Square Integration: Sync your Roster and Schedule to Crew

Crew integrates with Square Team Management. If you use the Square Team Management for creating and managing your team’s roster and schedule, you can automatically sync that information to Crew.

This integration is available to organizations using Crew Pro. 

Follow these steps to enable the integration:

Step #1: Enabling Square Integration 

Admins can enable the integration in one of two ways:

1. Through Command Center, tap on the Integrations tab on the left pane, tap the Add button for Square Team Management, where you’ll then enter your Square sign-in credentials, and tap the Allow button when prompted so that Crew can access your Square data. 
2. Through the Crew app, head to the Admin tab, tap the Add button for Square Team Management, which will take you to Command Center. Tap the Add  button for Square Team Management, where you’ll then enter your Square sign-in credentials, and tap the Allow button when prompted so that Crew can access your Square data. 

Step #2: Reconciling Square Locations to Crew Organizations

Once the integration is enabled, you will see an Alerts entry appear in the left-hand menu in Command Center. Note: you may need to refresh your Command Center page for this to appear.

You will see a list of all Locations within your Square merchant account. For each location, choose the corresponding Crew organization.  Once you've reconciled your Square location(s) to your Crew organization(s), data will start syncing between Square and Crew. 

Step #3: Reconciling User Data

If any team members in Square do not have an associated phone number, you will be prompted to link those team members to a user in Crew. In the Chats tab in the app, you will see an Alerts entry. For each team member listed, tap Link, and then enter that team member's phone number or select the right contact from your address book.  

Using the Integration

Adding Employees to Crew

To add an employee:

1. Go to the Coworkers tab in the Crew app
2. Tap the Person+ icon in the upper right corner
3. Tap the Continue button which will take you to your Square Dashboard to make your desired addition
4. Tap the Save button.
5. This change will automatically sync with Crew. Note: changes may take up to 15 minutes to reflect in Crew.

Removing Employees from Crew

To remove an employee:

1. Go to the Coworkers tab in the Crew app
2. Tap the 3 dots next to the person you want to remove
3. Tap the Remove button
4. Tap “Continue” which will take you to your Square Dashboard to make your desired deletion
5. Tap the Deactivate Team Member button.
6. This change will automatically sync with Crew. Note: changes may take up to 15 minutes to reflect in Crew.

Editing Employees in Crew

To edit an employee:

1. Go to the Coworkers tab in the Crew app
2. Tap the Person+ icon in the upper right corner
3. Tap the Continue button which will take you to your Square Dashboard to make your desired edit
4. Tap the Save button.
5. This change will automatically sync with Crew. Note: changes may take up to 15 minutes to reflect in Crew.

Pending Employees

Employees listed as “Pending” in the Coworkers tab are labeled as such because they have not yet joined the Crew app. Be sure their phone number is linked by following these steps:

1. Tap the 3 dots next to their name
2. Tap “View linked accounts”
   1. If you see a Square account(s) listed in the Linked To section, this means their phone number is linked and they can simply download the Crew app from their phone’s app store and enter their phone number to begin communicating with your team.
   2. If you see “Not linked to any roster”, tap “View unlinked users from roster” and continue to step 3. 
3. Click the Verify button next to their name 
4. Enter their phone number

Unlinking Employee from Square within Crew

To unlink an employee record from a Square account within Crew:

1. Go to the Coworkers tab in the Crew app
2. Tap the 3 dots next to the employee’s name
3. Tap “View linked accounts”
4. Click “Unlink” next to your desired Square account
5. Tap “Confirm”

Viewing Employees’ Job Titles

Employees’ positions are automatically imported from Square Team Management and are viewable under each employee’s name on the Coworkers tab within the Crew app. If they have multiple job titles listed in Square, they will all be displayed in Crew. Employees and admins are not able to edit this information in the Crew app; changes to assigned jobs must be made from the Square dashboard. 

Crew Schedule Settings

To mirror Square’s scheduling system, the following settings will automatically be set in the Crew app upon enabling the integration:

• Crew Schedule Add-on: This will be enabled in the Admin tab, if it isn’t active already. Only admins will be able to add shifts for employees, and the Weekend Update will be disabled.
• Shift Cover Add-on: This will be disabled if it is currently active.
• Time Off Add-on: This add-on will be enabled or disabled to mirror its setting in Square Team Management.
• Employee Availability Add-on: This will be enabled in the Admin tab, if it isn’t active already. 
• Calendar Start of Week: This will mirror the setting in Square for worrkweek and cannot be changed in Crew. 

Creating Shifts

When creating a shift in the Crew app, the integration requires admins to assign a single employee to it. 

1. Go to the Calendar tab in the Crew app
2. Tap the + button next to your desired date
3. Tap “Add a shift”
4. Fill out the shift details
   1. Selecting a Job is required
   2. Shift titles and recurrence are not allowed with the integration
   3. There is a 24-hour maximum shift length
5. Click “Next” in the upper right corner
6. Tap “Assign shift to employee”
7. Select the employee by tapping the bubble next to their name. The integration allows and requires one assignee per shift. 
8. Tap “Save”
9. If the employee is not yet linked to Crew, you will need to complete that by tapping “Link”
10. Click the Link button next to their name
11. Enter their phone number and tap “Done”

Filtering the Calendar Tab by Jobs

You can filter the Calendar by jobs by tapping the filter button in the upper left corner, tapping “Advanced”, selecting your desired job/s, and tapping “Save”.