thread Re: Why does my legal name appears on my appointments? in Appointments & Bookings

How to remove legal name from Appointments?

dollyn — Mon, 22 Sep 2025 13:48:04 GMT

The title of this thread has been edited by a Square Moderator from the original: "Why does my legal name appears on my appointments?"

No matter what I do, each customer can see my government name in their email. I do not want that and quite frankly bothered by that. It shows what they booked then my name right below that. Is there anyway to avoid just putting my legal name out in the open like that??

The title of this post has been edited from the original: Government Name

Re: Government Name

TheRealChipA — Sun, 19 Jan 2025 15:42:52 GMT

Hey there @dollyn.

I want to state a few assumptions I’ve made about how your Square account is set up. I’m using these assumptions to answer your question and hopefully give you a work around.

Your account is not an LLC or other corporate-type account. Rather it is a sole proprietorship.
When you set up your account, you provided Square with your legal name and SSN.
For some reason (which I don’t need to know about, obviously) you use a different name in your personal and/or business dealings.

If that is true, then here is what is going on.

Square sets up an Owner team member based on the legal information provided. This team member name (for scheduling, appointments and other purposes) is fixed and can not be changed. I believe there are underlying legal issues that make this a requirement. But regardless of their reasons, this is just the way it is.

The best advice I can give you is this. Set up another team member for yourself, and provide the name that you want to show up on customer-facing appointment communications. You can also give this team member owner privileges, if you want. Then change your services to show that they are provided by your new team member (your desired name) and remove the owner team member from all services.

I think that these steps should give you what you are looking for. Let me know if you have any further questions.

Re: Government Name

TheRealChipA — Sun, 19 Jan 2025 15:55:01 GMT

@dollyn I’m also going to tag a fellow Square Champion here who has experience in this area. They might have other suggestions and information that could help you in dealing with this issue in the Square ecosystem. @MudFire_Dex any thoughts from you for @dollyn? Will what I suggested work for them? Are there other gotchas lurking? Thanks for any assistance you can provide!

Re: Government Name

JJ_ — Wed, 22 Jan 2025 23:27:41 GMT

Hey there, @dollyn. First of all Welcome to the Square Community.

Let us know if the workaround provided by @TheRealChipA helps. His reply is on the dot to how we operate and our legal requirements.

Thanks for jumping on this one @TheRealChipA!

Re: Why does my legal name appears on my appointments?

Khimerical — Thu, 06 Mar 2025 22:38:55 GMT

Hi @dollyn I hope all is well! I just had the same exact issue and found how to correct that without adding another team member. Here's the steps for you & anyone else who may have this issue in the future.

Go to your HOME (dashboard)

Then click on STAFF

Click on TEAM MEMBERS - You will see your Full Name, Job, and Appointments tab

Click on YOUR NAME and you will see a pop-out on your right hand side of the screen. You should see your Full Name and below it should say Overview, Payroll, and Appointments

Click on APPOINTMENTS, then you will see it say "Online Booking Profile". This is what appears on your published website.

Click EDIT, it will allow you to edit your Display Name for your website, add a picture for you (as staff for booking), and add a biography.

Click DONE and you're all set! Hope this helps 🙂

Re: Why does my legal name appears on my appointments?

_Violet — Fri, 07 Mar 2025 16:49:28 GMT

Thanks so much for stepping in here to offer the solution you found, @Khimerical ! Much appreciated 🙏

Please let us know if this resolves the issue for you, @dollyn! ❤️

Re: Why does my legal name appears on my appointments?

VanKalkerFarms — Fri, 07 Mar 2025 16:52:33 GMT

@Khimerical Awesome step by step instructions. Thanks for helping out.

Re: Why does my legal name appears on my appointments?

ChanelBoston — Tue, 15 Jul 2025 12:17:15 GMT

Hello,,

This resolve did not fix the issue-

I am a female Barber, I choose not to have my full name displayed to my clients, as we all know it becomes searchable, and could produce your private telephone number and residential address-

If you are a one person show-You are the Owner and Bookable-you can avoid having a 'choose a staff' listed at booking--BUT In the customers confirmation Email it produces your full first and last name. Now, I can add a staff (I would just be the staff member) which I can configure the name I want---But there involves the down the line issue at tax time. I don't want to add a fake staff (thats really me). But I dont want my private info to become quickly searchable by my first and last name being public on appointments, especially by clients I do not know or have not met yet. -Its Creepy.

As they Business owner, account owner, you cannot change your last name

Re: Why does my legal name appears on my appointments?

ChanelBoston — Tue, 15 Jul 2025 12:20:44 GMT

Hello,,

This resolve did not fix the issue-

I am a female Barber, I choose not to have my full name displayed to my clients, as we all know it becomes searchable, and could produce your private telephone number and residential address-

If you are a one person show-You are the Owner and Bookable-you can avoid having a 'choose a staff' listed at booking--BUT In the customers appointment confirmation Email it produces your full first and last name as provider, not the profile display name. Now, I can add a staff (I would just be the staff member) which I can configure the name I want---But there involves the down the line issue at tax time. I don't want to add a fake staff (thats really me). But I dont want my private info to become quickly searchable by my first and last name being public on appointments, especially by clients I do not know or have not met yet. -Its Creepy.

As they Business owner, account owner, you cannot change your last name

Re: Why does my legal name appears on my appointments?

luxechelmsford — Mon, 31 Aug 2026 21:24:54 GMT

Hi everyone,

Thank you for trying to help, but the suggested method does not fix the issue.

Editing the "Online Booking Profile Display Name" under the Staff tab only changes the text displayed on the public online booking site menu. It has zero impact on the outbound email metadata.

I have run live test checkouts. Despite editing the booking profile names, Square still hardcodes the Legal Account Owner's human name directly into the global reply-to: email header string. While you can change the underlying email address in the team profile, the visible contact name remains permanently locked to the owner's legal name (e.g., Owner Name <email@domain.com>).

As a Limited Company registered in the United Kingdom, the business is its own legal entity, entirely distinct from the director or secretary who legally owns the account. Disclosing a private legal owner's name on automated transactional emails, appointment confirmations, and updates looks completely unprofessional.

I do not run the daily operations of the salon. My wife runs it as the Manager, and I am purely the account Administrator. Clients recognise my wife, but they do not know me. I do not want my personal name visible to clients just because I am administering the backend of the account.

Furthermore, trying to use standard user profiles to work around this completely breaks down for employee-based salons due to how Square handles permissions:

The Owner Column Cannot Be Properly Hidden: We cannot completely delete or exclude the master administrator's column from the calendar view, creating useless clutter on the daily booking sheet.
Receptionists Forced to Be "Bookable" to Manage Calendars: We employ a frontline receptionist who manages our front desk. In Square's current ecosystem, you cannot give a front-desk permission tier the ability to log in, view, and manage appointments for the team unless you also toggle their profile to be "bookable" by the public. This makes absolutely no sense for employee-based salons.
The Calendar Clutter Fix is Broken: Yes, you can manually toggle the receptionist to be "unbookable" afterwards, but their column still defaults to cluttering the till calendar view. It requires making multiple, annoying clicks every single day just to hide them and clean up the screen. The front-desk team must be able to manage scheduling for other staff members' columns seamlessly without being forced into a public booking structure that creates calendar clutter.

What we actually need from Square's Product Team:

Branded Reply-To Metadata Overrides: Allow Limited Companies to input a "Trading As" or Location Name for all automated email headers to completely bury the legal owner's KYC compliance name from customer view. Square must store the legal owner name and trading name as entirely separate metadata from the active owner/admin account settings. At the very least, the platform should allow the user to change their visible first name, email, and phone number for outbound communications while securely holding the original verified identity in the backend for legal and banking compliance.
Flexible Administrative Setup: The platform needs to support two different workflows for owners. If a salon owner is also a bookable stylist, they should be able to act as the admin without their personal name overriding global reply-to text. Alternatively, if they are a pure admin (like myself), the system should allow them to run the backend under the company name, completely separating their administrative role from the actual service providers who are bookable.
Decouple Calendar Management from Public Booking Status: Give reception and management staff full booking access across the team without forcing them into a bookable workflow or cluttering the till calendar with extra columns that have to be manually hidden.

Has anyone with a UK Limited Company actually found a way to bypass these rigid constraints, or is this a hardcoded limitation that the Square engineering team needs to address immediately?