thread Re: Best Way to Structure Multiple Locations in Food & Beverage

What is the Best Way to Structure Multiple Locations?

robinsonfoods — Fri, 02 Aug 2024 03:43:02 GMT

My case is pretty basic, but I'm hoping someone can help me strategize the best way to structure my Square instance.

I own a food business, and we sell at nearly 20 farmers markets regionally, often with multiple markets occurring on a single day. I also rotate staff to these various markets, and each staff member has their own login to my Square account.

I'd love to easily separate the locations, and be able to analyze each individual seller as well. I have tried to set up different "Locations" in Square, but I am unable to assign a specific staff member to a specific location on a specific day.

Am I thinking about this in the right way, or is there a better structure/approach that I should take?

Re: Best Way to Structure Multiple Locations

Candlestore — Mon, 29 Jul 2024 13:49:23 GMT

@robinsonfoods ;

Does each Staff member have an assigned Square Device? If so you could assign Device Codes. This would basically give the Staff a way to sign in to square, then use their pin for payroll if you use that. That way at the end of the day you can see which device did well. You would need a way to see that employee X was using Device 1234 that day if they are not assigned this in the begining. If they each have their own device you could rename the device Robins Cell taplet etc.

Now if you have Device X at location but today Jane is there but Tomorrow Bill is there you could name the Device by Location or market. But then you would have to find a way that you schedule people to different locations. Square Payroll tracks hours but not sure about Locations or Devices.

Now since each person has the ability and a way to sign in, each transaction can be assigned a Team Member. When you look at reports you can filter by "Display By" then choose Team Member. Then under Filter by choose Device Code to get the area they were in.

The best option would be to use the Device Codes and Team Members for the ability to apply more filters. This may require team members to sign in to take a payment instead of having a generic sign on to associate the sales per team member.

The blue sites below are links to how these two things work in Square. Then in the Reports Summary page in your Square Dashboard you can filter this out.

More on Device Codes : https://squareup.com/help/us/en/article/8339-set-up-device-codes

More about Team Members : https://squareup.com/help/us/en/article/8356-add-and-manage-team-members

Re: Best Way to Structure Multiple Locations

LukeNieuw — Thu, 01 Aug 2024 14:40:55 GMT

I have 2 Locations in Square, a Retail and a F&B. I have some team members that work both so I have given them access to both locations when creating their team member profile in Square.

As long as you have passcodes turned on for all devices at each location everything works great.

To set passcodes (assuming you're using standard POS), on each device go to Settings -> Security -> Enable Passcodes.

Make sure "Allow Team Passcodes" is toggled off

Then,
Require Employee Passcodes:
- After Each Sale ON
- When Backing out of a Sale ON

- After Timeout = 1 Minute
That's what I would use. Each team members sales are attributed to the location they're working at and it's worked great.

Hope that helps.