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Use Timecards with Square Payroll

Read below for tips and instructions for using Timecards with Square’s online payroll service.

Setting up Timecards

Step 1: Enable Timecards in Square Payroll

  1. Visit Payroll Team in the Payroll section of your online Square Dashboard.
  2. Select the team member you would like to add to timecards.
  3. Click Generate next to Point of Sale Passcode.
  4. A four-digit passcode will appear. Record this passcode and deliver it to your team member. They will use this passcode to clock in and out on your account in the Square Point of Sale app. Passcodes are automatically generated and cannot be customized at this time.
  5. Press Save.
  6. Repeat steps 4 and 5 for all team members using Timecards.

Step 2: Turn on Timecards on your Square Point of Sale app

To use this feature, you’ll need the latest version of the app on your device.

Timecards should automatically be activated on your account after you assign a passcode to your employee(s). If it you do not see a clock in the bottom-right corner when you are logged into the Square app, follow these steps:

  1. From the Square Point of Sale app, tap Settings > Time Management.
  2. Toggle Track Time from Point of Sale on.

Once enabled, a clock will appear in the bottom right corner of the app, indicating team member time tracking has been turned on. Your team members can tap the clock to clock in and out in the app using their individual passcodes from Step 1.

Step 3: Manage Settings for the Square Team app

The Square Team app gives employees and contractors the ability to clock in / out without using the Square Point of Sale app. To manage their ability to create timecards from the Square Team app:

  1. Visit the Team App section in the Settings tab within the Timecards section of your online Square Dashboard.
  2. Toggle Clock in/out from team app on or off.

Note: Team members can only track time through the Square Team app if Online Account access is toggled on in the Payroll Team profile and Clock in/out from team app is enabled in Timecards.

Viewing and Editing Timecards

Visit Timecards in your online Square Dashboard to:

  • View open timecards
  • Close open timecards
  • Create timecards
  • Delete accidental timecards
  • Review closed timecards
  • Edit closed timecards
  • Run reports on hours worked

View Open Timecards

Visit Timecards in your online Square Dashboard to view timecards for team members who clocked in but haven’t clocked out yet. Open time cards will have a green dot to the left of the team member’s name.

To close an open timecard:

  1. Select the team member’s timecard you’d like to close.
  2. Click Clock Out.
  3. Enter a clock out time.
  4. Click Save.

Create a Timecard

To create a new timecard for one of your team member:

  1. Visit Timecards in your online Square Dashboard.
  2. Click Add Shift.
  3. Select your team member, and enter the appropriate date and hours worked.
  4. Click Save.

Delete a Timecard

To delete a timecard for one of your team members:

  1. Visit Timecards in your online Square Dashboard.
  2. Use the date selector and name filter to locate the timecard that needs to be deleted.
  3. Select the timecard and click Delete Timecard.
  4. Confirm Delete Timecard.

Timecard Report

The Labor Cost tab in the Timecards section of your online Square Dashboard shows the team member name, location, notes (when using Team Plus), and total hours worked for each team member who has clocked in and out during the selected time frame. Time card errors and violations to your break and overtime rules will be marked red.

Click Export Labor Cost to download this report as a CSV file.

View Shift History

Visit Timecards in your online Square Dashboard to review and edit your team member’s shifts.

To edit a shift’s details:

  1. Visit Timecards in your online Square Dashboard.
  2. Use the date selector and name filter to locate the timecard that needs to be edited.
  3. Make necessary changes.
  4. Click Save.

Importing Timecards to Square Payroll

To import your team member’s hours into Square Payroll:

  1. Visit Run Payroll in the Payroll section of your online Square Dashboard.
  2. Click Import Timecards on the top right of the screen. Reg Hours, Overtime, and Doubletime will be populated with the number of hours worked by each team member. Note: If you’re using Square to take payments and have enabled Tip Importing, click Import Timecards and Tips to import your team member’s hours and tips.

Note: Timecard hours can only be imported after the pay period ends. Please wait until the pay period has ended to import hours to Square Payroll.

Overtime Calculations

When you import timecards to Square Payroll, overtime and double time are automatically calculated for each team member based on your state’s regulations.

For example, California W-2 employees receive overtime pay when they work more than 8 hours in a day, 40 hours in a week, or seven consecutive days in a workweek. They also receive double time pay when they work more than 12 hours in a day.

If you’re using employee break tracking, Paid breaks will count towards overtime calculations. Unpaid breaks do not count towards overtime.

Team members in all other jurisdictions currently supported by Square Payroll, however, receive overtime pay only when they work more than 40 hours in a week, as per the Fair Labor Standards Act (FLSA).

Note: Overtime calculations assume your workday finishes at midnight, and your workweek begins on the same day as your pay period. If you pay your team twice a month, your workweek begins on Sunday.

Learn more about: Team Management

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