Square is one of the most widely used POS (Point of Sale) systems globally, known for its ease of use, affordability, and extensive features tailored to restaurants, cafés, retail stores, and service-based businesses. Whether you’re a new café owner setting up for the first time or a seasoned restaurant operator transitioning from a traditional POS system, this guide will walk you through:
- How to sign up and log in to Square online
- Setting up Square POS effectively for your business
- Using key features such as inventory, payments, reporting, employee management, and more
- Tips for optimizing Square for your industry
🌐 1. Square Login Online: Step-by-Step
1.1. Creating a Square Account
To use Square’s POS system, the first step is setting up your free Square account.
Steps:
- Visit https://squareup.com
- Click on “Get Started” or “Sign Up”
- Enter:
- Your email address (business or personal)
- Create a secure password
- Your business location (Square is available in many countries, including the U.S., Canada, UK, Australia, Japan, and more)
- Click “Create Account”
- You’ll be prompted to answer a few questions about your business, such as:
- Business type (restaurant, retail, service)
- Estimated annual sales
- Whether you’re setting up as an individual or a company
- Verify your identity, typically using your full legal name, date of birth, and the last four digits of your Social Security Number (for U.S.) or other documentation depending on your country.
- Link your bank account to enable deposits (Square typically sends a micro-deposit to verify).
1.2. Logging Into Square Online
After registration, you can log into your Square Dashboard or POS interface anytime.
Login Steps:
- Go to https://squareup.com/login
- Enter your email and password
- If enabled, complete 2-step verification (text or authenticator app)
- Access the Square Dashboard, where you’ll find modules for:
- POS
- Invoices
- Appointments
- Inventory
- Reports
- Staff and permissions
💡 Tip: Bookmark the login page or download the Square Dashboard app (iOS/Android) for quick mobile access.
🏗️ 2. Setting Up Square for Your Business
Once logged in, setting up your POS system properly is essential to get the most out of Square’s tools. The platform is highly modular—meaning you can activate only the parts you need.
2.1. Choosing the Right Square Tools
Square provides industry-specific solutions:
- Square for Restaurants (for dine-in, takeaway, and delivery services)
- Square for Retail (with inventory matrix, barcode scanning, etc.)
- Square Appointments (for service-based businesses)
- Square Online (eCommerce integration)
👉 To enable or disable tools, go to your Dashboard > Apps and select the modules you want to use.
2.2. Hardware Setup
Square POS can run on:
- iPads/tablets (using the Square Stand)
- Smartphones (with the Square Reader)
- Square Register (standalone touchscreen POS)
- Square Terminal (portable, all-in-one POS)
Connect your printer, barcode scanner, cash drawer, and kitchen display system (KDS) via USB, Bluetooth, or Wi-Fi depending on the model.
2.3. Create Items and Menus
For restaurants and cafés, creating a menu with proper categories and modifiers is key.
Go to:
- Dashboard > Items > Create Item
Input:
- Item name (e.g., “Iced Latte”)
- Price (e.g., $4.50)
- Category (e.g., Drinks)
- Variants (e.g., Small / Medium / Large)
- Modifiers (e.g., Add oat milk +$0.50, Extra shot +$1.00)
- Tax settings (e.g., VAT or Sales Tax enabled or excluded)
- Inventory tracking (for retail items or prepped ingredients)
💡 Tip: You can bulk upload items using a CSV spreadsheet for efficiency.
2.4. Configure Taxes
Tax settings vary based on location.
- Go to Dashboard > Settings > Sales Taxes
- Add a tax rate (e.g., 7% Sales Tax, 5% VAT, etc.)
- Assign taxes to relevant items or categories
For example, you can set food items to be taxed differently than non-food merchandise.
2.5. Employee Management
- Navigate to Dashboard > Team > Team Members
- Create individual employee profiles
- Set permissions by role (e.g., cashier, manager, kitchen staff)
- Assign passcodes or login credentials
- Use Time Tracking feature to log clock-ins/outs
Square offers payroll add-ons in some countries (e.g., Square Payroll in the U.S.).
💳 3. Accepting Payments with Square POS
3.1. Payment Methods Supported
Square allows businesses to accept:
- Credit/debit cards (Visa, Mastercard, Amex, Discover)
- NFC/contactless (Apple Pay, Google Pay, Samsung Pay)
- Cash
- Gift cards (via Square Gift Card system)
- Invoices and online payments
3.2. Processing Payments
Via iPad:
- Open the Square POS app
- Tap items to add them to the order
- Tap Charge
- Choose payment method
- Insert/swipe/tap card or process cash
- Send or print receipt
You can also apply discounts, taxes, tips, or split bills before payment.
3.3. Fees & Deposits
- Square charges a flat fee per transaction (U.S. rates as of 2025):
- 2.6% + $0.10 for card-present
- 2.9% + $0.30 for online transactions
- Deposits are typically sent next business day
- Instant transfers are available (with an extra fee)
💡 You can check deposits via Dashboard > Balance
📊 4. Using Square Dashboard Effectively
4.1. Sales Reports
Access via Dashboard > Reports
- Daily sales summary
- Sales by item, category, or employee
- Payment method breakdown
- Discount and refund reports
- Real-time sales tracking
Export data to CSV, PDF, or integrate with accounting tools like QuickBooks or Xero.
4.2. Inventory Management
For cafés, bakeries, and retailers selling physical products, inventory control is crucial.
- Go to Dashboard > Items > Inventory
- Enable inventory tracking for each item
- Set stock alerts (e.g., low stock at 5 units)
- View inventory history and adjustments
- Perform cycle counts
Square integrates with inventory apps like Shopventory, SkuVault, and MarketMan for more advanced needs.
4.3. Loyalty Programs
Square has a built-in loyalty module.
- Set up under Dashboard > Loyalty
- Customize rewards (e.g., earn 1 point per $1, get a free drink at 50 points)
- Works automatically when a customer checks out
📌 Note: Loyalty is a paid feature (monthly fee varies by location and customer count)
🧑💼 5. Customer Engagement Tools
Square provides various tools to grow and retain your customer base.
5.1. Customer Directory
Automatically collects customer info during checkout:
- Email addresses
- Phone numbers
- Order history
- Feedback and reviews
You can manually segment customers or tag VIPs.
5.2. Marketing Campaigns
Email and SMS marketing built into Square:
- Promotions, discounts, or event notices
- Automate campaigns based on customer activity (e.g., “win back lapsed customer”)
- Design templates available
📌 Email marketing is a paid add-on starting at ~$15/month.
5.3. Online Store
If you want to sell online:
- Go to Square Online from Dashboard
- Use Square’s website builder to create an online store (free option available)
- Sync in-store and online inventory
- Support for delivery, pickup, or shipping
You can also connect with Facebook, Instagram, and Google Shopping.
🔐 6. Security, Permissions & Compliance
Square is PCI-DSS compliant and provides several tools to secure your account and customer data.
Key Features:
- Two-factor authentication
- End-to-end encrypted transactions
- Granular team permissions (limit access to reports, discounts, settings)
- Activity logs for each employee
- Dispute resolution support in case of chargebacks
🧩 7. Integrations & Add-Ons
Square works seamlessly with third-party tools:
| Category | Popular Integrations |
|---|---|
| Accounting | QuickBooks, Xero |
| Delivery | DoorDash, Postmates, Chowly |
| Reservations | OpenTable, Resy |
| Inventory | MarketMan, Shopventory |
| E-Commerce | WooCommerce, Wix, BigCommerce |
| Scheduling | Acuity, Appointy |
| CRM | Mailchimp, Zoho CRM |
Use the Square App Marketplace to explore integrations that suit your business.
📱 8. Mobile and Offline Use
8.1. Offline Mode
Square POS can take card payments without internet and sync when you’re back online.
- Enable via Settings > Offline Mode
- Offline payments have some limitations (e.g., no refunds until synced)
- Ideal for pop-ups, food trucks, or events
8.2. Mobile App Usage
Install:
- Square Point of Sale app (for all businesses)
- Square for Restaurants app (for full-service dining)
- Square Dashboard app (for owners and managers)
Supports iOS and Android.
🧠 9. Best Practices for Using Square Effectively
Here are some industry-specific tips:
For Restaurants:
- Use Kitchen Display System (KDS) to streamline orders to the kitchen
- Set up table layouts to manage dine-in efficiently
- Use auto-gratuity for large parties
- Enable order ticket printing by station (bar, kitchen, dessert)
For Coffee Shops:
- Set up modifiers for custom drinks (milk type, espresso shot)
- Use loyalty to keep regulars coming back
- Track peak hours with sales reports to optimize staffing
For Retail Stores:
- Use barcode scanning
- Enable inventory matrix for size/color combinations
- Print barcode labels directly via Square
📌 Conclusion
Square POS is a powerful, affordable, and easy-to-use system that caters to various industries, especially foodservice and retail. Its cloud-based nature, modular features, and user-friendly interface make it ideal for both new entrepreneurs and growing businesses.
By following the steps in this guide, you can:
- Set up your Square account and login securely
- Configure your POS with accurate inventory, pricing, and taxes
- Accept all types of payments with ease
- Manage team permissions, customer data, and marketing efforts
- Track sales, expenses, and profits from anywhere
Whether you’re running a café in New York, a food truck in Austin, or a boutique shop in Toronto, Square gives you the tools to manage and scale efficiently—all from your dashboard or mobile device.
