Square Staff Data and Receipt Roller Staff Data Mapping

Square Staff Team API POS Integration Data Mapping

Staff who handle transactions in Square are managed on the Square side as a Team Member. Linking them to Receipt Roller's staff master (StaffDto) lets you use this data for resolving who handled a transaction, per-staff sales totals, and labor cost management.

Current version behavior
Square Team Members and Receipt Roller staff are not synced automatically. This is an explicit linking method where you manually enter the corresponding Square Team Member ID on the Receipt Roller side.

Field mapping table

Square Team Member Receipt Roller (StaffDto) Notes
idSquareTeamMemberIdThe Team Member ID on the Square side. Entered manually and linked to the RR staff record.
family_nameLastNameReference only. Entered manually when creating the staff record on the Receipt Roller side.
given_nameFirstNameReference only. Same as above.
email_addressEmailReference only. Same as above.
phone_numberPhoneReference only. Same as above.
statusIsActiveSquare's ACTIVE = true, INACTIVE = false. Synced manually.
is_owner—No equivalent concept in Receipt Roller. Represented on the RR side using Position (job title).

Linking steps

  1. In the Square dashboard, check the Team Member ID of the staff you want to link (shown in the URL or on the team member detail page).
  2. In Receipt Roller's store management screen, open "Staff" → "Add Staff."
  3. Enter the name, contact details, and other information, then paste the Square-side ID into the Square Team Member ID field.
  4. After saving, this staff member will be automatically attributed as the handler for transactions that occur in Square.

Resolving the staff attributed to a transaction

When transaction data arrives from Square, the team_member_id included in the transaction is matched against StaffDto.SquareTeamMemberId to resolve the corresponding staff member. If there is no match, the transaction's staff-attribution field is recorded as blank (if you later create the staff record on the Receipt Roller side and add the ID, it will also be reflected in the display of past transactions).

Fields that are not imported

  • A Square Team Member's job title, department, or assigned location information — Square-side team settings (Locations, Wage Settings) are not synced.
  • A Square Team Member's wage information — Receipt Roller's HourlyRate, etc. is independent of Square.
  • Automatic import of new Team Members — Team Members added in Square are not automatically reflected on the Receipt Roller side. Create the staff record manually.

Sync timing

  • Importing Team Members: No automatic sync in the current version. Refer to the Square dashboard and manually create/update staff on the Receipt Roller side.
  • Resolving the handler at transaction time: Resolved instantly at transaction import time, using SquareTeamMemberId as the key.

Points to note

  • If a Team Member is physically deleted on the Square side, the team_member_id on past transactions becomes invalid. We recommend deactivating (INACTIVE) rather than deleting on Square.
  • Even if a staff member is set to IsActive = false (treated as having left) on the Receipt Roller side, resolving the staff attribution of past transactions continues to work. We recommend keeping the records of staff who have left rather than deleting them.
  • If a single Team Member is assigned to multiple stores, set multiple stores in AssignedStoreIds on the RR staff record.
  • We are considering bulk import from the Square Team API (SearchTeamMembers) in the future. Contact support if you'd like to see this feature.

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Published: 2026-05-29 Updated: 2026-07-02
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