So, passcodes still don't work? Why?

[RoasterChica]

Years ago, I brought up the difficulty of working with a Team Passcode to limit permissions such as sensitive company reporting data.  Why should employees be able to see your entire sales history and run comparisons, in addition to seeing and being able to potentially manipulate company information?

I'm not talking about creating Custom Permission Sets, just limiting what the Team can see.  However, when I enable the Team Permission passcode with the setting to "View limited sales data reporting" all the daily totals revert to 0.00.  Also, the login requirements quickly become a nuisance even when I set it to Never require logging in.  

I'd like to know what Square is doing to protect the privacy of business owners on this front.  Or if there's something I'm missing, please can someone assist??

[#2]

@Goldneye @Valentina It finally works!!  The confusing part was that it literally makes no sense to me that I needed to enter each individual team member in order to enable the same passcode for everyone (since I'm not using some of the other available features such as clock in, payroll, etc.)  It seemed like you should be able to just enable Team Permissions with the passcode and it would distinguish permissions by that alone. 

In any case, I went ahead and tested it by adding one person; then I could see that it worked as intended.  So instead of entering 14 people, I cheated a little and just created one for the entire crew.

Thank you so much to both of you for talking me through it.  This has been a point of contention for a very long time.  Now I feel that my business information is so much more secure!

[Valentina]

Hm - I know you said you are not talking about Custom Permission Sets, but these permission sets are what would allow you to limit what the team can see. We outline the details here, and you can scroll to Reports to learn more about various permissions. 

What specific reporting settings do you have enabled for team members, @RoasterChica? ☕️ 

What login requirements are appearing that shouldn't be?

[RoasterChica]

I was referring to the "Custom permission sets (that) require a Team Plus subscription".... I don't use or need those.  I only need to differentiate between the Owner permissions and the Team permissions; this is included with Square POS, right?  If this is in fact something you have to pay extra for -- basic privacy as an Owner -- then that is very wrong.

So, assuming basic permissions between Team and Owner are allowed, I tried to customize Report settings by selecting "View Limited Sales Reporting" for the team.  When I tested it, the Report then shows $0.00 for all line item totals, which is exactly what it was doing when I gave up on it a couple years ago.

As for the login prompts, those were coming up anytime you tapped on "Settings" and for many other categories that I'd have to go back and document.  It was too much of a hassle and I basically gave up when the Reporting limits obviously weren't working.

[Valentina]

For free - with Team Management - you’ll have access to a single set of Team Permissions for all team members.

With Team Permissions, you can give all team members the same set of permissions when accessing the Square Point of Sale and online Square Dashboard on their own device. In addition, you can set up a Team Passcode that your team members will use to log into your point of sale. The Team Permissions you set up will apply to the Team Passcode, so you can control what actions and information your team can access on a shared point of sale.
 

You can set the reporting settings for your team members differently than yourself, as the owner.
Are you duplicated in your team list as both a team member and owner, @RoasterChica? ☕️ 

As for the login issues, you may want to get in touch by phone so someone can take a look at your settings with you.

[RoasterChica]

Hi Valentina,

Are you saying we would have to enter each person's name under "Team Members"?  Even though they would all be using the same single set of Permissions?  I'm not sure I understand your question about me being duplicated as a Team Member and Owner.  Where would I look to see if that's the case?  Currently, I only see my name under the Owner account; nobody else from my Team has been entered by name.

How you describe the feature -- with a single set of Team Permissions -- is in fact how I understand it but there must be something in the setup that I may be missing because it doesn't work as intended. 

If you could answer my question above and let me know if you have any further ideas, I'd appreciate it.  Every time I call support I have to have at least an hour to blow (often without resolution, unfortunately), but I'm willing to give it another shot.

[Valentina]

Thanks for asking that clarifying question, @RoasterChica!

And thank you for all of the helpful resources, @Goldneye 👁 

I was asking about whether you were duplicated because you mentioned that you thought the permissions may be preventing you, as the owner, from seeing certain data. I am trying to pinpoint whether you may have created a team member profile for yourself accidentally - you would be able to see this on your Team page. It sounds like you checked the right spot!

I can clarify that the View Limited Sales Reporting option limits viewable reporting to the last 90 days. All of your team members should have access to the same things if you are using one single set of permissions, but you should be able to see everything as the owner.

Unfortunately, a question like this would be better addressed by our phone team, as they are able to look at your account settings alongside you during a phone call - and help guide you through any changes you may need to make. I would recommend getting in touch by phone so we can dig in with you and get things working as intended!

[Goldneye]

@RoasterChica 

HI, I understand setting up Team Management and Permissions can be confusing.

First, review YOUR settings to ensure all is correct.

Second, add each employee (Team Member) as directed on the Support Page.  Your team member will only see what you want them to see.  This is a one-time setup.  Once it is correct, all other options and features will display correctly.

Best advice, review all settings and all team member settings.  

Square Support pages

https://squareup.com/help/us/en/article/5591-get-started-with-employee-management

https://squareup.com/help/us/en/article/5822-employee-permissions

https://squareup.com/help/us/en/article/6688-team-management-update-faqs

https://squareup.com/help/us/en/article/5579-subscribe-to-employee-management

https://squareup.com/help/us/en/article/6316-add-an-administrator-or-authorized-representative

https://squareup.com/help/us/en/article/6170-delegated-employee-management

[RoasterChica]

@Goldneye @Valentina It finally works!!  The confusing part was that it literally makes no sense to me that I needed to enter each individual team member in order to enable the same passcode for everyone (since I'm not using some of the other available features such as clock in, payroll, etc.)  It seemed like you should be able to just enable Team Permissions with the passcode and it would distinguish permissions by that alone. 

In any case, I went ahead and tested it by adding one person; then I could see that it worked as intended.  So instead of entering 14 people, I cheated a little and just created one for the entire crew.

Thank you so much to both of you for talking me through it.  This has been a point of contention for a very long time.  Now I feel that my business information is so much more secure!

[Valentina]

I'm so glad to hear this update, @RoasterChica ☕️ 

Thank you for letting us know what the fix was here.

I'm sure your thought process and steps here will help someone else in the future ✨