ResDiary Integration syncs your booking platform with your Square for Restaurants POS.
Table spend and order details flow back into ResDiary, helping operators better manage service and track performance. Deposits taken via ResDiary are automatically applied to orders in Square when a guest isseated. Track and organise guest movements across the restaurant, streamlining service operations and improving bill management.


Benefits of the Integration

  • Real-time Sync: Reservations and table status updates flow seamlessly between ResDiary and Square.
  • Deposit Handling: Deposits taken in ResDiary are automatically applied to the guest’s order in Square.
  • Enhanced Reporting: Combine booking and spend data for better insights into performance.
  • Improved Service: Seat management tools help staff track guest movements and manage bills efficiently.




What the integration does

  • Seats bookings into Square
    When you update a booking to Fully Seated in ResDiary, a corresponding Square check opens on the mapped table at your Square location. 

  • Handles walk-ins
    Creating a walk-in in ResDiary automatically opens a check in Square on the matching table. 
    If a walk-in is not added manually in ResDiary, a walk-in is created automatically when a check is opened in Simphony.

    When a check is opened in Simphony by ResDiary, the table will on the Square floorplan will be purple to indicate a new check has opened and will turn black once, items are added to the check


  • Booking Details Passed from ResDiary to Square

    When a reservation is synced from ResDiary to Square, the following details are passed to Square and are displayed in the guest tab:

    • Guest name

    • Party size 

    • Booking time

    • Customer notes 

    • Booking notes/Special requests


  • Shows live spend in ResDiary
    As items are added in Square, the running spend automatically updates in ResDiary
  • Tracks course progression (optional)
    If you use coursing in Square for Restaurants, ResDiary displays which course your guests are on (Drinks, Starters, Mains, Desserts). 
  • Syncs check closure
    When you take payment or close the check in Square, ResDiary marks the booking Closed and shows the final total. 

  • Redeems deposits
    Deposits taken in ResDiary are automatically applied to the corresponding check in Square. 
  • Supports table moves (Square → ResDiary)
    If a check is moved to another table in Square, ResDiary automatically updates and moves the booking to the new table. (Note: this currently only works one way — from Square to ResDiary, not vice versa)
  • Match 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). 

    How it works: 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. 
    • Example: You have a 7:00 PM booking on Table 12 in ResDiary.
    • Instead of seating it in ResDiary, you open a check directly in Square on Table 12.
    • With the 5-minute buffer, if you open the Square check on table 12 anytime between 6:55 PM and 7:05 PM, 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 opening checks directly in Square..
  • Unmapped areas: You can designate an area in the backend as unmapped, so it doesn’t sync with ResDiary. If you want to do this please contact support and we can arrange that for you. 

Summary:

  1. Seat a booking in ResDiary → the mapped table opens a check in Square (or attaches to an existing one). 
  2. Add items in Square → ResDiary shows live spend (and course status if coursing is enabled). 
  3. Process payments in Square → the spend automatically updates in the booking view in ResDiary. 
  4. Close the check in Square → ResDiary marks the booking as Closed and retains the final total. 
  5. Update timing: Changes appear between 10–30 seconds. If internet drops, updates resume once reconnected. 

What the integration does not do 

  • Square won’t show future bookings (e.g. 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

Troubleshooting

Booking seated but no check in Square 

  • Confirm Seated Status is turned on in Square (Settings → Restaurant Settings → Service Settings → Seated Status). 
  • Check your integration is connected in ResDiary (Settings → Integrations → Square). 
    • If not connected: disconnect, 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 

  • 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 ResDiary support

Table move not reflected 

  • Confirm both tables are mapped in ResDiary. 
  • Remember: table moves only sync from Square to ResDiary, not the other way around. 

 

Support 

If you need help, contact ResDiary Support with: 

  • Your ResDiary venue ID  
  • A short description of the issue 
  • The time and table involved