Square Integration

From your

Applies to ,

Overview

When I Work integrates with Square Payroll for quick and seamless time tracking and payroll services. The integration allows you to sync employees, schedules/locations, and time entries between the systems.

Considerations

  • Your workplace must use a paid Time Clock & Attendance plan to set up payroll integrations.

  • This integration is available for US customers only.
  • Employees must be active in Square Team Management in order for employees to sync to Square Payroll.
    NOTE: You do not need a separate subscription to Square Team Management.
  • Contact Square support if you are unsure about what type of account you have.

Syncing specifics

The following is a list of items that are synced between When I Work and Square and details about how the sync works for each.

Square locations

Square locations are synchronized to When I Work as schedules. When a location is added in Square, it will be automatically added in When I Work as a schedule.

To avoid duplicating schedules in When I Work, make sure locations in Square have the same spelling as schedule names in When I Work. In Square, the schedule names are called “Nicknames”.

Employees

Employees can be entered in either When I Work or Square and the following information is synced between the two systems:

  • Name
  • Email address
  • Schedule (Square nickname)

When employees are first synced from When I Work to Square, they appear in the Square Team tab under inactive employees. You must activate your employees in Square before they can use the Square Point of Sale or Payroll.

To activate a team member:

  1. Click their name from the inactive list. A side panel appears.
  2. Click Reactivate Team Member on the bottom of the side panel.

Timesheet entries

Team members can clock in / clock out from When I Work or Square and timesheets sync between the two systems. In Square, timesheets are called “timecards”. In order for timecards to successfully sync, individual timecards in Square must not span greater than 24 hours and should not overlap.

For example:

  • A shift from Tuesday at 9am through Wednesday at 10am will not sync.
  • A shift from 2pm to 4pm, and an overlapping shift from 3pm to 5pm will not sync.

For individual timecards, team members must use one system to clock in and clock out. For example, if a user clocks in on Square, they need to clock out on Square. If they clock in using When I Work, they need to clock out using When I Work.
NOTE: Lunch breaks taken in When I Work are not synced to Square. Employees can manually clock out and clock in using When I Work to record their unpaid breaks instead.  

Before you begin

  1. Make sure that you have a Square Payroll account. If you aren’t sure what type of account you have, contact Square for support.
  2. Go into your Square Payroll account and add an employee with Administrator access. Skipping this step can cause trouble with syncing, so make sure this is done before continuing.
  3. If you already have employees or schedules/locations in both Square and When I Work, make sure that they are named exactly the same. For example, if you have Jon Smith in Square, make sure he’s set up as Jon Smith in When I Work and not Jonathan Smith. Differences in names and spelling can cause duplicate employees and locations during the syncing process.

Setting up the integration

Now that you have everything you need, it’s time to connect your accounts together.

  1. Confirm you are completely logged out of Square.
  2. Sign in to your When I Work account.
  3. Hover over Gear, then select Integrations Integrations.

  4. Click see all integrations.
  5. Under Square, click Learn more.
  6. On the right side of the page, click Enable.
    You are prompted to sign in to your Square account.
  7. Sign in to your master Square account.
    Do not use one of your location accounts.
  8. After you have successfully signed in to your Square account, return to When I Work then click Configure.
  9. Choose which items you would like to sync, then click Save and Sync.

Manually sync to Square

You are required to manually sync your information between When I Work and Square.

  1. Sign in to your When I Work account.
  2. Hover over Gear, then select Integrations Integrations.

  3. Click Manage under Square.
  4. Click Configure.
  5. Choose which items you would like to sync, then click Save and Sync.

Updated on August 8, 2020

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket