Permissions: Ability to View Shift Notes but not edit/publish schedules

[BofBArtStudio]

Hi Everyone,

This is related to the Square Team App and Permissions.

We have a permission set for Team Members (CSR).  In the Square Team App, when viewing the Schedule, this role needs to be able to view the entire shift note for each team member who is coming on shift for a given day.  

Unfortunately, the shift notes cuts off after so many characters as shown in this photo.  And then the team does not have the ability to click on it to view more of the note since their permission set doesn't let them edit and publish schedules.

They can each click and view their own Note in full (although it requires a few clicks), however, cannot view the full note for any other team member.

We tried to make this visible to all in the permission set and to give all team members the ability to view the note, but the only way we can find to do that is if we set the ability to edit and publish schedules, which we do not want them doing.  However, setting this permission does allow them to view the note for each team member, which is what we are trying to accomplish.

Is there something that I am missing that would allow all team members to view the entire Shift Note for any team member, but not be able to edit or publish shifts?

Or can we request that the full Shift Note, with all characters of the note, be visible on the main schedule screen in the Team App?

Thank you

[Summer2024 · Accepted solution]

Hi, @BofBArtStudio ! Long time no chat it feels like! 😂

Unfortunately, this is a known limitation in Square's Team App permissions structure. Currently, there isn't a way to allow team members to view complete shift notes for other employees without giving them schedule editing permissions. Here's an outlined breakdown. 

Current Limitations:

1. Permission Structure:

   • View-only access shows truncated notes
   • Full note visibility is tied to schedule editing permissions
   • No intermediate permission level exists

2. Available Options:

   • Basic view (truncated notes)
   • Full access (includes editing capability)
   • No middle-ground solution currently available

Not the answer you wanted, I'm sure. I'm sorry. 😣 

[BofBArtStudio]

Okay. Hopefully that's something that can be put in the roadmap for some time in the future.

Since we are heavily events and classes oriented, It is important for everybody on the team to know everybody's places for the day. 

However only the scheduling manager actually creates those entries. 

Thanks for looking into it for me.

[BofBArtStudio]

@Summer2024 

Also while we're talking about this, I would really like it if when I print the schedule that it would include the Shift Notes.

Thank you

[Summer2024]

I can definitely note these requests and work with Isabelle too, to ensure a product manager sees them!

[BofBArtStudio]

Thank you! Much appreciated 🦋