Square POS

Accurate sales and labor data tracking is at your fingertips with the Square POS integration! The integration supports flexible account setups, so you can connect 7shifts locations even if they are spread across multiple Square accounts.

Things to Know

Review these critical technical requirements before enabling the integration:

• The integration only supports tracking the employee who processed the final payment; not the original owner of the order. As a result, order transfers are not supported.
• Only one Square account can be connected to a single 7shifts Location at a time.
• 7shifts fetches data from Square every minute.
• Specific features may require a plan upgrade.

Supported Account Configurations

7shifts supports several connection structures to match your business needs:

• One 7shifts Account to One Square Account (recommended): This is the most common setup where a single 7shifts account connects to a single Square account.
• Multiple Square Accounts to Multiple 7shifts Accounts: You can have separate 7shifts accounts for different business entities, with each one connected to its own respective Square account.
• Multiple Square Accounts to One 7shifts Account: This is ideal for franchises or businesses that use separate Square accounts but want to manage everything within a single 7shifts company. Each 7shifts Location can only be connected to one Square account.
• Multiple 7shifts Accounts to One Square Account (possible with caution): While possible, this setup requires careful mapping. We cannot guarantee your data will sync correctly. We recommend proceeding with caution and ensuring each 7shifts Location is mapped to a unique Square location.

Add the Integration

As an Admin, follow these steps to connect your Square account to 7shifts:

1. In the left navigation bar, head to Apps & Integrations.
2. Search and select Square.
3. Click on Login to Square and enter your Square credentials.
4. Once redirected back to 7shifts, click Add Integration and select Square again.
5. Use the drop-down menus to pair your Square account and location with the corresponding 7shifts Location.
6. Click Connect to activate the integration. It may take 30 minutes for your sales data to sync with 7shifts.
7. Success! Moving forward, you'll be able to view the integration within your 7shifts account by heading to Apps & Integrations > My Integrations > Square POS > Settings.

Connect Multiple Square Accounts

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.

Employee and Role Mapping

Mapping connects users and roles between Square and 7shifts to ensure labor data flows to the correct profiles. When your roles and employees are correctly mapped, it reduces warnings and prevents issues when running payroll.

Map roles

1. Head to Apps & Integrations > Mapping > Roles.
2. 7shifts automatically maps roles that have identical names and spacing in both systems. You'll find those under the Matched heading.
3. For unmatched roles, manually match them to an existing 7shifts role. Or, add the role within 7shifts or Square.

Map employees

1. Head to Apps & Integrations > Mapping > Employees.
2. 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.
3. Match, ignore, or create employees from the Unmatched list to ensure they can clock in and out.

Role & Employee Mapping in 7shifts defines the universal setup rules and mapping logic for all supported integrations.

Actual Sales and Forecasting

Real-time sales data integration is enabled by default upon activation and is used to generate labor budget projections. Once connected, 7shifts pulls Net sales data from Square to provide a real-time view of your labor costs and generate AI-powered forecasts.

• 7shifts automatically imports up to 90 days of historical sales data from Square upon activation.
• It may take hours for the system to start bringing in your previous sales. If they do not appear initially, please check back in a few hours.
• Both 7shifts and Square POS must be configured with the same time zone and workday hours (5:00 AM to 5:00 AM).
• It takes approximately 1–2 weeks of data collection for initial sales projections to appear.

Actual Sales and Forecasting in 7shifts defines universal rules and how projection logic applies across all supported integrations.

Actual Labor and Tips

In 7shifts, tip data is tied directly to the employee's time punch; as labor data syncs from Square, 7shifts automatically pulls the associated tip values to ensure accurate reporting and tip distribution.

To enable labor sync:

1. Head to Apps & Integrations > My Integrations > Square POS > Settings.
2. Under the Labor tab, toggle on Actual Labor.
3. To sync tip data, ensure Declare cash tips is enabled in the Square Dashboard under Shifts > Settings > Tips.

• Punches sync every minute from your Square terminal.
• Punches will sync to the 7shifts Time Clocking section once an employee is correctly mapped.
• Includes Card Tips, Cash Tips, and Auto-Gratuities for use in Tip Pooling.
• Square punches for unscheduled shifts will appear in 7shifts without an assigned Role.

Syncing POS time clocking data defines universal rules and how labor data from external systems is managed.

Including Tips in Payroll

The Square integration supports the collection of the following tip sources:

• CC Tips (Credit Card Tips)
• Auto-gratuity
• Declared Tips

These tip sources can be used with 7shifts Tip Pooling to create custom distribution rules based on hours worked, points, or percentages.

To ensure these tips are included in your reports and payroll exports, you must configure your tip calculation settings. Follow the steps in Tip Management: Include Tip Calculations.

Tip Management & Integrations defines the universal rules for including tip data from your POS in 7shifts.

Schedule Enforcement

Schedule Enforcement ensures staff can only clock into Square when they have a scheduled shift in 7shifts.

• Staff clock in/out on the Square POS, which validates the entry against the 7shifts schedule.
• If an employee is not scheduled, they are blocked from clocking in unless a manager provides an override.

Schedule Enforcement defines universal rules and how scheduled shifts sync across supported integrations.

Employee Sync

7shifts can automatically create new employee profiles when they are added to the Square POS.

• Synced fields include First Name, Last Name, and location/department/role assignments.
• Role assignments do not sync automatically; staff must be assigned roles in 7shifts after creation.

See Employee Sync for the universal automation rules for syncing user profiles.