Connect Square Appointments

Connect Square Appointments, and Fynn offers your clients the free times of your Square online booking in every conversation. After the client's yes, the appointment is booked, moved or cancelled right in Square. Your team sees each client's next appointments next to the chat. You can connect Square Appointments on every plan. Fynn books on every paid plan, and a 7 day trial includes that too.

You need a Square account based in the US, Canada, the UK or Australia, with Square Appointments set up and online booking switched on. Each workspace connects one Square account. You sign in with Square, so Deskwoot never sees your Square password.

Connect Square Appointments

1. Go to Settings > Integrations and click the Square Appointments card under Bookings and appointments. It opens Booking software on the Appointments page.
2. Click Connect Square Appointments. Square opens: sign in and allow Deskwoot the access it asks for.

Square sends you back to Deskwoot, which then reads your locations, team members and services. This takes about a minute. The section shows your country, your Square plan, whether clients may cancel or move and until when, and your cancellation policy as Square shows it to clients. You need the permission to manage integrations in Deskwoot; administrators have it.

Choose what Fynn offers

• Who Fynn books for lists each team member at each location that is bookable online in Square, with the location's time zone. Switch off anyone Fynn should not book for.
• What Fynn offers lists your services with their length and price, or Price varies. A service with a cancellation fee, one that is not bookable online and one at the client's place show why and cannot be switched on: book those in Square.
• New clients can book in chat: when it is off, requests from people Square does not know go to your team.

Click Save. Fynn books nothing before you saved once. Then, under Fynn on the same page, turn on Fynn offers free times, pick who confirms new bookings, cancellations and moves (Your team, with 1 tap or Fynn, after the customer's yes) and click Save booking rules.

If you accept each booking request in Square yourself, choose Fynn, after the customer's yes under New bookings. Otherwise your team would confirm each booking twice: once in Deskwoot and once in Square. The section reminds you.

Square decides the bookable hours, the services, the notice and how far ahead clients can book, through its own online booking settings. Fynn offers exactly the times your Square online booking offers. While Square is connected, Fynn books only in Square; connected Google or Outlook calendars stay connected, but Fynn does not offer their times. Fynn also needs his access to contacts under Settings > Bots > Data Access; the section says so while it is off.

What Fynn does

• He asks which location and which service when it is not clear, and offers up to 3 free times with the location's time zone, for example 10:30 AM (Chicago time).
• He names only the prices of your services as Square lists them. For a service whose price varies, he says that you confirm the price. He never offers a discount.
• To book he needs the client's first and last name, nothing else. When Deskwoot has no mobile number for the client yet, he asks for one, because Square needs a number for every booking. He never says whether someone is a client of yours.
• Before he books, he repeats the service, the team member, the time and the name, adds your cancellation policy and how long the client can still cancel or move, and asks "Is that right?". The client replies yes.
• On his own he books only for the client your team linked to the contact, or for a client whose email address or WhatsApp number Deskwoot verified: the one Square client with that address or number, whose first and last name fit and who has a phone number, or a new client (name, email address and mobile number) while New clients can book in chat is on. Every other booking waits for your team, which picks the client, and the client hears the answer in the conversation. While your team confirms new bookings, every booking waits for its tap.
• Text messages never prove who writes. So on SMS every booking waits for your team.
• If you accept each booking request in Square, Fynn's booking waits there as a request. When you accept or decline it in Square, Fynn tells the client in the conversation.
• A verified client can cancel or move their own appointments. On Square Appointments Free that means the ones Fynn booked; on Plus or Premium also the ones made in Square. A move keeps the team member, the location and the service. Closer to an appointment than your cancellation window in Square, Fynn tells the client that you will get back to them and hands the conversation to your team. If Square does not let clients cancel or move, those go to your team too.
• Payments, deposits, tips, gift cards, packages, memberships and 2 services in one booking go to your team.

Fynn confirms each booking, move and cancel in the conversation. Deskwoot does not count on a message from Square to the client.

What your team sees

An appointment shows as a card in the conversation, with the time in the location's zone and with the team member. While your team has to pick the client, the card says Choose the client before you confirm: click Choose client, pick one of the clients Square finds by the booking's email address or phone number (Search by email or phone) or Create a new client, click Use this client and then Confirm or Decline. Change client picks another client before you confirm. Square cannot search by name, so look a client up by name in Square itself. While Square waits for you to accept a request, the card says so: accept or decline it in Square, and the client hears the answer here.

The Details tab of a conversation has a Square Appointments section:

• The linked client with Client since, Next appointments and Earlier, each with its service, time, team member and location and whether it is Booked, Waiting, Declined, Cancelled or No show.
• On Square Appointments Plus or Premium, Cancel on an upcoming appointment this conversation may cancel. Choose whether to Tell the client in this conversation, then click Cancel appointment. Square does not send the client a message about it. On Square Appointments Free each appointment says Cancel it in Square. instead, because there Square lets Deskwoot change only Fynn's bookings, and only when the client asks.
• Without a link: a suggestion when exactly 1 client has the contact's email address or phone number, with Link and Not this client; Find client by email address or mobile number; and Create client, which sends the first and last name, the email address and the mobile number to Square.

The contact page shows the same section in its Connected systems tab, without Cancel. Copilot knows the next 3 appointments of the linked client, or of the one client that matches the contact exactly, never their email address, phone number or birthday.

Changes made in Square

Square tells Deskwoot right away when an appointment Deskwoot booked or took over changes, and Deskwoot also checks them every 5 minutes. When one is moved, cancelled or marked as a no show in Square, the card says so, for example Changed in Square Appointments or Cancelled in Square Appointments. Deskwoot sends the client no message about these changes, except your answer to a booking request you accept or decline in Square. When you add a new team member to Square Appointments, Square can take your team members off your services: check your services in your Square Dashboard afterwards and add the team members again. Click Refresh from Square Appointments after you changed team members, locations or services in Square; Deskwoot also reads them once a day.

When the connection needs you

• Square no longer accepts Deskwoot's access, or did not give every permission: Fynn offers no times from Square. Click Reconnect and allow all permissions.
• Disconnected in Square Appointments: Deskwoot was removed in your Square Dashboard, and Deskwoot deleted what it kept from Square. Reconnect, or remove the connection here.
• This Square account has no Square Appointments yet: set up Square Appointments in your Square Dashboard under Appointments, then click Check now.
• Nothing bookable online: Square shows no service with a team member who is bookable online yet. Add team members to your services in your Square Dashboard, then click Check now.
• Cannot be used: the Square account is based in a country Deskwoot does not work in yet. Disconnect it.

Deskwoot does not sign Business Associate Agreements. If HIPAA applies to your practice, do not use Square Appointments with Deskwoot.

Disconnect

Disconnect in the Booking software section stops Fynn offering and booking times in Square, and ends Deskwoot's access in Square. Deskwoot deletes what it keeps from Square: the list of your locations, team members and services, the links between your contacts and Square clients, and the Square ids on past appointments. Bookings in Square stay as they are. If you remove Deskwoot in your Square Dashboard instead, Deskwoot deletes the same.

Frequently asked questions

Which plan do I need?

In Deskwoot every plan connects Square Appointments, the Free plan too, and your team sees each client's next appointments there. Fynn books, moves and cancels on every paid plan, starting with Startup, and a 7 day trial includes that. Connecting Square costs nothing extra in Deskwoot. In Square, Square Appointments Free is enough for Fynn's own bookings; with Plus or Premium Fynn and your team can also change bookings made in Square.

What does Deskwoot never read or keep?

Deskwoot never asks Square for payments, cards, gift cards or loyalty. When it looks up a client, Square also sends the birthday, address and notes; Deskwoot drops them at once and never keeps them. Deskwoot never changes an existing client profile and never copies your client list.

Why does a booking wait for my team?

On his own, Fynn books only for the client your team linked to the contact, or for a verified email address or WhatsApp number, so nobody can book under someone else's profile by typing their address. Otherwise your team picks the client on the card, and Fynn never tells the client whether a profile was found.

Why do bookings by text message always wait?

A text message does not prove who sent it. So Fynn never books under a Square client on SMS by himself: every booking there waits for your team.

Can I connect more than one Square account?

Each workspace connects one Square account, with all of its locations that are bookable online.