Connect Square POS to ResDiary simply by completing a small number of checks and configuration steps to ensure both systems stay aligned. This guide covers the prerequisites, table and area matching requirements, optional course configuration, and the steps needed to connect your Square account and confirm the integration is working correctly.
Prepare your requirements
Before moving forward with the integration steps ensure you have completed the following pre requisites:
Ensure you have access to the following:
Access to your ResDiary account.
Square login details: You must be on either the Square plus or premium plan.
A tablet or computer with the ResDiary app or browser open.
Matching setup.
Ensure that the names of areas and tables in ResDiary correspond exactly to the sections and tables in Square.
Seated status in enabled in Square.
Matching Square Courses & ResDiary Meal Status, this is optional.
Watch this video to connect your diary to Square POS or follow the guidance below:
Match your tables and areas
To ensure smooth communication between Square and ResDiary, you need to align sections or areas and table numbers. You can update either system, whichever suits your workflow as long as they match.
Match your areas
Follow the guidance below to match your areas:
Update ResDiary to match Square:
From your ResDiary click Settings, then click Areas.
Rename or create areas to match the section names in Square exactly.
Update Square to match ResDiary:
From your Square interface, click Settings.
Click Restaurant Settings, then click Sections.
Rename or create sections to match the ResDiary area names exactly.
Align your tables
Follow the guidance below to match your tables:
Update ResDiary to match Square:
From your ResDiary click Settings, then click Tables.
Rename or create areas to match the section names in Square exactly.
Update Square to match ResDiary:
From your Square interface, click Settings.
Click Restaurant Settings, then click Sections.
Adjust table numbers to match ResDiary.
Enable seated status
You'll be required to enable seated status on your Square account in order to move forward. Please follow the steps below to turn on seated status:
Login to your Square account.
Click Settings, then click Restaurant Settings.
Click Service Settings, click then Seated Status.
Enable the toggle next to seated status.
The image below shows how your toggle should look once enabled:
Match your courses and meal statuses
This section is optional, if your menu doesn't have courses, you do not need to set this up. Follow the steps below to enable ResDiary to track your diners course progression as they move from drinks, to starters, to mains etc:
Login to your Square account.
Click Settings, then click Restaurant Settings.
Click Service Settings, then click Courses.
Edit the name of the standard courses to the following:
Drinks.
Starter.
Main.
Dessert.
📌 Note: By default, courses in Square are labelled as course one, course two and so on.
Connect your Square account to ResDiary
Follow the steps below to connect Square POS to your diary:
Login to your ResDiary account.
Click Settings, then Square Integration.
Click Connect to Square.
You will then be directed to Square to login with an admin account and allow permissions, complete the prompts on screen.
Once your are sent back to ResDiary, you’ll see connected to Square.
Under the location id field select your location to map to ResDiary.
Click Save Settings.
⚠️ Important: If your Square Integration appears greyed out within ResDiary, update your permissions by following the steps below:
Click Settings, then click User Management.
Click Users, then click Setup next to your user.
Click Menu Items, enable Integration by clicking the tick box.
Click Save.
The image below shows how your diary should look once you connect Square:
Test the basics
Once the integration setup is complete, here are a few tests to complete to ensure everything is working as expected:
Test | Expected result |
Create a test booking in ResDiary for the current time, then update the booking to fully seated. | A corresponding check should open on Square. |
Add items to the check. | Spend is updated on corresponding booking in ResDiary. |
Close the check. | Corresponding booking in ResDiary is closed. |
Open a new check on a table in Square that is available in ResDiary. | A corresponding walk-in reservation opens on ResDiary. |
⚠️ Important:
For venues operating a café style service, where payment is taken at the time of ordering but guests remain at the table for some time afterward, the default Square integration behavior may not be ideal. By default, when a check is paid in Square, ResDiary automatically closes the associated booking, which can make the table appear available for rebooking prematurely.
To prevent this, we can configure the integration so that bookings remain open in ResDiary after payment and are only closed manually by a diary user. This ensures the table stays marked as occupied until the guests leave.
Pleaser reach out to our support team to enable this feature.
Disconnect Square from ResDiary
If you need to turn off the integration between Square and ResDiary you can do so easily from your ResDiary settings:
Login to ResDiary.
Click Settings, then Square settings.
Click Disconnect Square.
📌 Note: If you disconnnect Square it revokes access for all connected locations, and ResDiary will no longer receive updates from Square until reconnected.