Square POS

Accurate sales and labor data tracking is at your fingertips with the Square POS integration!

Adding the Integration

1. In the left navigation bar, head to Apps & Integrations.
2. Search and select Square.
3. You will be redirected to sign into your Square account. Click on Login to Square.

4. Sign in to your Square account with your existing login email and password.

   

5. Once you've logged into Square, you will be brought back to your 7shifts account. You will need to repeat the first step of clicking 'Add Integration' and select 'Square.'

6. You will now be able to select a location to connect. Use the drop-down menus to select your Square account and Square location that corresponds to your 7shifts Location.

   

7. Click Connect to activate the integration.

   ⚠️ It may take up to 30 minutes for your sales data to sync with 7shifts when you first initialize the integration.
8. You're done! From here, map your roles and employees to ensure accurate reporting across your 7shifts Account. When your roles and employees are mapped, it reduces warnings and prevents issues when running payroll. you can leverage 7shifts reporting and analytics tools to help you make informed decisions and track your business needs.
   
   Your integration settings will always be accessible under Apps & Integrations > My Integrations > Square > Settings.

How to Connect Multiple Square Accounts to One 7shifts Company

This setup is ideal for businesses that use more than one Square account but want to manage all locations within a single 7shifts company.

1. As an Admin in 7shifts, navigate to Apps & Integrations > My Integrations > Square.
2. Click the + Add Account button.
3. The additional Square account will be available for you to choose in the Square Account field.

 Mapping your Roles

You'll want to review and map your specific Roles between Square and 7shifts to easily assign Roles when adding new employees from Square. This is how you will be able to match your Roles in 7shifts to their counterparts in your POS.

To map your Roles:

1. Head over to Apps & Integrations > Mapping .

2. From there, select Roles.

7shifts will automatically map any Roles that already exist between your POS/payroll and 7shifts, if they are both spelled the same way, with identical spacing. You'll find those under the Matched heading.

If 7shifts was not able to auto map the specific Roles, you'll need to either add the Role within 7shifts or Square or match it to another existing Role.

Mapping your Employees

You'll need to review and map your Employees between Square and 7shifts to connect the Actual Labor and Employee sync features. This is how you will be able to match your Employees in 7shifts to their counterparts in your POS.

1. In the left navigation bar, head to Apps & Integrations.

2. From there, select Mapping > Employees.

7shifts will automatically map any Employees that already exist between Square and 7shifts (if they are both spelled the same way). You'll find those under the Matched heading. 

For unmatched Employees, you can either match up, ignore, or create the employee. 

• Match: Simply find the corresponding employee on the list.
• Ignore: You'll want to ignore if the employee will never need to clock in/out (i.e. salaried employees).
• Add: This will add the employee to 7shifts, allowing you to start scheduling them. 

Actual Sales & Forecasting

Your real-time sales data integration is enabled by default upon activation. We automatically import up to 90 days of historical sales data (if available) to populate both your Actual Sales and initial Projected Sales. These Projected Sales are then used to help you create data-driven schedules.

Important Timing Note: While real-time sales data starts flowing immediately, it takes approximately 1-2 weeks after integration activation for sales projections to appear. These initial projections will cover up to four weeks into the future and will become increasingly accurate as more sales data is collected.

7shifts attempts to fetch sales data every minute from Square and populates sales the following areas:

• Sales vs. Labor Dashboard: [Learn More]
• Manager Log Book: [Learn More]
• Actuals Report: [Learn More]
• Labor Budget Tool: [Learn More]

Projected Sales

When creating future schedules, 7shifts automatically uses historical sales data to generate sales projections in the Labor Budget Tool. This feature enables more accurate scheduling, helping you stay within budget and achieve your labor targets.

Actual Sales

Actual (Net) Sales data for the current and future days will initially be empty until sales data is received. Once the sales numbers are synced from Revel, they will appear under the corresponding days in 7shifts.

Actual Labor

Once integrated with Square for actual labor, your actual labor costs will be pulled into 7shifts. Additionally, declared tips will be displayed in 7shifts reporting, and you can compare Sales vs. Labor on the Dashboard.

To enable Square Actual Labor: 

1. Head to Apps & Integrations > My Integrations > Square POS.

2. Click 'Settings' beside the Location(s) that you want to enable. 

3. Under the 'Labor' tab, toggle on 'Actual Labor.' 

4. (optional) With Actual Labor enabled, declared tip data will automatically sync from Square to 7shifts reporting. Ensure that "Declare cash tips" is enabled in Square by navigating to your Square Dashboard > Shifts > Settings > Tips.

You can enable Declared tips within your Time Clocking settings to have them surface specifically within an Employees' Shift Details. Any adjustments made to these values must be completed on your POS.

5. You'll see the Actual Labor numbers updated on the Dashboard on the day you enabled Square actual Labor. Going forward, these numbers will be updated daily (every minute) from your Square terminal.

Schedule Enforcement

You can now ensure staff only clock into Square when they're scheduled to work. In turn, this allows you to control and reduce labor costs.

Here's how it works: Shifts are automatically synced to your Square POS. Staff clock in/out on Square. Square will then validate whether or not that employee is scheduled to work and can clock in. If they are scheduled to work, they will be allowed to clock in.

Sync POS Time Clocking Data

If you have a POS integration that includes labor, you have the option to view your employee's time clocking entries from the POS within 7shifts. In addition, you are able to export this time clocking data to any of our payroll integrations. 

(Punch with Role)


(Punch with no Role)

Integration Warnings in Time Clocking (Coming Soon!)

Once your Square labor is syncing into 7shifts, you will see a Warnings tab when reviewing your current pay period. This tab highlights issues in your POS labor data that may need attention before running payroll, such as: unmapped employees, unmapped roles, and punches missing a role

These warnings appear directly in Time Clocking > Pay Periods > Warnings, helping you quickly identify and fix issues with labor data flowing in from Square.

You can resolve most issues right from the Warnings tab, and you can still close your pay period even if some warnings remain.

Employee Sync

7shifts can automatically create a new employee when you add them to your POS. Streamline your employee onboarding process by eliminating the need to enter employee information twice.