thread Re: Configure items to only be available based upon user in Orders, Menu Items, Catalog & Fulfilment

Configure items to only be available based upon user

KaptainK — Tue, 09 Sep 2025 00:05:33 GMT

We are a sports club that rents out our bar to different groups. When we do this the bar menu and items available for sale are different. For example, when we run the bar we also sell club merchandise and have drink specials but when we rent out the club there is a much simpler list of bar items that can be purchased.

Everyone uses the new Square Terminal we purchased that has a cash drawer.

I figured out how to use Locations to set up different sets of items available, but I can't see how to configure the Team/permissions/etc so that a user could enter a passcode and have the Terminal open in a specified location - the Terminal always opens to the main location. You can change location once you have logged in but you have to be using the main account to do that, which is not what we want.

Any suggestions for how this can be possible?

Note that my question is not related to permissions - I have figured out how to have one set of permissions for the admin and one for our bartenders to use. This question is about having a different set of items available for sale per user.

Any help or advice would be appreciated!

Re: Configure items to only be available based upon user

JTPets — Wed, 10 Sep 2025 14:30:30 GMT

At this time I do not believe this is an option.

Possible work arounds I can think of would be 2 seperate hardwares set up

Using restaurants add on and setting menus that you could swap quickly in the back end. This would reduce the need for locations to 1, and the menu could be set for time of day https://squareup.com/help/ca/en/article/6424-create-menus-with-square-for-restaurants

Re: Configure items to only be available based upon user

KaptainK — Wed, 10 Sep 2025 18:19:16 GMT

Thanks - I appreciate you taking the time to respond and for your suggestions.

Unfortunately two separate hardware setups will be a challenge given the cost of a setup like that (both require a cash drawer). It is good to know the Restaurants add-on could help, though the subscription costs of that are too prohibitive for our small non-profit.

We will tackle this through training and careful organization of our menu items.

Re: Configure items to only be available based upon user

JTPets — Wed, 10 Sep 2025 18:27:56 GMT

You could also use an ipad / iphone or android phone with tap only or a $60 reader

Re: Configure items to only be available based upon user

KaptainK — Wed, 10 Sep 2025 18:39:06 GMT

Another good suggestion. We already have both a simple square and a Square handheld thing, but neither are connected to the cash drawer.... and that's really the key thing here as the bar still operates with at least half of the transactions as cash.

We have replaced the ancient cash register with the new Square Register - which is great - but it opens a can of worms when we rent out the bar to other groups who supply their own bartender because the club sells all sorts of things, including merchandise, which don't apply to the rental situations AND complicate things for training up these bartenders.

Having said all that, any of the bartenders younger than 50 have absolutely no trouble with the switch, it's just the old-timers that find it confusing!

Once again, appreciate your suggestions and hope this helps others!

Re: Configure items to only be available based upon user

JTPets — Wed, 10 Sep 2025 22:40:19 GMT

one final suggestion, create user accounts tied to 1 location based on function

admin@yourdomain.com <--- primary account for all locations

Bar@yourdomain.com <--- Sell the merch and everything tied to location 1

rental@yourdomain.com <---sell the bar only or whatever tied to lcoation 2

Re: Configure items to only be available based upon user

MayaP — Tue, 16 Sep 2025 20:31:07 GMT

Hey @KaptainK, I appreciate your patience. As @JTPets mentioned, there isn’t a clear solution to this, but I think the suggestion above to create different user accounts tied to one location based on function will be the best workaround for now. I hope this helps! If you need anything else, please let me know.

Re: Configure items to only be available based upon user

MayaP — Tue, 16 Sep 2025 20:38:16 GMT

You shared some really great suggestions above! I truly appreciate you taking the time to provide all your insight.

@JTPets

Re: Configure items to only be available based upon user

JTPets — Tue, 16 Sep 2025 22:00:17 GMT

Really had to tickle my brain for ideas on this one lol

Re: Configure items to only be available based upon user

KaptainK — Tue, 16 Sep 2025 22:15:45 GMT

Ah, ok. I like this suggestion. To confirm: if bar@yourdomain.com logs into the Square Terminal with their passcode then the terminal will only show the items that are available for Location 1? And when rental@yourdomain.com accesses the Square Terminal with their passcode they will see the items from location 2!

This is exactly what we want!

Thanks so much for confirming. We will try this out.

Re: Configure items to only be available based upon user

EloraCC — Mon, 29 Dec 2025 19:30:42 GMT

Hey Kaptain

We just signed up as a sports club (curling club) and have an almost identical situation. Square support suggested the same thing:

To assign a location to a user so they only access items available at that location:

Create and manage multiple locations in Square Dashboard under Account & Settings > My business > Locations.
Assign team members to specific locations when adding or editing their profiles in Staff > Team.
When signed in at a location, employees will only see and sell items assigned to that location's inventory.

Did your solution work out?