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Square integration – Setup guide with Planday
Square integration – Setup guide with Planday

Automate the import of your revenue data from Square into Planday.

Saad Saeed avatar
Written by Saad Saeed
Updated over a week ago

🟡 This integration is available for Planday admins based in Australia, Canada, Ireland, Spain, the UK and the USA.

🔓 Access level in Planday: Administrator mit Zugang zu allen Abteilungen in Planday.

🌐 Subscription plan: Plus, Pro, Enterprise.

⏱️ Reading time: 3 min.

With Planday you can connect your Square merchant accounts and automatically import revenue data from different Square Locations into Planday Revenue units.


Requirements for the integration

To enable this integration, two prerequisites must be completed in Planday:

Set up Revenue units in Planday

You need to set up at least one revenue unit set up for each Department that you want to import revenue data for. Learn more in Set up revenue with cost centres and budgets.

To create a revenue unit in Planday:

  • Go to Reports > Revenue > Manage revenue > Create unit.

  • When setting up a Revenue unit, make sure to select Enter daily revenue for every unit you wish to map.

Create Shifts on business days for revenue import

Revenue can only be imported for business days in your schedule. To designate a day as a business day, ensure that at least one shift is scheduled for that day.​



Activate the integration in Planday

In Planday, go to Settings > Integrations > Overview > find the Square integration tile > click Set up. The integration manager opens. ​


Step 1 – Connect merchants

Connect one or more Square merchants (i.e., Square accounts) in the first card in the integration editor.

To connect a Square account, click the Connect merchant button, which will open a Square log-in screen in a new window.

Please note:

Make sure your browser is not blocking pop-up windows, in which case the Square log-in window will not open.

After signing in, check the Merchants table, which shows your newly connected account. The green status icon 🟢 will inform you that the connection is set up correctly.

In case of issues with the Square account connection, a dedicated status and an orange status light 🟠 will be displayed in the table.


Step 2 – Configure data import settings

When at least one merchant is connected successfully, you can complete the integration setup by specifying other settings and mappings.

Start import at - Choose an hour. The integration imports revenue once daily at the hour specified in the Start import at field. The imports will take place within the specified hour, typically close to the start of the hour.

Get data from the past - Choose the number of days. This field allows you to specify how many days worth of data should be imported. The minimum number of days is 1, meaning the integration only imports data from the previous day.

  • When selecting more than one day, previously imported revenue on mapped Revenue units is overwritten during every import. It is possible the imported values can change over the first several days as payments get processed on Square’s side. The integration imports only payments marked as Complete in Square.

Click Save to confirm all changes. If you want to discard the changes, simply close the window.


Step 3 – Map locations to revenue units

Click the Link location button in the Locations card to open the mapping window.
At least one Revenue unit in Planday is required for this step.

screenshot-vsidemo.planday.dk-2022.11.09-19_33_43.png

The linking page shows all Revenue units and allows you to select any Square Location to map. It is possible to map multiple Revenue units to one Square location and vice versa.

screenshot-vsidemo.planday.dk-2022.11.09-19_34_14.png

Click Save to accept all changes. Alternatively, close the window or click the Back button to discard the changes.

The integration will fetch the data from Square on your selected import time.


See imported revenue in your Planday schedule

When the integration is set up, revenue data integration occurs once a day. You can see imported revenue data in the Schedule of the Department for which you have setup a connected revenue unit.

Go to the three dots on the top right of the Schedule > View settings > activate the Revenue toggle. Revenue data will show below the day columns in the Schedule.

Tip: To see an overview of your revenue history, go to Reports > Revenue and choose the date range.


See related articles:

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