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Exporting a Rota to Square

If your till is Square, you can send a week's rota to Square as scheduled shifts, so it shows in Square's own scheduling and on your team's Square accounts. You plan the rota in StaffBrik as usual, then export it whenever it is ready or has changed.

Before You Start​

  • Connect Square in Settings > Integrations, and link your Brikly site to its Square location.
  • Link your team to their Square team members. You can do this from the export preview itself (see Linking People).

The Export to Square button appears in the rota toolbar only when the rota's site is linked to a Square location. Owners, admins and members can export. Viewers do not see the button. Hovering over the button says when the rota was last sent, once an export has sent something.

The Preview​

Click Export to Square. Brikly checks the rota first ("Checking what will go to Square...") and then shows exactly what will happen:

  • N shifts added to Square
  • N shifts already in Square updated
  • N shifts removed from Square
  • N shifts skipped, listed below by reason

Nothing is sent until you click Export to Square in the preview. If the check itself fails, the preview stays on the error with Try again.

Why a shift is skipped​

Each skipped shift is listed with the person, day and times, grouped under its reason:

  • Not published yet. Drafts never go to Square. Publish the rota to include them.
  • Open shift with no one assigned. An open shift goes once somebody has it.
  • Off that day (holiday or absence). A shift covered by approved time off or a logged absence does not go to Square, because the person is not working it. If the shift was sent before the leave was booked, the next export removes it from Square. A colleague's cover shift is an ordinary shift and goes.
  • Not linked to a Square team member.
  • Not an active team member in Square.
  • Not set up at Station Road in Square (your site's name). The person's Square team member is not set up to work at that Square location.
  • Has no job in Square. Square needs a job on every shift.
  • Deleted in Brikly.

Linking People​

People who are not linked to a Square team member are listed in the preview with a picker of Square team members who are not linked to anyone yet. Where exactly one matches by email, mobile or name, it is chosen for you, so check it. Link N people and check again links them and refreshes the preview.

If a link fails, the panel says "Couldn't link 2 people to Square. Check the people chosen, then try again."

What Is Sent​

  • Only published shifts with someone on them, whose person is linked to an active Square team member who is set up at the site's Square location.
  • The job is the person's Square job whose title matches the shift's role (the shift's own role if it has one, otherwise the person's role in Brikly). If none matches, their first Square job is used.
  • Times are sent in UK time for the shift's own date, so a shift in British Summer Time shows at the right time in Square.
  • Shifts are published in Square straight away, with Square's own notifications switched off. Your team already hears about their shifts from Brikly, so they are not told twice.

Exporting Again​

Export as often as you like. Each export brings Square into line with the rota:

  • Shifts already in Square are updated, never copied.
  • Shifts deleted in Brikly, or taken off the person, are removed from Square.
  • A shift someone deleted in Square is put back.
  • A shift someone changed in Square since Brikly last sent it is left alone, with the message "Someone changed this shift in Square after Brikly last sent it, so Brikly left it alone. Edit it in Square, or delete it there and export again to replace it."

Only one export of a rota runs at a time. While one is running, another is refused: "This rota is being exported right now. Wait a minute, then try again."

The Result​

The result reads Sent to Square, Partly sent to Square or Nothing was sent to Square, with the counts and each shift that did not go and why. One shift failing never stops the rest. Export again to retry the ones that did not go.

  • If Square refuses access, because the connection has expired or is missing permissions, the message says to reconnect Square in Settings > Integrations.
  • If the rota changed after the preview so that nothing can go, it says "Nothing on this rota can go to Square now. Choose Try again to see why for each shift."
  • In the rare case Brikly cannot keep its own record of an export, the result asks you to export again straight away, before changing any of those shifts, so Brikly can match them up in Square without making copies.

Closed Sites​

Closing a site in Settings > Locations takes its shifts from tomorrow off the rota. Any of those that had already been sent to Square are taken off Square shortly afterwards. If any are still in Square, export that site's rota again from its closed tab: for a removed site, an export only removes what Square still holds. See Closing a Site.

tip

Export once the week is published, and again after any changes. Because each export updates rather than copies, there is no harm in exporting more than once.