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Shift Scheduling with Team Management

Overview

We know that having clear visibility into daily operations and labor costs is a critical part of managing a business. That’s why, with Square Team Management and Team Plus Shift Scheduling, you have access to a one-stop-shop where you can create, manage, and publish schedules for yourself and your entire staff. Shift Scheduling with Team Management provides you with the tools you need and automatically integrates with Point of Sale and Payroll to ensure a simple and smooth approach to managing your day-to-day staffing needs.

Shift Scheduling Overview

Glossary

Review the table below to learn more about commonly used terms associated with scheduling your team.

Term Definition
Shift A shift refers to a period of time that a team member works under one job title. Shift Scheduling includes multiple shift states, including: scheduled shift, current shift, and completed shift. A team member can be assigned multiple shifts in a workday.
Timecard A timecard is the record of a set of shifts, generally associated with a business’ pay period. Depending on the timeframe viewed, a timecard could include both in progress and completed shifts.
Workday A workday is a rolling 24hr period of time where all business activity takes place. For most businesses, the standard day (12am-12am) aligns with their workday. For businesses that are open past midnight, the start of the workday should align with when all team members have clocked out for the day (e.g. for bars, the workday may span from 4am-4am to account for the few hours they’re open past midnight).
Paid hours Paid hours refers to the total number of hours worked, minus any unpaid breaks. For example, a team member works from 9am-5pm, with a 30 minute unpaid lunch break. This means the team member worked a total of 7.5 paid hours.
Availability Availability refers to the days and times a team member is able to work. In general, availability is recurring, and is separate from one-off time off requests. For example, a team member’s availability might state they can work 10am-9pm, Monday through Friday.
Job title Job title refers to the position a team member holds within a business. Team members can have up to 12 job titles, with a wage assigned to each. The associated wage(s) will be determined by which job title the team member clocks in as. For example, a team member who has the job titles “Cashier” and “Bartender” may make $15 under the “Cashier” job title and $17 under the “Bartender” job title.
Notifications Notifications refers to active messages that are delivered by a push method (e.g. a notification pushed to the account owner or team member by Square, on behalf of the other party). Note: Team Management and Team Plus only support email and app push notifications at this time.
Alerts Alerts refers to passive messages, typically visible in your online Square Dashboard reporting. This includes, but is not limited to: break violations, shift violations, and overtime alerts.

Getting Started

Prior to creating your first schedule, you’ll want to make sure you’ve taken care of a few things in order to ensure a seamless creation process.

  • Create your Team Members: Before you can implement a schedule, you need to make sure you have created your team and assigned them an email address to login, a job title, wage(s), and a permission set.

  • Suggest the Team App to your Team: In order for your team members to manage their schedule on-the-go, make sure your team downloads the Team app. This will allow team members to access their schedule and request changes, whether they’re at the business or at home.

Setting Up Your Schedule

Availability

Once you’ve set up your team, you’ll also want to make sure their availability is accurate and up-to-date. You can either have your team members set their availability via Team app, or set it for them in your Square Dashboard. To set it yourself:

  1. Visit the Timecards section of your online Square Dashboard > Availability.

  2. Select the appropriate location from the drop-down menu above your team member list.

  3. From a team member’s row, click the ”+” icon to open up their availability page for a specific day.

  4. Toggle on Available all day if the team member is available during all scheduled business hours, or enter a Start Time and End Time to specify when the team member is available.

  5. To add another layer of availability, click Add availability, or choose to repeat the same availability for other days of the week by checking off the appropriate days under the Repeat on section.

  6. Click Save.

Shift Scheduling Availability

Your team can also set their own availability in Team app. To do so:

  1. From the Home page of the Square Team app, tap More.

  2. Under the Work Settings section, tap Availability. Note: If you’re using Payroll, you’ll visit More > Availability.

  3. Tap on the day of the week that you’d like to edit to open up the Add availability screen and make any necessary changes.

  4. Tap Save changes to return to the Availability section and repeat for the remaining days that need to be updated.

Note: Availability can only be updated through the online Square Dashboard and the Square Team app. Account owners and team members with full access or the “Manage availability” permission can update availability for themselves through the online Square Dashboard at any time. Team members with limited permissions will have the option to update their availability when using the Square Team app.

Shifts

After you’ve set your team’s availability, you can start to build out your schedule by applying Shifts to each team member. To get started:

  1. Visit the Timecards section of your online Square Dashboard > Shifts.

  2. Select the appropriate time frame and location from the drop-down menus above your team member list. Note: Click the drop down menu that says All team members to filter on/off specific team members or job titles. For example, if it’s not necessary to schedule the owner of the business, you can filter on all team members except for the owner.

  3. From a team member’s row, click the ”+” icon to open the Add shift screen for a specific day.

  4. Verify the team member, job title, and date(s) are correct > enter a Start Time and End Time. Note: If the selected team member is unavailable or has partial availability for that day, you will see a note regarding their unavailability.

  5. Optionally, add notes and select a color to be visibly associated with the team member on the schedule. Note: If there is a note associated with a team member’s shift, the color of their shift block will appear slightly lighter than others. Notes are only visible to the person creating the schedule and will not appear to team members.

  6. If you need to repeat the same shift for another day of the week, check off the appropriate day from the Repeat shift drop-down menu at the bottom of the Add shift screen.

  7. Click Save.

  8. Repeat the steps above for each team member until you have built out enough coverage for your schedule.

You also have the ability to drag and drop shifts that have already been scheduled. Simply click down on any scheduled shift and drag it to the appropriate cell to move from one team member to another. You can also copy a shift by holding down the Option / ALT keys on your keyboard. Once the shift has been dropped into a new cell, the change will automatically save, but not publish.

Note: The maximum number of shifts per team member per day you can apply is three.

Shift Scheduling Create Schedule

Open Shifts

If you’re unable to fill a particular shift and would like to open the option to all team members associated with a particular job title, you can use open shifts. To get started:

  1. Visit the Timecards section of your online Square Dashboard > Shifts.

  2. Select the appropriate time frame and location from the drop-down menus above your team member list.

  3. From the Open shifts row, click the ”+” icon to open the Add shift screen for a specific day. Note: If you’re filtering by Jobs, click the ”+” icon in the appropriate row and select Open shift from the Team member dropdown menu in the Add shift screen.

  4. Verify the job title and date(s) are correct > enter a Start Time and End Time.

  5. Optionally, add notes and select a color to be visibly associated with the open shift on the schedule. Note: If there is a note associated with a team member’s shift, the color of their shift block will appear slightly lighter than others. Notes are only visible to the person creating the schedule and will not appear to team members.

  6. If you need to repeat the same open shift for another day of the week, check off the appropriate day from the Repeat shift drop-down menu at the bottom of the Add shift screen.

  7. Click Save.

  8. Repeat the steps above for any days that you will want to give the option to pick-up an open shift.

From here, the open shift(s) that you create will become visible to any team members that are not already scheduled to work during that specific time frame, and have a matching job title. Team members can pick up an open shift directly from the Team app. To do so, have the team member:

  1. Log into the Team app > tap Schedule.

  2. Use the date selector to choose the appropriate time frame for the schedule.

  3. Locate a shift that is noted as Open shift in blue > tap the shift in question to open up the Shift details screen.

  4. Tap Request shift.

Once an open shift has been requested by a team member, you will receive a notification in your online Square Dashboard. You can click Review request directly from the notification, or click the three-dot icon in Timecards > Shifts to review manually. You will be prompted to Decline or Approve the Shift request, and the team member will receive a push notification from Team App confirming which action was taken.

You also have the ability to drag and drop shifts that have already been scheduled. Simply click down on any scheduled shift and drag it to the appropriate cell to move from one team member to another. You can also copy a shift by holding down the Option / ALT keys on your keyboard. Once the shift has been dropped into a new cell, the change will automatically save, but not publish.

Shift Scheduling Notifications

Trade Shifts

If you’re using Team Plus, your team will also have the option to trade shifts with other members of the team if they’re unable to work due to a change in their availability, or just prefer the hours of another shift. To do so, have the team member:

  1. Log into the Team app > tap Schedule.

  2. Use the date selector to choose the appropriate time frame for the schedule.

  3. Tap the shift in question to open up the Shift details screen.

  4. Tap Trade shift.

  5. From the list of available shifts, select the shift that works best and tap Request trade.

From here, the team member whose shift was requested for trade will receive an email and/or push notification from the Team app (depending on their Notifications settings). This will alert them that another member of the team wants to trade shifts, to which they can accept or decline. Note: Team members who have requested to trade shifts will receive a notification prior to request that states they are responsible for their shift until the trade request has been accepted.

Publishing Your Schedule

Once you finish creating your schedule and can confirm that no more edits are necessary, click the Publish button in the top-left corner of the Shifts screen. Review the summary to see the total amount of team members scheduled, total shift count, and total hour count, and select whether you’d like to notify affected team members or all team members. From here, click Publish schedule. Your team members will receive an email notification with their new schedule, along with the option to view their schedule from the Square Team app.

You can also easily duplicate any existing schedule, whether it’s complete or not, by clicking the Duplicate icon located next to the Publish icon. From the Duplicate schedule screen, select which week you’d like to copy the schedule to and click Duplicate schedule to finalize the process.

Shift Scheduling Duplicate

Managing Your Schedule

In order to minimize errors and confusion when clocking in/out or viewing the schedule, it’s important to make sure you have the appropriate settings enabled for Timecards. Take a look at the settings types below to learn more about each one.

Work Period

Your workweek and workday affect how overtime is calculated. For reporting purposes, it’s best to start your workday after your last team member typically clock out. To update your Work Period settings:

  1. Visit the Timecards section of your online Square Dashboard > Settings > Work Period.

  2. From the Start of Workweek drop-down menu, select the appropriate day of the week.

  3. From the Start of Workday drop-down menu, select the appropriate time of the day. Note: For most businesses, a 12am start time is standard. However, if your business has team members working past midnight (e.g. bars, restaurants, etc.), you should adjust your Start of Workday to reflect when all team members have clocked out for the day.

  4. Click Cancel to discard changes or Save to confirm.

Overtime

Overtime rules vary by state and are extremely important to comply with to avoid any issues with your local or state Department of Labor. To update your Overtime settings:

  1. Visit the Timecards section of your online Square Dashboard > Settings > Overtime.

  2. Toggle on/off the appropriate overtime rules and include the After Working (hours) associated with any applicable overtime rule.

  3. Click Cancel to discard changes or Save to confirm.

Breaks

Meal & rest period rules vary by state and specify when team members should break, and whether that break qualifies as paid or unpaid. Note: You are limited to creating a maximum of 3 breaks, per location. To update your Break settings:

  1. Visit the Timecards section of your online Square Dashboard > Settings > Breaks.

  2. Click Add new break to open the New Break screen. From here, give the break a name, duration, and select whether the compensation will be Paid or Unpaid.

  3. Click Cancel to discard changes or Save to confirm.

Team App

The Square Team app allows your team to clock/out, view timecards, view schedules, manage their availability, and with Team Plus (or other subscriptions like Payroll, Restaurants, etc.), claim open shifts and swap shifts with other employees – with your approval, of course. To update your Team App settings:

  1. Visit the Timecards section of your online Square Dashboard > Settings > Team App.

  2. Toggle on/off the Clock in/out from team app setting based on your own preference.

  3. Click Cancel to discard changes or Save to confirm.

Time enforcement

Time enforcement allows you to customize how early your team members can clock in and out on your point of sale. Note: This setting is only available with Team Plus. To update your Time enforcement settings:

  1. Visit the Timecards section of your online Square Dashboard > Settings > Time enforcement.

  2. Toggle on/off the Block ending breaks early and Block early and unscheduled clock-ins settings and enter any necessary information (e.g. Allow within (minutes) and applicable locations).

  3. Click Cancel to discard changes or Save to confirm.

You can also provide select team members with the ability to override this setting by turning on the Override early and unscheduled clock-ins permission when using Custom Permissions.

FAQs

Can I make edits to a schedule once it’s been published?

Yes! To edit a schedule that has already been published, simply locate the schedule in question through the Timecards > Shifts section of your online Square Dashboard and edit accordingly. Once you have made the necessary edits, click the Publish button to resend the updated schedule.

How do my team members request time off?

At this time, the ability to submit requests for time off is not available through Shift Scheduling with Team Management. While this is a feature that will be available in the near future, we suggest working with your team directly, prior to making each week’s schedule, to discuss any time off requests that may affect staffing for the time frame in question.

One of my team members didn’t receive their schedule. Can I send it again?

Yes, but not without resending to the other team members who are scheduled to work during that specific time frame. Have the team member check their Notification settings in Team app to confirm they are able to receive push notifications from the app. There is also a possibility that the schedule email went to an out-of-date email address or into the team member’s spam/junk folder. As a best practice, please have your team member confirm that the email address associated with their team profile is up-to-date and that they have double-checked their inbox.

I need to schedule a team member outside of their availability. Can I do that?

You can update your team’s availability at any time through the Availability page within Timecards in your online Square Dashboard. You can also simply schedule over their availability conflict. When scheduling outside of availability, you will see a warning that notes the shift is outside your team member’s availability, but you will have the option to Save Anyway. We recommend discussing your team members’ availability with them directly, prior to making any changes, to avoid any potential confusion or issues with the schedule in question.

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