Overview

When I Work integrates with Square Point of Sale (POS) to increase operational efficiency through some automations. With this integration you can:

• Automatically create and update users in When I Work based on your users in Square POS.
• Review actual sales data from Square POS within your When I Work schedules.
• Clock in/clock out in Square POS against shifts created and edited in When I Work.
• Compare Square POS actual hours worked data to scheduled shifts in When I Work.

You can elect to use one or all of the integrations to Square POS listed above. Check out Integration details for more information about each one.

Requirements

• You must be on a paid When I Work plan.
• You must have a Square POS product.
• When I Work schedule names must match Square POS Locations.
• An active integration user profile must exist in the account. This profile occupies a seat in the workplace.

Get started

Use the following high level steps as a guide to help get your account set up.

1. Contact Customer Care about the Square POS integration.
2. Complete the Square POS Configuration Form that Care provides. The form includes additional steps that help get your account set up and verify information is accurate.
3. Customer Care enables the integration for your When I Work account.

Integration details

Square POS user sync to When I Work

The user sync creates and updates users in When I Work based on team member profiles created or edited in Square POS.

Specifics:

• The user sync occurs daily at 7am EST. This sync can also be manually triggered by our Customer Care Team if needed.
• Profiles are mapped by matching a When I Work Employee ID to a Square POS Team Member ID.
• Creation of an employee record by the integration and the reactivation of an existing worker record results in the employee being sent an invitation to join When I Work.
• The following objects are captured:
  • First Name: Given Name
  • Last Name: Family Name
  • Email: Work email (only populated if field is blank in When I Work)
  • Schedule: Set to the default Schedule in When I Work or mapped
  • Position: If empty can be set to a default value. This is not updated if it is populated in When I Work
• Create and update schedules based on Square POS locations.
• Team Members that are terminated in Square POS are archived in When I Work.
• An email is sent to you if there are not enough available seats in your When I Work account to match all Square POS Team Members.

Square POS sales data sync to When I Work Forecast Tools

The Square POS Sales Data sync updates the previous day’s sales amount by day and by Schedule in When I Work based on sales data captured in Square POS.

Specifics:

• The sales data sync occurs daily at 3am EST. This sync can also be manually triggered if needed.
• Actual Sales (Forecast Tools): Total sales for that day in Square POS
  • The integration overwrites the Sales Budget field for the previous day if there was a manual entry populated.
  • Any updates to historical sales figures within Square POS are not reflected in When I Work unless they are manually adjusted in When I Work.
• Schedules: Square POS Locations
  • If no matching Schedule is found with the Location name, the integration does not bring in sales data to When I Work for those Locations.
  • Schedules are not created if a Location in Square POS does not exist in When I Work.

Square POS clock in/clock out data sync to When I Work

The attendance sync updates clock in and clock out by users in When I Work timesheets in real-time.

Specifics:

• Break information is not included.
• If no matching Schedule is found with the Location name, the integration does not bring in the time data to When I Work for those locations.
• If the Team Member in Square POS does not have a corresponding When I Work user profile, an error notification is generated upon each clock in or clock out for the non-When I Work users.