Team Permissions

[BA123]

Hi - we run a small plant nursery where we have various employees with “team permissions” set up on square to restrict them for accessing certain reports etc. this works well on our work laptop (where they have to log in using their email address to do tasks such as updating inventory, which they do have permission to) and when using the POS square terminal (where they log in using their passcode).

However, we also use iPads to tally up customer plants outside before coming inside to check out. For the iPad, it appears it is required to sign in using our nursery’s account, which gives permission access to all reports etc. Is there a way around this? 

[TheRealChipA]

Hello @BA123.. I'm assuming that you are talking about shared iPads with one of the Square POS apps installed.  If that is the case, then yes you have to use the nursery's credentials to sign into the POS app itself on a shared POS.  However, once a team member uses their personal passcode to log into the POS, they will only be able to see the reports that you have given them access to.  If they try to access, say, a Sales Report and it is not authorized, the POS will prompt for a manager override code before continuing.

[TheRealChipA]

@BA123 I should have also said this.  To enable the requirement of passcodes for access to shared POS, go to your Settings > Security.  There you can toggle on Passcodes and adjust any other settings you might want to.  For example, if you require passcode after each sale, then once a sale is completed the POS will go back to the prompt for a passcode, in case another team member takes possession of that iPad.

[Stacelyn24]

Hey there 👋🌱

Love how organized you’ve got things set up with team permissions—that’s exactly what they’re made for! You’re right though, the iPad flow is a little different. On iPads (and iPhones), you don’t log in with individual email/passwords like you do on the Dashboard—you log in with the main account, and then from there your staff should be able to use their team passcodes just like on the Square Terminal.

So instead of keeping the iPad logged in as the full-access owner account, here’s what you can try:

1. Log in once with the main account on the iPad (this just authorizes the app).

2. From then on, staff should use their individual passcodes to clock in, ring up sales, and update inventory.

3. Make sure their permissions are set correctly in Team Management—that controls whether they can see reports, update inventory, etc., even if the device is authorized under the main account.

It sounds like maybe the iPads are staying on the “owner session,” which is why everyone sees full access. If you reset the session and have your employees enter their team passcode, the restrictions should kick back in.

So short answer: You can’t sign the iPad app in with individual emails, but you can lock it down so only team-member-level permissions apply when they’re logged in with their passcodes 🌿