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Accepting Acuity Scheduling payments in person with Square

Use a Square card reader so clients can pay in person.

If you use Square as your Acuity payment processor, you can collect payments and tips for appointments using the Acuity Scheduling Admin mobile app. This is helpful if you’re booking appointments in person at an event, over the phone, or at the end of an appointment.

Clients can pay for appointments using any of the following payment methods:

  • Credit card
  • Cash 
  • Tap to pay
  • A paired Square Reader
  • A paired Square Stand

If you’re using Stripe to collect payments for appointments, visit Accepting Acuity payments in person with Stripe.

Square card readers can only be used with Acuity in the United States. Your Acuity Scheduling Admin mobile app needs to be on version 56.0.0 or higher.

Set up Tap to Pay

Use Tap to Pay for contactless payments. To use Tap to Pay with Square in the Acuity Scheduling Admin mobile app, you must meet the following requirements: 

  • Based in the US and take payment in USD.
  • Using app version 81.0.0 or later. 
  • For iOS, your device needs to be an iPhone XS or later, and running iOS 16.0 or later. You can’t use Tap to Pay on an iPad.
  • For Android, your device needs to be running Android 9 or later.
  • With Tap to Pay, you can take payment using these accepted payment methods, or with a device that supports NFC-based mobile wallets include Apple Pay, Google Pay, and Samsung Pay.

Enable Tap to Pay

If your Apple ID is already linked with Square, Tap to Pay will be automatically enabled. If you need to enable Tap to Pay:

  1. From the app home screen, tap Menu then tap Payment Settings. 
  2. Tap Enable now.  
  3. Tap through the tutorial, or click Skip Tutorial. 
  4. If you're using an iOS device, tap Continue with this Apple ID to complete the setup. 

Change Apple IDs

You can't disconnect Tap to Pay, but you can connect to a different Apple ID: 

  1. Open a mobile browser window on your device and copy and paste this URL into the search bar: https://register.apple.com/tap-to-pay-on-iphone/dash.
  2. Locate the Merchant ID created by Square and remove it.

Connect a Square reader

When you combine the Acuity Scheduling Admin mobile app with a Square reader, you can take payments in person without having to enter information manually. Instead, clients swipe their cards in magstripe readers, or insert or tap their cards with contactless/chip readers.

To connect a Square reader, you need a Square account that you’ve integrated with Acuity and one of the three supported readers: a magstripe reader, a contactless/chip reader, or a Square Stand. You can buy them from Square or pair a second-hand reader with your Square account.

It's not possible to use Square readers with the Acuity Scheduling Admin mobile app if you're outside the United States.

Note: The magstripe reader, contactless/chip reader, and Square Stand are the only Square products that are compatible with Acuity. You can't use the Square Terminal or Square Register to collect payments for appointments.

Magstripe reader

The first time you use a magstripe reader, connect it with these steps:

  1. Open and log into the Acuity Scheduling Admin mobile app.
  2. Plug the magstripe reader into your mobile device’s headphone jack. The mobile app will recognize the reader.
  3. If prompted, give the app access to your device’s headphone jack or microphone so you can connect the app to the Square reader. The specific prompt and actions may vary depending on your device.

Contactless/chip reader or Square Stand

The contactless/chip reader or Square Stand connects to your mobile device through Bluetooth. The first time you use the device, connect it with these steps:

  1. Open and log into the Acuity Scheduling Admin mobile app.
  2. Tap Menu, then tap Payment Settings. 
  3. In the Payment Methods section, tap Manage, then tap Connect a Reader. 
  4. Follow the prompts to finish pairing your device and reader.

You can also connect the card reader for the first time when collecting payment for an appointment. During checkout, tap Card reader, then follow the prompts to finish pairing your device and reader. 

Take payment

When you're ready to take payment from a client:

  1. From the app home screen, tap the appointment you want to collect ‌payment for. 
  2. Tap Start checkout.

Tip: You can also start the checkout process for appointments that occurred in the past eight hours, are currently happening, or are happening up to 10 hours from that moment from the checkout tab.

  1. You can include add-ons or a gift certificate, package, or discount code:
    • Tap Add-ons, tap the add-ons you want to add, then tap Apply. 
    • Tap Code. Select a code from the list, or use the search bar to find a specific code, then tap Apply.
    • To remove a code or add-on, on the Checkout screen, swipe left then tap the trash can icon. 
  2. If you haven't enabled receipts for client payments through the scheduler, check the Send email receipt checkbox to send a receipt to the client after purchase.
  3. Tap Next, then tap a payment option:
    • Tap Tap to Pay. If tipping is enabled, the client can choose to add a tip, then tap Next. Hold the accepted payment method by the device until the payment is processed. 
    • Tap Card Reader. If tipping is enabled, the client can choose to add a tip then tap Make payment. Tap, swipe, or insert a credit card into the reader until the payment is processed. The client can choose to get a receipt by email, a receipt by text, or no receipt.
    • Tap Credit Card, then select a card on file, or add a new credit card, then tap Continue. If ​​tipping is enabled, the client can choose to add a tip, then tap Complete Payment. 
    • Tap Cash, enter the amount and payment description, then tap Record Payment. You can send an appointment receipt for a cash payment if receipts for client payments is enabled.
    • Tap Send Payment Link to send a link to your client using your device’s built-in share apps, like text message, email, or other messaging apps.  
  4. If you've enabled receipts for client payments through the scheduler, the Send email receipt box is checked by default. Uncheck the box if you don’t want to send a receipt. 

Card numbers outside the United States

If you're outside the United States, it's not possible to key a new card number directly into the mobile app. You can, however, charge a card on file.

Add new cards by logging into Acuity in a web browser. Then, after the numbers are on file, you can charge them through the mobile app.

Do I need the Square payment app?

You don’t need the Square app to connect a card reader to the Acuity Scheduling Admin mobile app, and you cannot take Acuity payments in person with the Square payment app. Instead, connect your Square reader to the Acuity Scheduling Admin mobile app to take payments in person.

Readers can only connect to one device at a time. To use your reader with another app, like the Square app or the Squarespace app, you may need to disconnect the reader from the Acuity Scheduling Admin mobile app.

Disconnect the contactless/chip reader or Square Stand

To disconnect the contactless/chip reader or Square Stand:

  1. Tap Menu, then tap Payment Settings.
  2. In the Payment Methods section, tap Manage next to the reader you want to disconnect, then tap Forget This Reader. 

Troubleshooting

If you try to process a payment with a connected reader and nothing happens:

  1. Check your device’s settings to ensure that Acuity Scheduling Admin mobile app is allowed to access the microphone.
  2. If microphone access is enabled, force close the mobile app and log in again.

For payment failures, contact Square.

The Acuity Scheduling Customer Support team can help you with using the Acuity Scheduling Admin mobile app, setting Square as your payment processor, and connecting a Square reader to the mobile admin app.

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