thread Re: Need Help Streamlining Customer Contact Retrieval for Art Pick-Up Reminders in Hardware Setup & Troubleshooting

Need Help Streamlining Customer Contact Retrieval for Art Pick-Up Reminders

CVACGallery — Sun, 21 Sep 2025 12:43:32 GMT

Hello Square Community,

We are a non-profit art gallery using Square as our point-of-sale system to sell artworks during exhibitions. Unlike typical retail scenarios, buyers cannot take their purchased artwork home immediately—they must return after the exhibition ends to pick it up.

The Challenge:
Sending timely reminder emails to buyers about artwork pick-up is critical, as many customers forget they’ve purchased art! However, retrieving customer contact information from Square has been incredibly frustrating and time-consuming for the following reasons:

After an exhibition ends, I generate a detailed transaction CSV for the specific time period. This gives me a list of customer names, but not their email addresses or contact details (even though they entered this information during purchase).
To gather emails, I must:
- Manually click each individual sold item in Square.
- Open the customer’s profile to retrieve their email address.
- Return to the transactions page, reapply the filters, and repeat the process for each buyer.
The customer contact page does not open in a new tab, adding extra navigation steps and slowing down the process further.

Our Needs:
We need a more efficient way to:

Retrieve customer contact details (e.g., email addresses) for all buyers from a specific time period or exhibition.
Compile this information into a list so we can send out reminder emails and include details about what to expect during the pick-up process.

I understand that Square isn’t specifically designed for scenarios like ours, but surely there’s a better solution to avoid these repetitive manual steps. I’ve briefly looked into Square’s email campaign tools, but they don’t seem to fit our needs.

Has anyone else faced a similar issue? Are there tools, integrations, or workflows within Square that could make this process easier?

Thank you in advance for your advice!

Re: Need Help Streamlining Customer Contact Retrieval for Art Pick-Up Reminders

_Violet — Tue, 17 Dec 2024 21:34:02 GMT

Hi @CVACGallery - Thanks for reaching out to us here on the Square Seller Community👋

I'd be happy to make some suggestions on how better to collect your customer's email addresses to accomplish this. However, I'd like to know a little more about how you are currently collecting their email. It sounds like you are adding the customer to the sale, after you've created a profile in the Customer Directory with their email address. Are you associating the customer to the sale at the time they're making the purchase as well or only after the sale has been completed?

I'll keep an eye out for your reply.

Re: Need Help Streamlining Customer Contact Retrieval for Art Pick-Up Reminders

CVACGallery — Tue, 17 Dec 2024 22:19:13 GMT

Hello Violet,

When we get our volunteers to set up a sale - we get them to add the customer at the time of the sale. They will add the item(s) to the sale, and then either select the returning customer profile (who is already in our system) or add them at the time of the sale. It is added right before processing any payment.

I am only aware of the customer being tracked directly through the sale process ("Add Customer" right before processing a form of payment) I am not aware of associating a customer to the sale afterwards. Perhaps this is simply a missed step! I would appreciate more information on that process.