensitive data and POS control. Owners receive a passcode when they set up their team

• Team passcode – Team members can share one passcode to log in to the POS using team permissions. A team passcode doesn’t support the ability to track time, sales or activity by team member.

• Personal passcode – Each team member can log in to the POS using a unique, 4-digit passcode with the right permissions for their specific role. Assigning team members personal passcodes instead of a single team passcode allows account owners to track sales, time and actions taken by specific team members. 

Before you begin 

You can enable team passcodes from your Square Point of Sale app or Square Dashboard and edit owner passcodes from your Square Dashboard. You can edit personal team member passcodes when editing a team member, and you can edit your team passcode when you edit your team permissions set.

Before enabling passcodes at your point of sale, you need to have at least one team member created and assigned to a permission set. The team members also need to have shared points of sale set as an access point in their permissions. Learn how to create and edit permission sets or add and manage team members.

Once permissions and team members have been set up, you can manage all your passcodes in one place from the Square Dashboard. 

1. Sign in to your Square Dashboard and go to Staff > Team > Permissions. 

2. Select Manage passcodes. 

Select Manage passcodes. Enable team passcodes

You can enable team passcodes from your Square Point of Sale app.

1. Open your Square app, and select ≡ More > Settings > Security.

2. Toggle on Passcodes. You may need to enter your owner passcode to continue enabling team passcodes.

3. Toggle on Team passcode to allow the shared team passcode to be used on this device.

4. Tap Change team passcode to edit the team passcode.

5. If desired, under Require passcode, select the tasks you want to require a passcode to perform and if you want passcodes to time out.

Edit owner passcode

You can edit your owner passcode in your Square Dashboard from the Manage passcodes screen or your account settings.

Related articles

• Create and edit permission sets

• Add and manage team members

• Add and manage authorised representatives