Connect Square POS

What this does

Connect your Square account and your loyalty program runs right at your Square register. Customers earn stamps or points when your staff ring up a sale — no separate device for earning. To give a reward, your staff confirm it with a quick scan, then apply a Passtastic discount in Square.

This works on plain Square — there's no paid Square Loyalty add-on required.

Before you start

• Your Square account owner login, so you can authorize the connection.
• At least one published loyalty card in Passtastic. If you don't have one yet, create it first from Programs → Create New Program.
• The free Passtastic Scanner app on a phone or tablet — you'll need it to redeem rewards (see below).

Step 1 — Connect your Square account

1. In your Passtastic dashboard, open Settings, then Integrations (under Business).

2. Find Square POS and click Set up Square.

3. You'll be sent to Square to sign in and approve the connection. Once you approve, you'll come back to Passtastic automatically.

You only do this once. You can disconnect at any time from the same page.

Step 2 — Choose which cards earn

Under Your loyalty cards you see every published card. Until one of them earns, the page shows an amber Connected · not earning chip and a note that no card earns from Square yet.

1. Tap the card your Square sales should add to. Cards that start with a welcome coupon are listed too: they earn the stamps or points of the card they turn into.

2. Choose how a sale earns:

• Per visit — one stamp or point for every paid visit (simplest).
• Per amount spent — the more a customer spends, the more they earn.

3. Click Save & start earning. The card now shows Earning, and the chip at the top turns green: Live.

Step 3 — Your rewards list

Rewards aren't set up here — they live on your loyalty card or its points rule, the same place as everywhere else in Passtastic.

1. Every reward you've set on the card — stamp rewards, point rewards, and level perks — shows up in the Rewards at the register list on this page.

2. Press Save to Square and each reward is created in Square as a discount, named by its code. Change a reward on the card later and this page shows it's changed — press Save to Square again to push the update.

3. Level-card tier perks apply by themselves to items from your Square catalog. They don't apply to a custom-amount line your staff type in at the register. The percentage field itself, labelled "% off at the register (optional)", only appears on the card once you've connected Lightspeed or Square.

4. New members are added to your Square customer list when they join Passtastic, unless they're already there. That's on by default — you can switch it off on this page, under Customer list.

Welcome gift at the counter

If your card starts with a welcome coupon (for example "A free espresso on your first visit"), your staff can give that gift straight from Square.

1. Open the program, go to Setup, and open the rewards section. Under Welcome coupon, find At the counter and choose what the register gives: Money off (an amount or a percentage) or Free product (pick the item from your Square list). Leave it on Staff handle it to keep giving the gift with the Passtastic Scanner app. At the counter only appears once Square or Lightspeed is connected.

The free product has to be an item you already sell in Square. If it's new, add it there first — it then appears here in the search. Passtastic doesn't create or change your items: it adds a discount in Square that makes that one item free. If you later delete or change the item in Square, come back and pick it again, then save.

2. Come back to the card's page here. Welcome gift now shows in Rewards at the register. Press Save to Square. If the card isn't earning from Square yet, pressing Save & start earning sends the gift too.

3. At checkout, staff add the customer to the sale. A customer who still has the gift is in the Square customer group Passtastic <card name>: welcome gift, so staff see it on the customer's profile. They apply the discount named with the gift's code (for a free item, on that item's line) and charge as usual.

The customer gets the gift. A sale the gift makes completely free earns nothing; anything else they buy earns stamps or points as usual. Their welcome coupon turns into the loyalty card, and they leave the group. If staff apply the discount to someone who has already used their gift, Square still takes the discount off the sale — Passtastic just doesn't record a second welcome gift for them, since they've already had theirs — and the sale still earns as normal.

A free product needs a fixed price in Square. If Square has no price for it, Save to Square says so: pick an item with a price, or use Money off.

How your staff earn a stamp or point

At checkout, your staff tap Add customer in Square and pick the customer by phone or email. That's what credits the stamp or points — no scanner needed to earn.

How your staff redeem a reward

Square doesn't let us show a customer's reward status on the Square register, and a screenshot of a "full" card is easy to fake. So redeeming uses a quick scan:

1. When a customer asks for their reward, your staff open the Passtastic Scanner app and scan the customer's wallet pass. This confirms the reward is real and ready — not a reused screenshot.

2. Your staff apply the discount named with the reward's code to the sale — for a free item, to that item's line. (That discount was created in Step 3, when you pressed Save to Square.)

3. The reward's points come off.

That's the one place you still use the scanner — earning is automatic in Square.

Troubleshooting

Nothing earns, and the page says Connected · not earning. No card earns from Square yet. Open a card under Your loyalty cards, choose how it earns and click Save & start earning. If a sale came in meanwhile, the page shows that sale's date: it earned nothing, and it isn't added later.

A visit didn't earn. The customer wasn't added to the sale in Square. Staff tap Add customer and pick them before charging.

Save to Square says the item has no fixed price. The free product you picked has a variable price in Square. Pick an item with a set price, or change the reward to Money off.

Frequently asked questions

For running loyalty without a POS, or connecting other tools, see POS Systems & Integrations.