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Organizer guide: Square Terminal and Payment Hardware Reference

Showpass Support
Updated

Square Terminal & Payment Hardware Reference

This guide covers everything you need to set up and use a Square Terminal with Showpass for on-site card payments. It includes connecting your Square account, pairing your terminal, whitelisting locations, and troubleshooting.

In-app Square Terminal pairing is currently gated by a waffle flag. If your organization does not see the in-app pairing option, contact your Showpass representative to have it enabled.

Overview

The Square Terminal is a standalone device that accepts credit and debit card payments by tap, insert, and swipe. Showpass uses Square OAuth (a one-time authorization that gives Showpass permission to talk to your Square account) to connect your Square account so the Terminal can process payments through your Showpass box office.

The Square Terminal can be paired with a desktop computer, laptop, or iPad. It is also compatible with Star Micronics printers for receipt printing.

Important: The Terminal itself does not print tickets or receipts. If you need printed tickets or receipts, use in-app printing via the Desktop App or iPad POS app, or a Star Web PRNT-connected printer via the Web Box Office (not the recommended path).

When you need a Square Terminal

You'll need a Square Terminal if you want to accept card payments on-site for any of the following: events with assigned seating, events with custom questions, Web POS sales, or BOCA ticket printing. For general admission events, you also have the option of using Square Stand (iPad with tap reader) instead of a Terminal.

Limits

You can only have one Square Terminal connected per Showpass login. If you need multiple terminals at an event, each one requires its own Showpass account login.

Step 1: Connect your Square account (OAuth)

Before pairing a terminal, connect your Square account to your Showpass organization.

If you have Admin access

  1. Navigate to your Showpass Dashboard.
  2. Open the pop-out menu and select Integrations.
  3. Find the Square integration and click Connect Square Account.
  4. You'll be redirected to Square's login page. Enter your Square credentials.
  5. After logging in, you'll see the "Square Account Authorized" confirmation. Select a Square Location from the dropdown and click Save.
  6. Your Square account is now linked to your Showpass organization.

If you have Box Office access only

  1. Navigate to your Showpass Dashboard and click Sell Tix.
  2. Click Connect Square Terminal in the top right corner of the Box Office.
  3. You'll be redirected to Square's login page. Enter your Square credentials.
  4. After logging in, select your Square Location and click Save.

Step 2: Pair your Square Terminal

Once your Square account is connected, pair your physical Terminal device.

From the Integrations page (Admin access)

  1. Go to Integrations → Square → Manage.
  2. On the Square management screen, click Connect Square Terminal.
  3. A device code will appear on screen. This code expires in approximately 5 minutes.

From the Box Office (Box Office access)

  1. In the Box Office, click Connect Square Terminal in the top bar.
  2. A device code dialog will appear, identical to the one shown above.

On the Square Terminal device

  1. Ensure the Terminal is powered on and connected to Wi-Fi. You'll see the startup screen.
  2. On the Terminal's login screen, select Sign In → Use a device code.
  3. Enter the device code shown on the Showpass site using the Terminal keypad.
  4. Once the Terminal signs in, return to the Showpass site and click Check Status.
  5. If the connection is successful, the status will turn green and show "Device Connected."
  6. Back on the Square management screen, you'll see "Square Terminal Connected" in green.

Important notes about device codes:

  • The code is device-specific. It pairs with the device that generated it. A code generated on a laptop will pair the Terminal to that laptop only. You cannot transfer it to another device.
  • Codes expire in approximately 5 minutes. If the code expires before you complete the pairing, you'll need to generate a new one.
  • If your Terminal is already signed into another Square account, sign out first before entering the device code.

Verifying your connection

Once paired, the Showpass Box Office will show a green Square Terminal Connected button in the top bar. Click this button to see the serial number of the connected Terminal. You can verify it matches your physical device by checking the serial number on the back or bottom of the Terminal.

Step 3: Whitelist your location (Internal process)

Audience: Internal

For Square Terminals to work properly with Showpass, the Square location must be whitelisted by Square. This is handled internally by Showpass staff.

What you'll need:

  • Location Name
  • Location ID (found in the Square integration settings on Showpass)
  • Login email address associated with the Square account

Process: Email the Square account representatives with the location name, location ID, and login email to request whitelisting.

Processing a card payment

Once your Square Terminal is paired and your Box Office is ready, here's the payment flow.

Step 1: Complete the cart

  1. In the Box Office, add tickets and products to the cart.
  2. Under Delivery method, choose Print, Email, or None.
  3. Under Receipt Delivery, choose Print, Email, or None.
  4. Under Payment Method, select Card.
  5. Click Process Order.

Step 2: Customer pays on Terminal

  1. The Box Office will show "Awaiting customer payment..." while the Terminal activates.
  2. The Square Terminal will display the total and prompt the customer to tap, insert, or swipe their card.
  3. After payment is complete, the Terminal will ask the customer how they'd like their receipt (Email, Text message, or No receipt).
  4. The sale is now complete. The Box Office will confirm the transaction.

Powering and updating your Terminal

Powering on

Press the white button on the side of the Terminal to turn it on. Connect to Wi-Fi by tapping Change Settings → Network and selecting your Wi-Fi network.

Updating Terminal software

Keep your Terminal software up to date. Once signed in, swipe left to right to access the Terminal Menu. Go to Setting → General → About Terminal and verify the software version is current.

Ordering Square Terminals

Square Terminals can be ordered through Square with a Showpass discount. Contact your Showpass representative for ordering details and current pricing, or visit Square's hardware shop directly.

Troubleshooting

If your Square Terminal isn't connecting or processing payments, work through these steps before escalating. Square's own troubleshooting documentation is also a good first reference.

1. Gather information

Before troubleshooting, collect: the client/org name, event name, event date/time, what hardware is being used (Terminal vs. stand vs. scanner vs. printer), what's happening vs. what's expected, when the issue started, and photos/screenshots of the full setup, cables/ports, error screens, and model labels.

2. Confirm setup basics

Verify the standard setup workflow was followed and that the client followed the correct instructions for their specific hardware type (terminal-only vs. stand bundle, etc.).

3. Confirm software is up to date

Many issues are version-related. Verify the Box Office or relevant app is on the latest version, the device OS is current enough to support the app, and the Terminal firmware is updated.

4. Power cycle and connection reset

Power cycle (full reboot):

  1. Shut down the app completely (force close).
  2. Power off the device (not just sleep).
  3. Unplug accessories (USB hubs, printer cables, ethernet adapters, etc.).
  4. Wait 20 to 30 seconds.
  5. Restart the device.
  6. Reconnect accessories one at a time.
  7. Re-open the app and re-test.

Reseat connections: Replug the power cable and any USB or ethernet connections firmly. Try a different cable or port if available. If using a hub or dongle, bypass it temporarily.

Network sanity check: Confirm the Wi-Fi name and signal strength. Toggle Airplane mode on/off for 10 seconds. "Forget network" and reconnect. If possible, test on a mobile hotspot to isolate venue Wi-Fi issues.

5. Escalate if needed

If the issue persists after completing these steps, escalate through the hardware support channel. Include as much troubleshooting detail as possible, and note whether you'd like the issue tested in-house or whether the team should call the client directly.