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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 for Planday admins based in Australia, the UK and the USA only.

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

For this integration to work, two prerequisites in Planday must be completed.

Setup Revenue units in Planday

To get this integration working, you must map Planday’s Revenue units with Square’s Locations to fetch revenue data.

Before setting up the integration, create at least one Revenue unit in every Department where you wish to import revenue.

To set up a revenue unit in Planday, go to Settings > Under the Reports heading, press Revenue > Create.

When setting up a Revenue unit, make sure to select Enter daily revenue for every unit you want to map and also select Include in total revenue.

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💡 For detailed steps, use the Revenue in Planday article.

Create Shifts on business days where revenue should be imported

Revenue can only be imported into business days of your schedule. To create a business day in your schedule, make sure to schedule at least one Shift for the given day.

Setup the integration in Planday

Follow these steps to find, connect and configure the integration.

Find and connect the integration

Once the prerequisites have been completed, go to Settings > Integrations > Overview. Switch to the Point of Sale tab to see all available POS integrations or search for the integration name from the search bar.

Click Connect on the Square tile to open the integration editor.
During this step, the integration gains access to Planday data.

Connect new merchant

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.

⚠️ 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.

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.

Map Locations and 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.

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.

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

Revenue Import Details

Integration timing

The integration imports revenue data from Square once a day. The import takes place within one hour starting at the hour selected in the Start import at field.
Typically, the import runs near the beginning of the specified interval.

Tax Always Included

Integration always imports Gross value from mapped locations. There is no option to import Net value or get information about Tax level or Tax value separately.

Revenue Value

The imported revenue is the sum of revenue values of all active Locations mapped to the Revenue Unit from successfully connected Merchant accounts.

If any merchant connection does not work, revenue from the merchant’s locations will not count in the revenue imported into the mapped Revenue units.

⚠️ Note that incomplete revenue values will overwrite correct values imported in the past if a Merchant account connection stops working and if you are importing values for several days in the past.

FAQs and troubleshooting

Merchant account needs to be reconnected.

In some instances, authorization to the connected account can fail, and the account will need to be reconnected. The user will be informed of that state in the Merchants card where such status will be displayed next to the corresponding account.

How do I deactivate the integration?

To stop importing revenue, the user must remove all connected merchants. This will stop revenue imports. Revenue previously imported into Planday will not be deleted and stays in Planday.

How can I verify imported values?

Verify in Planday: Open the Schedule page on Planday. Press the View settings button, turn on the Revenue toggle to reveal revenue values at the bottom of each Schedule day.

Revenue imported for a given revenue unit is displayed in the Daily revenue pop-up.

💡 Note that the Notes field contains the timestamp of the revenue import and a label of the revenue source. The shown timestamp reflects the UCT time zone, and it is not adjusted for your Planday organisation’s location!

Verify in Square: Open your Square Seller dashboard and log in using the same merchant account you used to connect with Planday. Navigate to Reporting, then Transactions.

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Set relevant values in the filter:

  • The date should reflect the period you are checking.

  • Set types to Payments.

  • Set the status to Complete.

  • Select the location you want to verify.

  • The value you should compare with imported revenue in Planday is shown in the Total collected field.

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Square sign-in window is not showing

Make sure that your browser is not blocking pop-up windows. This can often lead to the log-in window not appearing. If possible, try opening Planday on a different browser.

Revenue not importing

  1. Make sure that there is at least one Shift in the Schedule on each day where revenue should be imported.

  2. Ensure that the Enter daily revenue checkbox, located in Settings > Revenue, is selected for mapped Revenue units.

  3. Verify that Square locations are mapped to Revenue units of relevant Departments in Planday.

Merchant account needs to be reconnected

If a merchant account needs to be reconnected, the corresponding status will be displayed on the Merchants card. To reconnect the account, you must click on the account’s table row in the Merchants card. A pop-up window asking you to sign in again will appear. You must log in to the correct Square account. Once you sign in, the connection status will be updated in the table.

When an account needs to be reconnected, its revenue will not be imported into Planday, meaning that you might notice unusually low revenue shown on the Schedule. To remedy this, after reconnecting the account, you can increase the number of imported days to overwrite days showing partial revenue figures.

Revenue imported to Planday does not match the value reported by Square

  • Check Payments Status
    The integration calculates revenue based only on payments marked as Complete. Since payments can take up to a few days to be processed, it is possible that imported revenue will not correspond to values shown in Square, or that the value shown in Schedule will change during the next import.
    If you wish to compare values more accurately, filter transactions in Square by the Completed status.

  • Check Connection Status
    Please check that all connections are in Connected status. If a connection doesn’t work correctly, then Payments related to Locations from this connection will not be imported.

Need more help?

Please search for answers in the 🔍 Help Center or watch our video tutorials.

Contact our support team via the blue icon at the bottom if you have more questions.

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