Welcome 

This guide will walk you step-by-step through connecting your Square account, making sure your tables and courses match, and running a few quick tests. 

No technical knowledge needed — just follow along and let us know if anything doesn’t look right. 

Before You Start – Quick Checklist 

Before you begin, make sure you have: 

  • Access to your ResDiary account (Admin login). 

  • NOTE: Check your user settings by going to: 

Settings > Security and User Permissions > User Management > Users 

Then click “Setup” on the user you want to check and go to Menu Items 

 

At the very bottom of the list you’ll see “Intergrations” and that must be selected. 

 

  • Your Square login details (must be an Admin on a Square Plus or Premium plan — the free plan will not work) 

  • A tablet or computer with the ResDiary app or browser open. 

 

Step 1: Connect Your Square Account to ResDiary 

  1. Log in to ResDiary as an admin. 

  1. Go to Go to → Settings → Integrations → Square Integration. 

  1. Click “Square Integration”. 

  1. Clicking this option will take you to the Square settings page, which allows you to connect with Square: 

 

  1. Clicking “Connect to Square” 

  

 

  1. You will then be directed to Square to login with an Admin account and allow permissions. 

 

  1. You’ll be sent back to ResDiary, where you’ll see: 

  1. “Connected to Square” 

  1. A dropdown to select your Square Location (choose the correct venue) 

 

Click Save Settings. You are now connected to Square!                                                                 Tip: If you disconnect Square, it will revoke access for all locations  

 

Step 2: Make Square & ResDiary Match 

For Suare and the diary to talk to each other effectively the following features need to be synced: 

A. Match Sections & Areas 

  1. Sections in Square need to match Areas in your Diary  

Make sure the section names match exactly (e.g. “Restaurant”, “Bar”, “Terrace”). 

Go to Settings > Table Management > Areas 

Select the segment you want to use by clicking the arrow circled below: 

Now you’ll see the areas that are active in your diary: 

 

In your Square account go to: 

Settings > Restaurant Settings > Sections 

Create sections that match your ResDiary area names. Don’t worry about the table numbers just yet. 

 

 

B. Match Table Numbers 

Once your sections are named correctly, next access your table plan in your Diary: 

Settings > Table Management > Table Plan Editor 

 

In Square go to your sections you’ve created and make sure that your table numbers are identical in both systems. 

 

 

Table numbers in ResDiary must exactly match that of the table numbers in Square for each area. 

 

 

C. Match Courses & Meal Status 

Courses are optional to setup; they enable ResDiary to track your diners course progression as they move from Drinks, to Starters, to Mains and Desserts. 

[If your menu doesn't have courses, you do not need to set this up.] 

Courses are accessed in Square Dashboard by Settings > Restaurant Settings > Service Settings > Courses 

Rename your courses in Square (which are labelled by default as course 1, course 2, course 3 etc) to match the meal statuses in ResDiary (which are labelled Drinks, Starter, Main, Dessert) 

Rectangle 1, Textbox 

 

D. Turn on Seated Status 

Seated Status needs to be turned on in your Square account. 

Go to Settings > Restaurant Settings > Service Settings > Seated Status > Toggle on 

 

 

Step 2: Test the Basics 

These are the key things we want to check. 

 A. Booking Sync 

(Square POS focuses on what’s happening “right now” — it won’t list all your future bookings. You’ll only see the table once the booking is seated in ResDiary.) 

  • Seat a booking in ResDiary. 
     → On your Square POS, the matching table should open and show an active check. 

  • Open a check in Square. 
     → A new walk-in should appear in your diary. 

Tip: Check the booking time, guest name, and number of people are correct in both places. 

B. Fire Courses in Square 

  • Fire courses in Square 
     → In ResDiary, the Meal Status should advance in order: Starters → Main → Dessert. (Meal Status only changes when a course is fired — simply adding an item won’t update it.) 

C. Payments 

  • Process payments in Square → the spend automatically updates in the booking view in ResDiary. 

  • Close the check in Square → ResDiary marks the booking as Closed and retains the final total.