Available for the following plans: Advanced Rostering
Available for the following User Access levels: Admin, Manager
Connecting your Square POS system with Employment Hero allows you to sync real-time sales data directly into your rosters. This integration removes the need for manual CSV uploads and helps you make data-driven staffing decisions. By viewing live sales actuals every 15 minutes, you can proactively adjust staffing levels to match customer demand and improve your labor cost management.
This article will show you how to manage the following:
- Connect your Square POS
- Map POS sites to your work sites
- Manage historical data and sync settings
- Monitor real-time sales insights
- Update or disconnect your integration
Connect your Square POS
Before you begin, ensure you have your Square login credentials ready. Only Organization Admins can perform the initial connection.
- Log in to Employment Hero.
- Click the Settings icon on the left-hand menu.
- Select the Add-ons option.
- Locate the Point of Sale category.
- On the Square card, click the Connect button.
- You will be redirected to the Square authentication page. Enter your credentials and grant the required permissions to allow data sharing.
- Once authorized, the system will automatically redirect you back to the setup wizard to complete your site mapping.
Map POS sites to your work sites
Mapping ensures that sales data from specific POS terminals lands in the correct roster for the corresponding work site.
- In the Map Work Sites screen of the wizard, review the list of sites fetched from your POS.
- Use the Auto-match button to automatically pair sites based on name similarity.
- For any remaining sites, use the Work Site dropdown menu to manually select the correct internal location.
- Note that you can map multiple POS sites to a single internal Work Site if you wish to aggregate data.
- Leave any sites you do not wish to track as Unmapped; these will be treated as "Do Not Sync" and data will not be imported for them.
- Review the summary in the footer to confirm how many sites will be synced before proceeding.
Manage historical data and sync settings
Once connected, the system keeps your data fresh and helps improve your future shift predictions.
- On the final step of the setup wizard, locate the Replace existing data checkbox.
- Keep this checked to immediately populate your sales table with historical data. Be aware that this will overwrite any manual or CSV data currently stored for that period.
- Click Finish to complete the setup. This will also queue a backfill for 2 years of historical data.
- The system will now automatically sync your gross sales data in 15-minute increments.
- This historical data will trigger the Auto Forecast engine, which recalculates your baseline staffing needs to provide more accurate roster predictions.
Monitor real-time sales insights
Roster managers can use live data to adjust staffing throughout the day based on actual performance.
- Navigate to your Sales Data Table.
- The Actuals column will now be populated by your POS data.
Update or disconnect your integration
You can adjust your settings or pause the data flow at any time from the Add-ons page.
- Go to Settings and select Add-ons.
- Locate the Square card, which will show a Connected badge.
- Click the Actions dropdown menu:
- Update: Re-opens the mapping wizard to change which sites are synced.
- View Conflicts: Shows any errors, such as sites deleted in your POS but still mapped in Employment Hero.
- Disconnect: Stops future syncs. Your historical data and mappings will be preserved, but no new data will flow into the platform.
- If your connection token expires, the card will display a Re-auth required warning. Click Reconnect to restore the link.