Square Integration

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Overview

When I Work integrates with Square Payroll. 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.
  • Square Employee Management is required if employee’s have multiple pay rates. If you aren’t sure what type of account you have, contact Square for support.

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.

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 some of their account details will be synced between the two systems. The items that will be synced are:

  • Name
  • Email address
  • Schedule (Square location)

When employees are first synced to Square from When I Work, they show up in the inactive employee list in Square. You must go in and activate them in Square before they can start using the Square register system.

Timesheet entries

Time entries can be added in either Square or When I Work and they will be synced between the two systems.

NOTE: Only completed time pairs are synced. 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.

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 in to 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. Having differences in names and spelling can cause duplicate items during the syncing process.

Setting up the integration

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

  1. Hover over Gear, then select Integrations Integrations.

  2. Click See all integrations.
  3. Under Square, click Learn more.
  4. On the right side of the page, click Enable.
    You are prompted to sign in to your Square account.
  5. Sign in to your Square Employee Management account.
    Do not use one of your location accounts.
  6. After you have connected the application, click Configure.
  7. Choose which items you would like to sync, then click Save and Sync.

Exporting to Square

When you are ready, manually sync your information between When I Work and Square.

  1. Hover over Gear, then select Integrations Integrations.

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

Updated on November 5, 2019

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