thread Re: Restricting Employee Transaction Viewing in Staff & Payroll

Restricting Employee Transaction Viewing

cab2711 — Sun, 21 Sep 2025 06:11:18 GMT

Employees need to be able to do returns/exchanges, but if I restrict their view of transactions (so they can't calculate my sales), they are only able to search for the transactions that they completed. If I give them full access to transactions, they can see all sales for my boutique to the beginning of time. This is a problem and needs to be addressed by Square. Seems you should be able to restrict their viewing to only their transactions, but if they are doing a return, they should be able to type in the receipt number and pull up another employee's receipt. How can this get fixed? With a 15 day return policy, they should not be able to see anything beyond that time. Help a boutique owner out as I am sure there are many of us dealing with this same issue.

Re: Restricting Employee Transaction Viewing

TheRealChipA — Sun, 15 Dec 2024 13:22:58 GMT

Hey there @cab2711. I’m always intrigued by questions like this. I’ve been in various business for a few decades now and I’ve never worried about my employees like this. If I don’t trust my employee, I find new employees. And I can’t imagine why employees would want to go to the time and expense to add up a bunch of transactions manually to figure out what the company sales are. Maybe that’s because I honestly don’t care if employees know that. Mine, at least, tend to use information like that to help them understand how the business is growing and thriving. At the end of the day, my employees love to see the final sales numbers and understand how good (or not) that day was, and that’s about it.

So, first, can you be a little more specific about what it is that worries you about employees having such information? I’m asking because I truly don’t understand and want to know. Once I know what your thinking is, I might be able to help. But I wouldn’t wait for Square to “fix” this, since it is not really a problem that needs fixing from a tech point of view. I don’t know of any POS that works like you are describing, and I’ve used 5-6 different POS systems over my many years in business.

One work-around that COULD work is to restrict transaction viewing so that only managers can access them all. This means that only managers could do returns, which might be a hassle but would accomplish your secrecy goals — assuming that your managers are more trustworthy than your front-line employees seem to be. But otherwise, there is nothing I can think of that would work, currently.

Re: Restricting Employee Transaction Viewing

cab2711 — Sun, 15 Dec 2024 15:26:37 GMT

It has nothing to do with trust, it has to do with them seeing the sells of other associates as well as knowing all sells for my business. If I wanted them to be able to see everything, I would put all employees in a Manager role in the Square platform. Also, people have talked about employees being limited to five transactions, 90 days, etc., but from what I can tell with my Square, they can see all transactions back to the time of when I opened.

Re: Restricting Employee Transaction Viewing

MayaP — Wed, 18 Dec 2024 23:28:39 GMT

Hello @cab2711,

Thank you for sharing your concerns—I understand how important it is to have control over what your employees can access. At this time, this would be a feature request. However, we recognize how valuable this could be for your business, feel free to share this on our Ideate Board. If you have any additional suggestions or questions, feel free to reach out!