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Team Management Update FAQs

Starting July 1, 2019, Employee Management will be known as Team Management and introduce some changes to pricing and feature offerings as a result of feedback from sellers like you.

Review these frequently asked questions about the changes:

What’s Changing?

A few years ago, we released Employee Management to help sellers manage their teams across multiple locations and devices. Since then, we’ve improved and expanded our offerings, and found the need to make these advanced features easier to set up and manage.

Employee Management is now Team Management

Running a business involves more than employees. It’s a collaborative effort by a team of people – whether they’re using your point of sale to accept payments or signing in to your online Square Dashboard to help you with accounting. Team Management gives you the tools you need to manage your entire team.

Free Team Management

With the new Team Management, you’ll be able to use the tools you need to get started for free – like securing sensitive areas and functions of your account, enabling team members to clock in/out at the point of sale, tracking timecards, and using Team Permissions. Team Permissions lets you create a team-wide set of permissions across your Square Point of Sale and/or online Square Dashboard.

Using free Team Permissions 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.

To get started, begin by adding team members to your roster, setting permissions for the free Team Permissions role, and assigning them Personal Passcodes to start tracking timecards. Learn more about getting started with Team Management.

Advanced Tools with Team Plus

Subscribe to Team Plus for $35 monthly per location to get access to:

Unlimited Roles: Create sets of permissions for different team members or groups of team members like Manager, Cashier, and Bartender.
Team member sales tracking: Run reports on individual performance by team member to track sales, tips, and actions like refunds, discounts, or voids.
Multiple wages for team members: Track labor costs for team members with multiple jobs and/or wages at your business, like a team member with Bartender and Server shifts.
Labor Cost vs. Sales reports: Run advanced reports comparing your labor costs to sales. Run advanced reports related to your team’s performance.

Mobile Staff and Guest Mode are now Team Permissions

Team Permissions is a new, free role you can use to give your entire team the same access to your Square Point of Sale app and online Square Dashboard. Like Mobile Staff, it can be used to give team members their own login to use the Square app on their device. Team Permissions also works the same as Guest Mode, where your team is able to access areas and functions of your account they’ve been given access to, while requiring your owner passcode for everything else.

Team Management Pricing

Team Management Pricing Tiers

Why is the price changing?

Our conversations with sellers revealed our pricing structure of $5 per employee per month meant having to think twice before adding additional team members. By paying $35 a month per location, you’re able to add unlimited team members to your roster, create unlimited roles with their own custom permissions, and track labor vs. sales costs, individual team member sales, and multiple wages for less.

We also made the most important tools free. So team members can clock in/out at the point of sale and you can track timecards and limit access to sensitive information without the monthly subscription cost.

When is the price changing?

If you’re currently subscribed to Employee Management, you can opt into the new pricing immediately! If you choose not to, note that all sellers will be automatically moved to the new pricing on Jan 1, 2020.

If you decide to opt in to the new Team Plus pricing, your new rate will take effect on the first day of the following month.

Will my pricing change?

To see how this change may affect your subscription pricing, visit Account & Settings > Business > Pricing & Subscriptions** in your online Square Dashboard. Your subscription cost will be determined by the amount of active locations on your account with team members assigned to them, not the number of active team members. If you have active locations you no longer need, they can be deactivated and reactivated at any time.

How do I upgrade to Team Plus?

Visit Team in your online Square Dashboard and follow the notification to Learn more. Here, you’ll be given the option to upgrade to the new Team Management subscription.

How do I downgrade to free Team Management?

You can downgrade to the free Team Management option by assigning all team members to the free Team Permissions role and deleting all other roles. Keep in mind, the Owner role is free and cannot be deleted.

Note: Free Team Management does not include individual team member sales tracking, multiple wage tracking, or Labor vs. Sales reporting.

Which locations will I be charged for? What if I have a lot of extra locations?

If you’re subscribed to Team Plus, you’ll be charged for every active location with a team member assigned to it, regardless of their role.

If you’re using locations as a way to track sales from different sources at your business, like Front Counter, Bar, Back Patio, etc., we recommend consolidating locations and tracking sales by device instead.

If you have extra locations you no longer use, you can deactivate them at any time or remove any employees assigned to it.

To deactivate a location:

  1. Visit Account & Settings > Business > Locations in your online Square Dashboard.
  2. Select the location you want to deactivate.
  3. Click Deactivate > Deactivate this Location.

You can reactivate a location at any time from Locations by changing the Status filter to Inactive.

What if I want to pay for Team Plus at only one location?

You will only be charged for locations that have employees assigned to them, regardless of their role. In this case, we recommend assigning employees to only the location you’d like to pay for. There isn’t a way to use free Team Permissions at one location and Team Plus features at another.

Mobile Staff and Guest Mode

What happens if I use Mobile Staff and/or Guest Mode?

Mobile Staff

If you’re currently using Mobile Staff, nothing changes except for sales tracking by team member. Instead of your team being assigned to the Mobile Staff role, they’ll be automatically assigned to the Team Permissions role with no action needed on your part.

If you’d like to keep tracking sales by team member, you’ll need to subscribe to Team Plus, then create a new role with Access Mobile Point of Sale permissions enabled, then assign this role to all team members accepting payments on their own mobile device.

Guest Mode

If you’re currently using Guest Mode, nothing changes for you and there is no action needed on your part. Your team will need the same owner passcode to access functions and areas they haven’t been given access to.

To confirm your owner passcode, visit Account & Settings > Personal Information in your online Square Dashboard. To confirm which permissions are enabled for your team, visit Permissions in your online Square Dashboard > Team Permissions > set a Team Passcode and check any permissions you’d like to grant your team.

Mobile Staff and Guest Mode

If you’re currently using both Mobile Staff and Guest Mode, you’ll need to configure the free Team Permissions role to accommodate team members using a shared point of sale and those accepting payments on their own device.

You can do this by enabling Access Shared Point of Sale and Access Mobile Point of Sale for the Team Permissions role in your online Square Dashboard.

If you’d like to keep these two roles separate, you’ll need to subscribe to Team Plus, which will let you create unlimited roles and track sales by team member.

How do I track team member sales?

By subscribing to Team Plus, you can track sales by team members in two ways:

  • Create or assign them to a role other than Team Permissions and assign a Personal Passcode they’ll use at a shared Point of Sale.
  • Create or assign them to a role with Access Mobile Point of Sale enabled so they can sign in using their own email and password to accept payments on their mobile device.

Tracking sales by team member also enables you to run Labor vs. Sales reports in your online Square Dashboard.

Learn more about creating roles and passcodes.

Team Management with Multiple Locations

How do I use free Team Management across multiple locations?

Set up Team Permissions.
Give each team member a Personal Passcode for timecard tracking.
Assign team members one or multiple locations from the Team Members list in your online Square Dashboard or bulk assign team members to a location from Account & Settings > Locations in your online Square Dashboard.

How do I use Team Plus across multiple locations?

Set up Roles.
Assign each team member a Role and Personal Passcode for sales and time tracking.
Assign team members one or multiple locations from the Team Members list in your online Square Dashboard or bulk assign team members to a location from Account & Settings > Locations in your online Square Dashboard.

Note: Team Plus costs $35 a month for each location with team members assigned to it.

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