thread Re: Live Q&A: Ask us anything about managing employees with Square in Archived Discussions (Read Only)

Live Q&A: Ask us anything about managing employees with Square

katieand — Mon, 15 Jul 2024 19:33:28 GMT

Hi Sellers,

On March 29th, we hosted a Live Q&A all about managing your employees! We had Chris Cosgrove, Product Manager from the Employee Management team, here to answer your questions.

@Chris_C leads the product team for Square Employee Management, which includes employee permissions, timecards, and sales reporting. Prior to this role, he led the onboarding team which focused on helping new sellers get started with Square as quickly and easily as possible. As a Bay Area transplant from the Boston area, when Chris isn’t hammering out the details of engineering work and future feature releases, you can find him gearing up for Red Sox opening day.

A couple example questions:

What are some best practices for setting up different employee permissions in Square?
How do I know which will work best: Guest Mode, Employee logins, or mobile staff?
What are the biggest benefits of using timecards?

Chris Cosgrove, Employee Management Product Manager

Re: Live Q&A: Ask us anything about managing employees with Square

Timeless — Fri, 23 Mar 2018 17:48:03 GMT

When can we expect commission tracking for items sold?

Re: Live Q&A: Ask us anything about managing employees with Square

AmyB — Fri, 23 Mar 2018 17:48:20 GMT

I already use all of the employee management features with my shop and think everything runs pretty smoothly. It's one of the features that I like best about Square...

Will you be adding employee scheduling features to Square anytime soon?It would be great to keep schedules and payroll all together in one place!

Thanks!

Amy

Re: Live Q&A: Ask us anything about managing employees with Square

LostBear — Fri, 23 Mar 2018 19:31:29 GMT

How am I able to set up employee management to where I am able to have employees clock in and out with whichever Ipad is running, but also then be able to log into that register so I can track their sales. I need to be able to do this so I can track tipping for taxes, however I don't want each employee to have to use their own email address and password log in.

Re: Live Q&A: Ask us anything about managing employees with Square

Bruce57 — Sat, 24 Mar 2018 19:04:26 GMT

I wish employees could add thier cash tips when they clock out. Is there a way to do this or is it in the works?

Re: Live Q&A: Ask us anything about managing employees with Square

denverbikecafe — Sun, 25 Mar 2018 03:14:41 GMT

Looking forward to be able to have an employee have multiple roles and pay rates, so they could choose FOH or BOH roles when they clock in. Only thing keeping me from giving Square more money!

Re: Live Q&A: Ask us anything about managing employees with Square

armando98 — Sun, 25 Mar 2018 04:41:27 GMT

Is there any plans for a interface so a employee can see there timecard and possibly request changes to it? (Accidental forgot to clock out)

Re: Live Q&A: Ask us anything about managing employees with Square

tap1495 — Sun, 25 Mar 2018 15:04:53 GMT

Will managers have the capability to see clock ins and outs on the mobile interface rather than on the dashboard?

Re: Live Q&A: Ask us anything about managing employees with Square

NJFCafe11 — Sun, 25 Mar 2018 15:50:04 GMT

Would like to receive an email when employee clocks in and out so I know they are there.

Re: Live Q&A: Ask us anything about managing employees with Square

Michael-StarB — Sun, 25 Mar 2018 17:56:05 GMT

Mulitple Pay Types for each employee would be helpful. Sometimes a staff member needs to clock in as an Line Worker and sometimes as WAIT staff (or for us as PRODUCTION work)

Re: Live Q&A: Ask us anything about managing employees with Square

ACAcatering — Mon, 26 Mar 2018 01:36:01 GMT

I'd like to echo this, but in a different light. I own a catering business, and a few times per year, we have events where I pay our employees a salary wage for the event instead of an hourly wage. I switched from my old payroll processor because I'm paying about half of what I did with them. They, however, offered the option of multiple pay rates (options) in the same pay period, and it is sorely missed. I love almost everything else about square (minus the lack of being able to send quotes before invoices), but this is a thorn in my side.

Re: Live Q&A: Ask us anything about managing employees with Square

ACAcatering — Mon, 26 Mar 2018 23:45:51 GMT

I have a bit of a unique situation, and hopefully this isn't a setting that I've overlooked, but here goes. I usually only have one employee that clocks in, but there are occassions where I have need for two. From everything I have seen, I have to pay monthly if I want to have multiple employees in the system with a passcode to clock in. I don't want to have to pay for an employee that may not be working that month, but might the next. I also don't want to have to try and remember to switch that employee's role everytime I need them for a day or two. Am I missing something, or is this just how it is?

Re: Live Q&A: Ask us anything about managing employees with Square

thesweetpraxis — Mon, 26 Mar 2018 19:00:37 GMT

I own a bakery and would love the option for scheduling staff (in an app format like When I Work") and requesting time off.

The most critical item we need is the ability for staff to check how many hours they've worked in a given pay period (to avoid overtime) and to review their own timecards in order to catch errors (like accidentally forgot to clock in). This also ensures transparency within the organization so our staff can see if we have adjusted timecards.

Re: Live Q&A: Ask us anything about managing employees with Square

harriscoffee — Tue, 27 Mar 2018 13:49:43 GMT

We're looking to move an employee to a salaried (instead of hourly) position soon. Can we do that in Square?

Re: Live Q&A: Ask us anything about managing employees with Square

PaintnSip — Thu, 29 Mar 2018 01:44:17 GMT

Do you have a road path for the Employee Management? I'm most interested in the ability to pull in credit tips and to add card tips. As well as giving staff multiple pay rates.

Re: Live Q&A: Ask us anything about managing employees with Square

Chris_C — Thu, 29 Mar 2018 17:04:59 GMT

Thanks for the question @AmyB! 👍 Scheduling is a feature I discuss often with my team and would like to build in the future. I know this feature would help save you time and reduce some of the administrative work of maintaining employees in multiple places, making sure everyone has access to both systems, etc. It is also a complement to our existing Timecard reporting. Whereas Timecards shows you what actually happened, Scheduling obviously shows you what will happen. Having these two things integrated in one place helps answer questions like ‘who is on track to hit overtime this pay period?’ or ‘what are my projected labor costs?’. I’d be really interested in learning more about what you’re looking for in a scheduling tool (the must-haves), and things you like/dislike about the scheduling tool you currently use.

Re: Live Q&A: Ask us anything about managing employees with Square

Chris_C — Thu, 29 Mar 2018 17:08:38 GMT

Thanks for the question @Timeless! Commission tracking is another feature I think about often and would like to build in the future. I know you and a lot of others need this in addition to (or instead of) the hourly wage tracking that the product offers today. I don’t have a specific timeline for when this is coming, but it would be really helpful if you can provide some additional details into how you currently calculate commissions and pay your employees. The better we understand your requirements and the details of your business workflows, the better the solution we’ll be able to come up with to solve this. Same goes for anyone else in the community with the same need! 🙏

Re: Live Q&A: Ask us anything about managing employees with Square

Chris_C — Thu, 29 Mar 2018 17:29:20 GMT

Great question @LostBear! Employee Management can help you with this by setting up what we call a Shared Point of Sale (multiple employees logging in and clocking in to the same devices). There are a few different steps to setting up a Shared Point of Sale:

1. The first step is to create a custom employee role in your Square Dashboard. You’ll want to make sure you are assigning permissions from the ‘Access Shared Point of Sale’ group when creating this role.

2. Next, create employees and assign them to your new role (or roles if you create multiple). You will be prompted to create a 4-digit passcode for each employee who you assign to these roles. That 4-digit passcode must be unique for each employee, and they will use it to clock in and log in to the Point of Sale.

3. Lastly, you will want to turn on Employee Management in your device settings. From the Square Point of Sale app, navigate to Settings > Employee Management. Once there, enable the ‘Track Time from Point of Sale’ setting (this will allow employees to clock in), and the ‘Always Require Passcode’ setting (this will ensure that an employee is logged in for every sales transaction)

Re: Live Q&A: Ask us anything about managing employees with Square

Chris_C — Thu, 29 Mar 2018 17:30:23 GMT

Thanks for this @Bruce57! I hear this request quite a bit, along the same lines as just adding a general note field for employees. My team is planning some improvements to the clock in/out flow this year, and I’ll be sure this request is included in that thinking. Do you have an idea of where you would potentially want this cash tip total displayed? Sales reporting, Timecard reporting, or maybe somewhere else? 🤔

Re: Live Q&A: Ask us anything about managing employees with Square

Chris_C — Thu, 29 Mar 2018 17:32:02 GMT

@denverbikecafe, @Michael-StarB, & @ACAcatering - thank you all for the questions about multiple pay rates. This is another feature request that I get all the time, and it’s something that my team is currently working on building. I’d love to hear from you all on how you handle this today (create same employee twice, change rate in payroll system, etc.), how you think about this (could someone work at 2 different pay rates in 1 shift?), and how you envision your ideal solution. The more detail the better. 👌 I’d also love to invite some of you to test what we’ve built later this year. If you’re interested in participating in that testing, please feel free to leave a comment and I’ll make sure you’re included!