Integrating with Square makes it fast and easy to register fees and payments for users, tickets, and assets and generate statements and check balances.
Getting Started with Square
A couple of steps need to be taken before your district is ready to apply fines and fees using the integration with Square.
First, go to Settings and enter your API Secret.
To find your API secret within Square, please refer to the external documentation.
Second, go to the Item Categories tab and set up the categories of fees you use (i.e., Library Fees, Technology Fees, etc.)
Third, go to the Items Types tab and add the different items that can be charged (i.e., Laptop Insurance Fee, Lost Book Fee, etc.)
Lastly, you’ll want to set permissions to control what users or roles should be able to create, edit and delete charges.
Important Note: Incident IQ does not store payment information. All information is stored with your payment provider, and iiQ is provided with the status once the payment has been processed.
Settings
To integrate with Square, you have to go to the settings tab and enter the following:
Square Access Token
Square Location ID
Also, add the number of days before a fee is overdue. There is a filtering option to find users/assets/tickets with an outstanding balance.
If you’re using this app in the iiQ Events module, there’s an additional setting called Bill to the Organization.
If the setting is ON and the Event has an Organization, the invoice will automatically be billed to the Organization.
If the setting is ON, and the Event does not have an Organization, the invoice will be billed to the Event Owner.
If the setting is OFF, the invoice will be billed to the Event Owner, regardless of whether the Event has an Organization.
Item Category
Item Categories are the fines or fees categories (i.e., course fees, library fines, device insurance, athletics). Click on the Item Categories tab. Then click Add New Item Category. Enter the Title of the category, along with the Description. Click Save.
When adding or editing an item category, you need to Re-Build Payment Data after making all your changes. Re-Build Payment Data is updating existing data for your grid column payment data to be displayed correctly. Click on Re-Build Payment Data.
You can Edit or Delete the category to the right.
Setting Up A Category Payment
You can pay a whole fee Category at once (including several fee types). First, you must create a fee Category and several Fee types belonging to the same Category. Fee Categories are set up on the Payment app > Item Categories tab. For example, a Room Rental Overages Category was created under which different room rental overage fees can be grouped.
On the Item Types tab, you can create different fee types but assign them to the same Category.
In this example, three types of fees were created: Additional Hours—Tier 1, Additional Hours—Tier 2, and Additional Hours—Tier 3, and they were grouped under one Category: Room Rental Overages.
Item Types
Item Types are the fees, payments, or adjustments associated with the Item Category. For example, under the Item Category library fines, you can have item types: overdue, damaged, and lost.
Click on the Item Types tab. Then click Add New Item Type.
Next, you will need to fill out the following fields:
Sku*: required to enter the item that has a Sku.
Title*: required to enter the item’s title.
Description: Enter a description of the item.
Category*: required to select which category the item is associated with.
Type*: required to select the type: fee, fine, payment, or adjustment.
Fines are punitive and are in response to something like damages. Such as broken Chromebooks.
Fees are voluntary, such as technology fees, club fees, and field trips.
Default Amount: enter the default amount. This can be changed when issuing the payment or fee.
Click Save.
You can Edit or Delete the item type to the right.
Export Tab
On the Export tab, you can Export All Transactions. This will generate an excel file containing all the transactions and information needed (SKU, category, name, description, amount, due date, and more.)
Customize Square Emails
In Square Payments email statements, you can include district-specific details and use variable data points to personalize the emails sent to parents, students, and other recipients. To do this, you will go to the Square Payments app and navigate to the Customize Emails tab.
This feature is product-specific, meaning the changes the user makes in the Square Payments statement in Facilities, for example, will not affect it in Ticketing.
The WYSIWYG editor will prevent users from saving messages that contain malicious script tags. It will display an error prompting users to remove any HTML script tags.
Email Preview
The full list of supported data points can be found in the linked article below.
The email will include any variables or content added in the Customize Email Statements section.
If no variable data points or content is added in the Customize email statements sections, the email sent will look like this.
Permissions
Create Payment or Fee
Delete Payment or Fee
Edit Payment or Fee
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Hannah Bailey - Director, Customer Engagement