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Square Integration Guide

Welcome to the Square integration guide! This guide will help you assist customers with connecting their Square POS system to Pivot for employee and sales data synchronization.

What is Square?​

Square is a popular Point of Sale (POS) system that provides payment processing and business management tools. When integrated with Pivot, it allows businesses to:

  • Sync employee data between their Square POS and Pivot
  • Track sales automatically with hourly updates
  • View historical sales data for reporting and analysis
  • Link POS employees to Pivot profiles for better workforce management

Setting Up the Integration​

How Customers Connect Square to Pivot​

The integration is initiated through Square's OAuth flow:

1. Log into Pivot​

The customer needs to access their Pivot account and navigate to Account Settings → Integrations.

2. Find Square​

In the POS Systems section, locate the Square integration card and click "Connect".

3. Authorize with Square​

They'll be redirected to Square's authorization page where they need to log in and grant Pivot access to their account.

Warning: The customer must complete the authorization within the session timeout period.

4. Select Location​

If they have multiple Square locations, they'll be prompted to select which one to connect to Pivot.

5. Confirmation​

Once completed, they'll be redirected back to Pivot with a success message. The integration is now active and will begin syncing data automatically.

Tip: If the customer has multiple Square locations, they can only connect one location per Pivot company. For multiple locations, they'll need separate Pivot companies.

Managing Employees​

Linking Employees to Square​

Once the integration is set up, customers can link their Pivot employees to their Square POS profiles:

1. Go to Employee Profile​

Navigate to any employee's profile in Pivot.

2. Find Square ID Field​

Look for the "Square ID" field in the employee information section.

3. Search for Employee​

Click on the field and type at least 3 letters of the employee's name as it appears in Square.

4. Select from Results​

A dropdown will appear with matching employees from Square. Select the correct employee.

5. Save​

The Square ID will be saved automatically, linking the two profiles.

Info: The search looks for matches in both first and last names. If an employee isn't found, verify their name is entered correctly in Square.

Sales Data​

Understanding Sales Synchronization​

Pivot automatically collects sales data from Square to help with labor cost analysis and reporting:

  • Hourly Updates: Sales data is collected every hour automatically
  • Timezone Aware: Data is synced based on the company's timezone setting
  • Historical Data: Past sales data is imported during initial setup
  • Completed Orders Only: Only completed orders are synced to ensure accurate reporting

Viewing Sales Data​

Customers can view their Square sales data in Pivot through:

  1. Dashboard: Real-time sales appear on the main dashboard
  2. Reports: Detailed sales reports under the Analytics section
  3. Labor Cost Analysis: Sales vs. labor cost comparisons in the Payroll section

Note: Sales data typically appears within an hour of transactions being completed in Square.

Disconnecting the Integration​

Disconnect from Pivot​

Customers can remove the integration directly from Pivot:

1. Go to Settings​

Navigate to Account Settings → Integrations.

2. Find Square​

Locate the Square card in the POS Systems section.

3. Click Disconnect​

Click the "Disconnect" button on the Square card.

4. Confirm​

Confirm the disconnection when prompted. This removes the integration from Pivot.

Warning: Disconnecting the integration will stop all data synchronization. Historical data already in Pivot will remain, but no new data will be imported.

Troubleshooting Common Issues​

"Authorization Failed" Error​

If a customer sees this error during setup:

  • They need to ensure they're logged into the correct Square account
  • Check that they have admin permissions for the Square location
  • Try the authorization process again from the beginning

If employees aren't found when searching:

  • Verify employees exist in the Square POS system
  • Check that names are spelled correctly
  • Ensure the integration shows as "Connected" in settings
  • Wait a few minutes for initial sync if just connected

Sales Data Not Updating​

If sales aren't appearing in Pivot:

  • Confirm transactions exist in Square for that time period
  • Check the integration status in Account Settings
  • Verify the company timezone is set correctly in both systems
  • Allow up to 1 hour for new sales to appear

Integration Shows as Disconnected​

If the integration appears disconnected:

  • Check if the Square access token has expired
  • Verify the Square account is still active
  • Re-authorize the integration if needed

Frequently Asked Questions​

Can I connect multiple Square locations?​

Each Pivot company can connect to one Square location. For multiple locations, you'll need separate Pivot companies for each.

How far back can I import sales data?​

Pivot can import up to one year of historical sales data from Square. This happens automatically during the initial setup.

Do I need to map all employees?​

Yes, it's mandatory to map all employees. If not, you won't be able to export the payroll.

What happens to my data if I disconnect?​

All historical data remains in Pivot. Only new data synchronization stops. You can reconnect anytime to resume syncing.

Does Square integration work with all Square plans?​

The integration works with most Square plans, but requires admin access to the Square account for proper authorization.

Getting Help​

If customers need additional assistance:

Note: Remember that the integration requires proper Square account permissions and active subscriptions in both Pivot and Square systems to function properly.