Square has tools to help you manage your team easily – across various locations and job functions. With Employee Management, you can maintain employee timecards, control their access to your account, and create advanced sales reports.

Employee Management also makes it easy for you to pay your employees using Square’s online payroll service.

Create Employee Roles and Assign Permissions

Define and restrict what your employees can access from the Square app and online Square Dashboard with Employee permissions. Employee permissions also add a new level of account security – you decide which of your employees have dashboard access, can modify your item library, manage employee permissions, issue refunds, and more.

To give an employee or associate permission to contact Square Support about account-specific information, add them as an Authorized Representative for free. This is a great option for individuals who just need to call Square Support, but don’t need additional access to your account.

Another option is using Guest Point of Sale Access, which lets employees accept payments on a shared point of sale while requiring a passcode to access restricted areas and functions like issuing refunds. Once you have Guest Point of Sale Access enabled, your account will automatically be in Guest Mode when you sign in.

For employees who only need the ability to accept payments from their own mobile device, you can invite them to become Mobile Staff for free.

Create a New Employee Role

  1. Sign in to the Employees section of your online Square Dashboard > Permissions.
  2. Click Create Role > enter a role name (e.g. Cashier, Manager, Delivery Driver).
  3. Select where you would like to give an employee access:
    • Access Shared Point of Sale: Allow this employee to access your Point of Sale using a 4-digit passcode (e.g. multiple employees sharing the same point of sale).
    • Access Dashboard: Allow this employee to sign in to your online Square Dashboard using their own email and password.
    • Access Mobile Point of Sale: Allow this employee to sign in to the Square app using their own email and password on their own device. (e.g. employees taking payments on the go).
    • Access Appointments: Allow this employee to access Appointments using their own email and password. This includes access to their own calendar. Note: Only for sellers subscribed to Square Appointments.
  4. Check the box for every permission you would like to give an employee access to.
  5. Click Save.

Once created, any employee can be assigned to this role from their profile.

Edit or Delete Employee Roles

To edit an employee role:

  1. Sign in to the Employees section of your online Square Dashboard > Permissions.
  2. Select an existing role and make edits.
  3. Click Save. Any changes made apply to all employees assigned to the role.

To delete a role, click Delete. Note: If active employees are still assigned to this role, they’ll need to be removed from the role before it can be deleted.

Manage Employees

Once you’ve set up employee permissions, you’re ready to create employees. An employee is anyone who has access to your Square account via the Square Point of Sale app and/or online Square Dashboard.

Create a New Employee

  1. From the Employee List in your online Square Dashboard, click Create Employee.
  2. Enter the employee’s name and personal information.
  3. Select whether this employee is exempt from overtime. This is only necessary if you are tracking timecards with Square.
  4. To allow your employee to log in to the Square app to accept payments, clock in/out using the Square app, and/or access the online Square Dashboard, toggle on Permissions and select or create a role from the dropdown menu.
    • To allow your employee to sign into the Square app and clock in/out using a passcode, enter a custom 4-digit passcode or click Generate to create one at random.
    • If your employee’s role allows them to access the Square Dashboard or the Square app on their own device, enter the email address they will use to log in. This will send the employee an email inviting them to create a password for their account.
    • If an employee has been given access to both the Square app and online Square Dashboard, they’ll need a passcode and an email address they’ll use to sign in.
  5. Once finished, click Save.

This employee will be invited via email to create their own login for accessing Square Dashboard and/or the Square app on their personal device.

Employee Compensation

Adding job titles and wages to an employee lets you track labor cost and, if using Square Timecards, view time spent performing one or multiple job functions within your business.

If an employee has more than one wage, they will be able to choose from a job title when clocking in/out in the Square app and the wage for that job will be tracked in your labor cost reporting. For example, an employee can clock in as a Host for part of their shift then switch to Manager.

Note: An employee’s job title is not associated with any particular set of permissions and is only used to track time and help employees clock in to the correct job in the Square app. To set permissions and limit account access, assign them a role from the Permissions section of your dashboard. While employees can now have multiple wages with job titles, they can still only have one permission role.

Add a Job Title and Wage

  1. From the Employee List in your online Square Dashboard, select an employee.
  2. Under Compensation, enter a job title and wage this particular employee is paid for performing that job. The job title entered will appear in the Square app as an option an employee can select when clocking in.
  3. If they perform more than one job, click Add Job, then enter a job title and wage.
  4. Save.

Enable Employee Management on the Square App

Once you’ve created permission groups and employees, you’re ready to enable Employee Management in the Square App.

Passcodes allow your employees to log into the Square app without an email address or password on any device paired to your business location. Once logged in, your staff can accept payments that will appear on their individual sales report.

  1. Open the Square App and sign in with your owner email or a device code. If you sign in using a device code, be sure to enter your passcode with permissions to manage settings.
  2. Tap the three horizontal lines to visit the navigation menu.
  3. Tap Settings > Employee Management.
  4. Under Require Employee Passcode, select Always.
  5. Enter your register passcode to save these changes.
  6. Select a preferred time-out period for the Square app.
  7. Tap your initials on the bottom right to allow your employee to log in and begin accepting payments.

If you have multiple employees logging into the Square app from a single device, you may want to upgrade your account to use Employee Management. With Employee Management enabled, you have a few options about how to enforce your Passcode Access from the Settings > Employee Management section of the Square app.

Under Require Employee Passcode, select:

  • Never: This setting leaves all areas and settings of the Square app open to all employees.
  • Only for Restricted Actions: This setting allows any user of the Square app to take payments without a passcode, but requires a passcode to be entered for those actions that are restricted in your Square Dashboard.
  • Always: This setting requires an employee passcode at all times. If you select this permission, you’ll need to choose if and when the app automatically times out.

Create a new Employee Point of Sale Passcode

  1. From the Employee List in your online Square Dashboard, select the employee who needs a new passcode.
  2. Under Permissions, enter a custom 4-digit passcode or click Generate to create one at random. Make sure to record and share this passcode with the employee.
  3. Click Save.

Note: Make sure to keep this passcode for your records and provide it to your employee. Each passcode is unique per employee – this is how they’ll access the Square app on any device that is paired to your business location via a device code.

Learn more about creating employee permission roles.

Disable Employee Point of Sale Passcodes in your Point of Sale App.

Once you have Employee Management enabled in your Point of Sale app, you have the ability to disable it at anytime.

  1. Tap the following icon in the navigation bar: Three Horizontal Lines or the down arrow at the top of the Square Register: Register Switcher
  2. Tap Settings > Employee Management
  3. Under Require Employee Passcode, select Never.

Enable Guest Point of Sale Access

With Guest Point of Sale Access, anyone can accept payments while logged into your account without needing a passcode. To set permissions for anyone accepting payments as a guest:

  1. Visit Employees > Permissions in your online Square Dashboard.
  2. Under Guest Point of Sale Access, click Setup > select the permissions you’d like guests to have. If anyone accepting payments as a guest tries to access an area you haven’t selected, they’ll need a manager passcode to proceed.
  3. Click Save Settings.

Once you have Guest Point of Sale Access enabled, your account will automatically be in Guest Mode when you sign in. You’ll need to enter a passcode to enter restricted areas.

Deactivate an Employee

If an employee leaves your business – either permanently or temporarily – you can deactivate their profile. You won’t pay for deactivated employees and their account information is saved for your records so you can reactivate them at any time.

  1. From the Employee List in your online Square Dashboard, select an employee.
  2. Click Deactivate > Deactivate Employee.

Note: Your employee’s information will not be lost or deleted once they are deactivated.

Reactivate an Employee

  1. From the Employee List in your online Square Dashboard, click the Status drop-down menu on the left > click Inactive.
  2. Click on the employee’s name > Reactivate.
  3. To allow your employee to log in to the Square app to accept payments, toggle on Permissions and select or create a role from the dropdown menu.
  4. To allow your employee to sign into the Square app using a passcode, enter a custom 4-digit passcode or click Generate to create one at random.
  5. If your employee’s role allows them to access Dashboard or the Square app on their own device, enter the email address they will use to log in.

Note: It is important to retain this for your records because this is the passcode your employee will use to access a register with employee management enabled.

Employee Management with Square Payroll

Square Payroll integrates with our employee management features. Employees can clock in and out from your Square app and our team handles your federal and state payroll tax payments and filings. Learn more about Square’s online payroll service.

Note: Square stores data in the U.S. and other countries. You may be required to notify your employees of this fact and obtain their consent before storing their information.

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