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Team Permissions

With Square’s Team Management permissions you are able to customize each of your team member’s permissions and access to your Square Point of Sale and online Square Dashboard. By assigning a team member to a particular role, you can customize their permissions within your Square Account.

As each business is different, you can choose exactly what you would like each of your team members to be able to access. To help get you started, here is a full breakdown of all the permissions a team member can be assigned.

Access Shared Point of Sale App

Allows team members to access your Square Point of Sale App using a 4-digit passcode. This is best if you have multiple team members using the same Square Point of Sale App.

Access Sales Transactions Allow team member to view all sales in the Square Point of Sale Transactions tab.
Apply Restricted Discounts and Comps Allow team member to apply restricted discounts and comps with their passcode.
Cancel Transactions Allow team member to cancel transactions.
Change Settings: Offline Payments, Instant Deposit, etc. Allow team member to access and edit account settings from the Settings tab in Square Point of Sale, including starting/ending cash drawer sessions, accepting Offline Mode payments, and enabling tips.
Delete or Void Saved Items in Open Tickets Allow team member to delete or void items within existing open tickets.
Edit Items, Taxes, and Manage Inventory Allow team member to create and edit items, update taxes, or adjust stock levels for all items.
Edit Tax in a Sale Allow team member to add, remove or edit preset tax settings during a sale.
Issue Refunds Allow team member to issue refunds from the Square Point of Sale App.
Manage & Start Cash Drawers Allow team member to start and monitor cash drawer reporting.
Manage All Open Tickets Allow team member to access all open tickets created in your location.
Manage and Create Invoices Allow team member to send, edit and view all invoices from the Square app.
Manage Customers Allow team member to add, edit or remove Customers from your directory.
Settle All Payments Awaiting Tip Allow team member to individually or bulk settle tips in your Square Point of Sale app.
Store and Charge Card on File Allow team member to store card information and process transactions using Card of File.
Enable Offline Mode Allow team member to enable and process payments in Offline Mode.
Updated Customer Loyalty Status Allow team member to adjust a customer’s Loyalty stars.
Use Instant Deposit Allow team member to initiate an Instant Deposit from your Square Point of Sale App.
View Expected Amounts In Cash Drawer Allow team member to see the expected Cash Drawer Amount.
View Reports Allow team member to view all reports in the Reports tab of your Square Point of Sale App.
View All Transactions Allow team member to view all sales in the Square Point of Sale Transactions tab.

Access Dashboard

Allows team members to sign into your Square Dashboard using their own email address and password. This is best for team members who need access to your reporting or who manage other team members.

Edit Business Profile Allow team member to update your Business information: Receipt information, logo, etc.
Edit Items, Taxes, and Manage Inventory Allow team member to create and edit items, update taxes, or adjust stock levels for all items.
Issue Refunds Allow team member to issue a refund from the transaction tab of your Square Dashboard.
Manage and Create Invoices Allow team member to send, edit and view all invoices from your Square Dashboard.
Manage and Subscribe to Services Allow your team member to view and manage your subscription services.
Manage Customer’s Cards on File Allow team member to add or delete customer’s payment cards.
Manage Devices Allow team member to create device codes for your account.
Manage Marketing Allow team member to create, send and manage Square Marketing campaigns.
Manage Team Members Allow team member to create and manage team member profiles, and assign team members to existing roles.
Manage Time Cards Allow team member to clock other members in/out and edit timecards.
Take Payments with Virtual Terminal Allow team member to process payments using your Virtual Terminal on your Square Dashboard.
Use Customer Insights, Directory and Feedback Allow team member to view all of your customer information.
View Sales Reports and Transactions Allow team member to view all sales and reports in your Square Dashboard. Note: Disputes can only be viewed and managed by Owners and Administrators.

Access Mobile Point of Sale

Allows team members to use their own email address and password to log into the Square Point of Sale app on their own device. This is best for team members who are using their own devices to process payments on the go.

Access Sales Transactions Allow team member to view all sales in the Square Point of Sale Transactions tab.
Apply Restricted Discounts and Comps Allow team member to apply restricted discounts and comps with their passcode.
Change Settings: Offline Payments, Instant Deposit, etc. Allow team member to access and edit account settings from the Settings tab in Square app Note: To allow your team members to adjust taxes from the Settings, make sure to enable Edit Items, Taxes, and Manage Inventory.
Delete or Void Saved Items in Open Tickets Allow team member to delete or void items within existing open tickets.
Edit Items, Taxes, and Manage Inventory Allow team member to create and edit items, update taxes, or adjust stock levels for all items.
Edit Tax in a Sale Allow team member to add, remove or edit preset tax settings during a sale.
Issue Refunds Allow team member to issue refunds from the Square Point of Sale App.
Manage & Start Cash Drawers Allow team member to start and monitor cash drawer reporting.
Manage All Open Tickets Allow team member to access all open tickets created in your location.
Manage Customers Allow team member to add, edit or remove Customers from your directory.
Store and Charge Card on File Allow team member to store card information and process transactions using Card of File.
Enable Offline Mode Allow team member to enable and process payments in Offline Mode.
Updated Customer Loyalty Status Allow team member to adjust a customer’s Loyalty stars.
Use Instant Deposit Allow team member to initiate an Instant Deposit from your Square Point of Sale App.

Note: With the Edit Items, Taxes, and Manage Inventory permission, keep in mind your team member will need to head to the Settings tab of the Square app to adjust item tax.

Authorized Representative Access

An Authorized Representative is any team member or associate you’ve designated to have access to some of your account information and transaction details. Once someone has been added to your account as an Authorized Representative, they will be able to call Customer Support and take limited actions on your account.

An Authorized Representative can:

Discuss specific transactions and deposits with Support Ability to discuss transactions, fees, deposits, customers, subscriptions, and other account-specific details.
Update your business information Ability to request Square update the business’s Merchant Category Code (MCC), shipping address, and public profile.
Remove an old bank account Ability to request Square remove an old bank account if a new account has been added.
Learn more about: Team Management

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