thread Re: Free coffees per month for staff in Orders, Menu Items, Catalog & Fulfilment

Free coffees per month for staff

alisha3495 — Sun, 21 Sep 2025 08:07:20 GMT

we would like some mechanism for giving a certain number of coffees per month to our staff and being able to track their redemption. This would need to reset the allowance at the beginning of each month. What is the best way to do this either in square or with an additional app?

Re: Free coffees per month for staff

Sineaid — Thu, 06 Mar 2025 13:26:00 GMT

Hi @alisha3495,

Thanks for reaching out to the Community for suggestions on this - Welcome!

My first thought here was creating a 100% staff Discount, that could only be used for Coffee.

However, this would not satisfy the tracking needs or redemption limits you mentioned.

A more robust solution that you could report against, would be Coupons. These can be created to apply to specific items or categories, and you can set conditions to limit their use.

You can also set a start and end date for each Coupon, and schedule Coupons for future months.

In the example below, I set up the Coupon code StaffMarch to provide free coffee, and limited the redemption conditions to 30.

From my reporting Dashboard, I can then check how many times it's been redeemed.

If you'd like to be able to report against individual employee redemptions, you could consider creating a specific monthly code for each team member - AlishaMarch, for example.

Having looked in the Community archives, I can see this using Gift Cards for staff meals has been discussed before. However, based on what you've said, I believe Coupons would be the best native solution.

I've also looked on the Square App Marketplace, but unfortunately I didn't find anything that specifically targets staff discounts or perks.

Re: Free coffees per month for staff

doc_choc — Thu, 06 Mar 2025 15:56:05 GMT

@alisha3495 We just run on trust, but we are small and the team drinks offering does not get abused (I think we are just very lucky). We say you can drink and eat as much coffee and ice cream while on shift for free and this works well there is only so much you can consume. However I can see that it would be nice to offer the perk, manage/control the use and track this to see who uses the perks. I think the coupon way although not perfect may offer a part way solution which may wor or perhaps on a similar line set the team members up as loyalty member and load them up each month with points. Or perhaps set a profile up for each create a group, assign an automatic discount to the group. It won't limit the numbers but will enable you to see who may be abusing the system.

My be a good suggestion for ideate.

Re: Free coffees per month for staff

Sineaid — Fri, 07 Mar 2025 19:21:48 GMT

Thanks for sharing your suggestions, and what's working for you @doc_choc.

@alisha3495, if you do implement any of the workarounds that have been discussed, but still feel the solution is lacking and doesn't meet you needs; then I'd encourage you to share as much information as possible about the use-case and challenges if you do submit a feature request on our Ideate Board.

It definitely sounds like a feature that could benefit a lot of Sellers.