Web Developer Access without Ability to See Years of Financial Data

skipperdipper — Fri, 09 Jun 2023 22:57:22 GMT

I need to bring in a third party designer/developer to spruce up our Square Online site -- but obviously I don't want the developer to have access to all of our financial data going back years.

Is there a permission set that will them to make site upgrades without me granting full access?

Wondering how other companies have handled this...

Re: Web Developer Access without Ability to See Years of Financial Data

TheRealChipA — Sat, 10 Jun 2023 12:45:28 GMT

Hi @skipperdipper. First, sorry for the delay with this reply. I actually had to go through the steps of creating a test Team member who would have the access you want, and to be sure they didn’t have anything else. It worked, so here are the steps to set it up. I’m also going to add some notes about weirdness I noticed which you should be aware of. I’m reporting said weirdness to the Online Product Team so that it hopefully can be addressed sometime in the future. Here goes…..

Step 1: Teams Plus, or other paid subscription

In order for this to work, you MUST be a Teams Plus Subscriber, or a subscriber of any of the following — Team Plus, Square Shifts Plus, Square for Restaurants Plus, Square for Retail Plus, Square Appointments Premium, or other Square software subscription. This is because you can’t set up additional permission sets without subscribing to one of these. Yes, this is an additional monthly charge. No, there is no way around it. If you don’t want to pay that additional amount then there is no need to read any further. This is the only way to do this that I’m aware of.

Step 2: Create a Permission Set

Start at your web Dashboard. Go to Team -> Permissions. Then click “Create permission set.” Give it a name — I chose “Developer.”

Turn off access to ALL of the permission set groups, EXCEPT Online. Turn that one on.

Note — In the checkout group, you will want/need to turn off all of the permissions that have a blue check mark. There are 4 that can’t be turned off, but you can handle those another way shortly.

Click “Continue.”

On the next screen, deselect “Shared points of sale” and “Mobile point of sale.” Only Dashboard should be selected.

Click “Save.”

Step 3: Add the Developer Team Member

From your list of Team Members, click the “+ Team Member” button.. Enter the information as needed — name, phone number, email address.

For Primary Job, select “Guest.”

For Pay Type, select “None.”

Click Continue.

On the next screen, select the Permission Set you created above. Assign them to the proper location(s).

Click Save team member button.

Your developer will receive an email to set up password, etc, and activate their account.

Step 4: Developer uses account

Be sure to tell your developer they should verify their email address ASAP. That’s all there is to it.

I signed into my test developer account and looked around. Their dashboard is basically locked down. The weirdness I mentioned earlier includes things like the fact that Square shows some menu items (like Balances) that I didn’t give the developer access to. (See Screen Shot #1 with circled items) However, when I clicked on those, they went nowhere and showed nothing. Clicking on those kept taking them to screen shot #2 for sign-in and security settings. That’s good enough for me!

The only thing they seem to be able to get to is Online.

Having said that, here are a few things you should be aware of. Access to Online gives them access to your item list, categories, options, etc, because those are needed for site building and maintenance. It also gives them access to the past 7-days of online orders and order summaries and various online reports. But I see nothing here that would worry me at all.

I hope that helps you do what you need. I think I covered all of the bases here, but if I missed something or something doesn’t make sense, please do not hesitate to reach out to me!

All the best,

SCREEN SHOT #1

SCREEN SHOT #2

thread Re: Web Developer Access without Ability to See Years of Financial Data in Online Store

Web Developer Access without Ability to See Years of Financial Data

Re: Web Developer Access without Ability to See Years of Financial Data