Our Square integration connects your reservation system with Square for restaurants to keep service and POS activity aligned. It syncs reservations, table status, orders, and spend data in real time, applies deposits taken in ResDiary directly to orders in Square when guests are seated, and helps teams track guest movement across the restaurant. This supports smoother service, clearer bill management, and more accurate performance reporting.
⚠️ Warning: If you require help and need to contact our support team please ensure you provide the following details:
Your ResDiary venue ID.
A short description of the issue.
The time and table involved.
Watch this video to get an overview of this feature or read the article below:
Learn about Square functionalities
Please ensure you read through the sections below to learn about all functionalities involved in our intergation between Square and ResDiary.
Seat your reservation
When you update a booking to fully seated in ResDiary, a corresponding Square check opens on the mapped table at your Square location. If a reservation in ResDiary spans multiple tables, the check will open on a single table in Square.
Handle walk-ins
Create a walk-in in ResDiary to automatically open a check in Square on the matching table. If your walk-in is not added manually in ResDiary, it is created automatically when a check is opened in Square.
When a check is opened in Square by ResDiary, the table on the Square floorplan is purple to indicate a new check has opened and turns black once, items are added.
On the image below you can see how the walk-in table appears on Square:
Share booking details
When a reservation is synced across both platforms, the following details are passed to Square and are displayed in the guest tab:
Guest name.
Party size.
Booking time.
Customer notes.
Booking notes or special requests.
On the image below you can see how the booking details appears on Square:
Show live spend
As items are added in Square, the running spend automatically updates in ResDiary.
On the image below you can see how the daily spend appears under your calendar:
Track course progression
If you use coursing in Square for restaurants, by using your booking history, you can track which course your guests are on from ResDiary, for example: Drinks, Starters, Mains, Desserts.
The image below shows your course progression within ResDiary:
Sync check closure
When you take payment or close the check in Square, ResDiary marks the booking as closed and shows the final total. On the image below you can see an example of how the check appears on ResDiary and how the customer spend is tracked:
⚠️ 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.
Redeem deposits
Deposits taken in ResDiary are automatically applied to the corresponding check in Square. On the image below you can see how the deposit appears in Square POS:
⚠️ Warning: Deposits are only applied to the corresponding check in Square if it's opened via ResDiary by updating the booking to fully seated.
Move your tables
If a check is moved to another table in Square, ResDiary automatically updates and moves the booking to the new table.
⚠️ Important: Table moves only work one way, from Square to ResDiary, not vice versa.
Match your booking buffer time
This feature automatically links Square checks to ResDiary bookings when you open a check directly in Square, instead of seating the booking in ResDiary first.
When you have a booking on a specific table and open a check in Square on that same table, the system automatically matches them together, even if the customer arrives early or late.
For example, if you have a booking for 7:00 pm, on table 12 on ResDiary, instead of seating it in ResDiary, you open a check directly in Square on that same table 12.
With the five minute buffer, if you open the Square check on table 12 anytime between 6:55 and 7:05 it will automatically match to your ResDiary booking.
📌 Note: If you prefer to seat bookings in ResDiary first, you can do so at any time. This buffer only applies when you open checks directly in Square.
Unmap areas
You have the possibility of designate an area in the backend as unmapped, this results on the area not to sync with ResDiary, please contact our support team and we can arrange this for you.
Learn about Square limitations
Please ensure you familiarise yourself with the following list of limitations about our Square integration:
Square won’t show future bookings, for example tomorrow or next week.
Moving an already seated booking in ResDiary does not transfer the corresponding check on Square, move the check directly in Square instead.
Marketing data and customer lists remain in ResDiary or your CRM.
It’s not designed to export customer or marketing information.
Square will not display upcoming bookings, only tables that are seated will show in Square.
The itemised check is not recorded for walk-in's.
Pre orders are not integrated.
Square does not support joined tables therefore if a reservation in ResDiary spans multiple tables, the check will open on a single table in Square.
Troubleshoot your Square integration
Please refer to the following sections on how to resolve our most common errors within our integration with Square.
Booking seated but no check in Square
If you are getting an error were the booking appears as seated in ResDiary but there's no check in Square check the following details:
Confirm seated status is turned on in Square:
Click Settings, then click Restaurant Settings.
Click Service Settings, then click Seated Status.
Check your integration is connected in ResDiary:
Click Settings, then Integrations.
Click Square.
In case it's not connected, please disconnect and reconnect, and toggle seated status back on in Square.
Ensure the iPad is signed into the correct Square location.
Confirm areas and tables match exactly between systems.
Verify you’re using Square for restaurants plus, not generic Square POS.
Spend not updating in ResDiary
In case your spend is not updating within ResDiary automatically please check the following details:
Confirm the check is open and items are added to a mapped table in Square.
Ensure your iPad is online and running the latest Square for restaurants update.
If updates have stopped completely, contact our support team.
Table move not reflected
If you are having problems with tables not moving correctly please check the following guidance:
Confirm both tables are mapped in ResDiary.
Table moves only sync from Square to ResDiary, not the other way around.