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Shift Scheduling for Team Members

Overview

We know that having clear visibility into your schedule is crucial to your work week. That’s why, with Square Team Management and Team Plus Shift Scheduling and Team app, you’ll have direct access to your schedule and be able to properly plan out your week. If your business uses Team Plus, you’ll also receive reminders to clock in and out for your scheduled shifts.

Shift Scheduling Overview

Glossary

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

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 your 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, if you work from 9am-5pm, with a 30 minute unpaid lunch break, you 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 you hold within your 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 your 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 via email or push notification from Team app. Note: Your business must be using Team Plus to receive some notifications (e.g. clock-in reminders, etc).

Reviewing Your Schedule

Once your employer has created and published your schedule, you should receive an automated email and or Team app push notification with a direct link to view your upcoming shifts for the week. To ensure full visibility into new schedules and/or any updates to an existing schedule, you’ll also want to make sure that you have updated your notification settings in the Team app. To do so:

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

  2. Under the Work Settings section, tap Notifications.

  3. Toggle on/off App notifications and/or Email notifications under the Schedule published and Schedule updated sections based on your personal preferences.

  4. Tap Save changes.

As a best practice, we also recommend that you reach out to your employer directly if you have any questions or concerns about your schedule. They will have the access to make any necessary changes, should they arise.

Shift Scheduling Schedule In-App

Managing Your Schedule

In order to set proper expectations regarding when you’re available to work, you’ll want to provide your employer with your availability. While your employer or any team member with full access permissions will have the ability to update your availability using the online Square Dashboard, you can also update your own availability at any time by using the Square 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.

  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: Team members without full access permissions will be able to update their availability when using the Square Team app, but are not able to update their availability through the online Square Dashboard at this time.

Open Shifts

Your employer may also choose to utilize open shifts, which will allow you to pick up shifts that have yet to be filled by other members of the team. Open shifts are easily viewable from the Team app and will appear to any team member that isn’t currently scheduled for that particular time frame, and is able to work under that job title. To get started:

  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, your employer will receive a notification in their online Square Dashboard. They will be prompted to Decline or Approve the Shift request, and you will receive a push notification from Team App confirming which action was taken.

Trade Shifts

If you have a change in availability, or simply prefer a different shift, you’ll also have the option to trade shifts with other members of the team. To do so:

  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. Once the team member has taken action, the account owner or manager will be notified and asked to accept or decline. Note: You should always assume you are working your original shift until approved by the account owner or manager.

FAQs

Can I trade shifts with another team member if I’m unavailable to work my own?

With Team Plus, once a schedule has been published, you can trade shifts with other team members if you’re unable to work your own. Simply open up your Team app and tap Schedule to view the shift(s) in question. From the Shift details, tap Trade shift to view the shifts available for trade, and Request trade to send a notification to the team member whose shift you’d like to trade. If they are able to accommodate your request, an updated schedule will be sent to you through your preferred notification method once the edits have been saved. Note: The team member whose shift you’d like to trade must accept the trade request in order for the trade to go through.

How do I request time off?

At this time, the ability to submit requests for time off is not available through Shift Scheduling with Team Management. We suggest working with your employer or manager directly, prior to the release of each week’s schedule, to discuss any time off requests that may affect staffing for the time frame in question.

I never received my schedule. Can I request it again?

Yes, you can do so by working with your employer or manager directly to request they publish the schedule again. In addition, you should check the Notification settings in your Team app to confirm that you’re 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 your spam/junk folder. As a best practice, please confirm that the email address associated with your team profile is up-to-date and that you have double-checked your inbox. Note: You should also have the ability to view any published schedule in the Team app.

My availability has changed last minute. How do I update that?

You can update your availability at any time through the Availability section within More in your Square Team app. If this change happens during a work week that is already in progress, we recommend partnering with your employer or manager to make them aware of any changes to your availability. This way, affected shifts can be filled as quickly as possible. 

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