Square Terminal Passcode / Passcode Resets
- Access to the Square Terminal is by user, and requires a unique passcode per user.
- Should anyone need a different passcode for any reason, the following should be able to reset it for the user on the Square Dashboard (online):
- user's manager who is setup with catalog access
- Square user with Information Technology access (IT Square product owner), OR
- System Administrator access (Accounting) user
Square Training
Most of the training/help for Square is available on-line, and is included as links in the user checklist that should have been accessed by the when first setup. Reference the training links on that page: Square Training Checklist
Square Dashboard
Square dashboard is available as an access point granted to different permission sets in Square, including: “System Administrator,” “Information Technology,” “Accounting,” “Catalog & Manager,” and "Catalog & Invoices Manager"
When these users are setup in Square, they will be sent an email to create their Square Dashboard (online) account. If they do not get that link OR need it resent, a "System Administrator" user can resent it through the Square Dashboard
The modules a user sees when logging into the dashboard depends upon the permissions to which the user has access. Here is an example of a privileged user’s view:
Square Items & Categories (Catalog Management)
Certain manager users, in addition to system administrators, have the ability to create Items and Categories. ALL sales in Square should be itemized sales (e.g., driven from the POS Library of items) in order to facilitate proper tracking and accountability of the sales. This allows management to review the Item Sales reports and know exactly the volumes and amounts sold, down to the items we’re selling. Adding, changing, or deleting an item can (and should) be done on the Device OR on the Square Dashboard, and changes get pushed to the devices when done this way.
Category Recommendations
The Square Terminal’s Library view in the POS allows us to filter the display by the Categories. As such, it is recommended that when multiple business requirements are using a shared library, that the predominant things their Sales Associates are selling be available either easily via Category usage. In the prototyped R&D mode, we created categories of Donation, Ticket, and Taxable Items.
Category Naming Convention for Business Area Mapping to one GL
In the case of a new business area being added to sell items in Square, when that business area maps to one GL account, it is requested that the Category for the business unit include the first four digits of the GL in the Category Name, as the last four digits of the name. For instance, the Weaver shop has been adjusted to have a category name of “Weaver 0732”
Include Donations
It is suggested no matter what is being sold to include the Donation category, and to train the Sales Associates to know how they can accept donations. This link is also included in the training checklist: Instructions to Take Donations on a Square Device at CW