Get Started with Team Management

Square has tools to help you manage your team easily — across various locations, devices, and job functions. With Team Management, you can track your team’s time, manage their access to your Square Point of Sale and online Square Dashboard, and optimize labor costs.

Team Management also makes it easy for you to pay your team using Square’s online payroll service or any other provider.

What’s Included?

Team Management Pricing Tiers

With Team Management, you’ll have free access to Team Permissions, a team-wide set of permissions across your Square Point of Sale and/or online Square Dashboard. By upgrading to Team Plus, you’ll be able to create unlimited roles, track sales and multiple wages per team member, labor cost vs. sales reports, and more.

How it Works

Team Management uses permissions and passcodes to give team members access to the tools they need for the job, and gives you the controls and reports you need to run your business.

Below are a few terms to know about Team Management:

Role

Roles are custom sets of permissions assigned to your team members by job function at your business. Determine employee access to your online Square Dashboard and the Square Point of Sale, Appointments, and Invoices apps.

For example, you can create a role for cashiers that gives them access to only accept payments from the Square Point of Sale, then another role for managers which allows them to issue refunds, edit items and settings, comp items, and access what they need in your online Square Dashboard. Another role can be created for bookkeepers to only access certain areas of your online Square Dashboard like sales and deposit reports.

With Team Management, you’ll have access to a single set of Team Permissions for all team members for free, and unlimited roles for $35 a month per location with a team member assigned to it.

Permission

Roles are made up of permissions. These include the ability to issue a refund, access transaction history, edit settings, and more. View a full list of team member permissions.

Team Member Profile

Create team member profiles to save their contact information and assign them roles and wages specific to their job at your business. Note: Deactivated profiles are not deleted from your account, but can remain hidden and be reactivated at any time.

Job Title

Job titles, independent of roles, let you to assign a team member one or more job functions and respective wages. For example, a team member can clock in as a Host for the beginning of their shift, then switch to Server and be tracked and paid accordingly. Job titles do not determine a team member’s permissions and are only used to track labor cost, jobs performed, and wages paid for each job.

Team Passcode

A Team Passcode is the easiest and quickest way to give your team access to accept payments while securing specific areas and actions in the point of sale. This means all team members will share the same access and permissions across the Square Point of Sale app, while the account owner’s passcode unlocks any restricted areas and actions.

A Team Passcode is recommended for businesses which don’t need to track sales by team member or give specific team members different permissions than the rest of the team.

Personal Passcode

Personal Passcodes are for tracking the performance and time of individual team members. If they’re assigned to a role other than Team Permissions, Personal Passcodes will enable you to track sales by team member. A team member can sign in to the Square Point of Sale app using their Personal Passcode to clock in for their shift, have their individual sales tracked, and have access to permissions specific to their assigned role.

Personal Passcodes can be used by team members assigned to the free Team Permissions role for timecard tracking purposes.

Create Roles and Assign Permissions

Define and restrict what your team members can access from the Square Point of Sale app and online Square Dashboard with Team Permissions. Team Permissions also add a new level of account security – you decide which of your team members have access to your online Square Dashboard, can modify your item library, manage team members, issue refunds, and more.

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

Another option is setting up a Team Passcode, which lets team members accept payments on a shared point of sale while requiring a Personal Passcode with the correct permissions to access restricted areas and functions like issuing refunds. Managing all team members with just Team Passcodes is free and a great option if you don’t need to track sales by team members, but want to track timecards and keep access to areas of the point of sale secure. You’ll then use your owner passcode to override certain actions and manage settings.

Create a New Team Role

  1. Sign in to the Team 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 a team member access to.
  5. Click Save.

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

Edit or Delete Team Member Roles

To edit a role:

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

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

Create and Manage Team Member Profiles

Once you’ve set up roles, you’re ready to create team member profiles. A team member is anyone who has access to your account via the Square Point of Sale app and/or online Square Dashboard.

Create a New Team Member Profile

  1. From the Team Members list in your online Square Dashboard, click Create Team Member.
  2. Enter the member’s name and personal information > Save.
  3. Under Compensation, select whether this team member is exempt from overtime. This is only necessary if you are tracking timecards with Square. Assign or create a job title and enter their wage.
  4. To allow your team member to log in to the Square app to accept payments, clock in/out using the Square app, and/or access the online Square Dashboard, click Enable Permissions and select or create a role from the dropdown menu.
    • To allow your team member 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 team member’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 team member an email inviting them to create a password for their account.
    • If a team member has been given access to both the Square app and online Square Dashboard, they’ll need a Personal Passcode and an email address they’ll use to sign in.
  5. Once finished, click Save.

If applicable, this team member will be invited via email to create their own login for accessing online Square Dashboard and/or the Square Point of Sale app on their personal device.

Create a New Personal Passcode for a Team Member

  1. From the Team Members list in your online Square Dashboard, select the team member who needs a new passcode.
  2. Under Permissions, click Edit > enter a custom 4-digit passcode or click Generate to create one at random. Make sure to record and share this passcode with the team member.
  3. Save.

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

Deactivate a Team Member

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

  1. From the Team Members list in your online Square Dashboard, select a team member.
  2. Click the three-dotted actions dropdown > Deactivate Team Member > confirm.

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 the Team Members list in your online Square Dashboard, click the Status drop-down menu on the left > click Inactive.
  2. Click on the team member’s name > Reactivate Team Member.
  3. To allow your team member to log in to the Square app to accept payments, click Edit under Permissions and select or create a role from the dropdown menu.
  4. To allow your team member 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 team member’s role allows them to access the online Square 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 point of sale with team management enabled.

Add Compensation

Adding job titles and wages to a team member lets you track labor cost and, if using Square Timecards, view time spent performing one or multiple job functions at your business.

If a team member has more than one job, 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, a team member can clock in as a Host for part of their shift then switch to Manager.

Note: A team member’s job title is not associated with a particular role or set of permissions and is only used to track time and help team members 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 team members 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 Team Member list in your online Square Dashboard, select a team member.
  2. Under Compensation, enter a job title and wage this particular team member is paid for performing that job.
  3. If they perform more than one job, click Add Another Wage, then enter a job title and wage. Team members assigned to multiple job titles will be prompted to choose which one applies to their shift when clocking in to the Square app.
  4. Save.

Enable Team Management on the Square App

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

Passcodes allow your team members to log into the Square app without an email address or password on any device paired to your business location. Once logged in, team members 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. From the navigation menu, tap Settings > Passcodes > Enable Passcodes.
  3. Under Require Passcode, select between After Each Sale of When Backing Out of a Sale to cancel a payment.
  4. Enter your passcode to save these changes.
  5. Select a preferred time-out period for the Square app.
  6. Tap Log Out on the bottom right to allow your team members to log in and begin accepting payments.

Disable Team Passcodes in your Point of Sale App

Once you have Team 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 > Passcodes.
  3. Toggle Allow Team Passcode off.

Enable Shared Team Permissions

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, and set up a Team Passcode to control what actions and information your team can access on a shared point of sale:

Enable Team Permissions in Your Online Square Dashboard

  1. Visit Team > Permissions in your online Square Dashboard.
  2. Select Team Permissions.
  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.

Enable Team Permissions in Your Square Point of Sale

  1. From the navigation menu, visit Settings > Passcodes > turn Passcodes on.
  2. Turn Allow Team Passcode on.
  3. 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 like issuing refunds or viewing reports, tap Edit. You’ll be directed to Permissions in your online Square Dashboard on a mobile browser. Create a Team Passcode for team members using a shared point of sale > select what you’d like to grant access to.
  4. Save > return to the Square Point of Sale app.

At this point, any team member using the set Team Passcode will be able to accept payments and access areas and functions of the point of sale you’ve selected for Team Permissions. To access restricted areas and functions, you’ll need to enter a passcode with the correct permissions enabled.

Edit Your Team Passcode

To edit you Team passcode from your online Square Dashboard:

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

To edit your Team Passcode from the Square app:

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

Team Management with Square Payroll

Square Payroll integrates with our Team Management features. Team members can clock in/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.

Still need help? Ask the community

Visit community forum