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Set Up Your Team with Square for Retail

Included with your Square for Retail Plus monthly subscription cost is full access to Team Management and Square Shifts Plus. Team Management allows you to create team member profiles for multiple locations and limit the actions your team can take from both the Retail app and online Square Dashboard, while Square Shifts lets you schedule your team’s shifts, track their time, and provide labor cost reporting.

Note: Team Plus and Shifts Plus are not included with Square for Retail Free. If needed, you can still use the free plan for either service with Square for Retail Free, or subscribe to the paid versions of either service to access additional features.

Create a New Team Member Profile

  1. From Staff > Team > 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 time with Square Shifts. 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 permission set 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 permission set 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.

    • If subscribed to Team Plus or Square for Retail Plus, you can pair team member badges to individual team members in place of a passcode to add an additional layer of security to your account. Badges allow team members to log in to your point of sale based on their assigned permissions and clock in and out for a shift.

  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.

Note: Team Passcodes are not available with the Team Management subscription included in Square for Retail Plus. Team members must sign in/out and clock in/out with their individual 4-digit passcode.

Team Permissions

Team members can be given point of sale permissions, can track their time, and can power labor reports.

Create a New Team Permission Set

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

  2. Click Create Permission Set > enter a permission set name (e.g. Cashier, Manager, Delivery Driver).

  3. Check the box for every permission you would like to give a team member access to.

  4. Click Continue > Select where you would like to give the team member access:

    • Shared Points 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).

    • 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).

    • Dashboard: Allow this employee to sign in to your online Square Dashboard using their own email and password.

  5. Click Save.

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

Keep in mind, not every permission displayed in the permissions list will be applicable to Square for Retail.

Check out the table below with some of the most common team permissions we’ve seen retail businesses use.

Permission Manager Cashier
View All Completed Sales Transactions For All Team Members ON OFF
Apply Restricted Discounts and Comps to a Transaction ON OFF
Cancel Transactions ON OFF
Configure Checkout Settings ON OFF
Items - For All Locations OFF OFF
Manually Adjust Taxes During a Transaction ON OFF
Issue Refunds ON ON
Full Invoices Access ON OFF
View, Edit, Create, and Delete Customer Directory Data ON OFF
Update Customer Loyalty Status ON OFF
Transfer Funds Using Instant Transfer ON OFF
View All Sales Reporting and Transactions on Dashboard ON ON


Once you’ve set up your Team Members and Permission Sets, you can track their time worked using Square Shifts. To enable Square Shifts, you can choose the free or paid tier from the Shifts section of your Dashboard. Make sure to head to your online Square Dashboard to enable on your device settings.

Learn more about device codes and getting started with Shift Management.

Learn more about: Retail Point of Sale

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