The caller is in your Square customer list before they walk in
After the call, GreetKeeper posts a webhook and your Zap writes the customer record. Catching it needs a paid Zapier plan. Paying still happens at your reader or on a Square link, never on the phone.
Caller
“Do you have anyone free for a beard trim this morning? First time in, I'm just round the corner.”
What happened next
- Trim booked for 11:30 and confirmed to the caller on the line
- Zapier created a Square customer with the name and mobile number
- Front desk saw the new customer when he arrived and rang it through
How GreetKeeper connects to Square
Three states, and we publish the one that is true rather than the one that reads best.
| Tool | How it connects | What that means |
|---|---|---|
| Square | Through Zapier |
What Square holds
Square runs the till. Card readers, the point-of-sale app, the item cataloge and the customer directory behind it all sit in one account.
That customer directory is the part a phone call can usefully feed. Square keeps a profile per person with contact details and their purchase history, and staff see it at the counter.
Square's Zapier app can create a customer, search the directory and react to transactions. Creating and searching are the two you want after a call.
What lands in Square
A customer profile in your directory. Nothing touches the till.
The profile carries the caller's name, mobile number and email if given. What they rang about goes into a note on the profile, which is visible to whoever serves them.
Search before you create. Square matches on phone or email, and a regular who rings twice a month should not become two profiles. Run the lookup first and create only on a miss.
Payment stays where it belongs. The customer taps a card at your reader, or pays a Square link you send. GreetKeeper does not read card details on a call, and nothing here changes that.
Connecting Square
Fifteen minutes. Decide which location the customer belongs to before you start.
Catch the hook, connect Square and pick the location
Webhooks by Zapier, on Catch Hook, starts the Zap. Paste its address into GreetKeeper, then connect Square. Multi-site businesses must choose a location. A customer created against the wrong location still exists, but your reporting by site quietly stops making sense.
Search the directory on the caller's mobile number
Normalize the number format in a Zapier step first. Square will not match a number with spaces against one stored without them.
Create the profile when nothing matches
Map given name, family name and the mobile. Put the reason for calling in the note field so the person at the counter has something to greet them with.
Test with a real number and check at the till
Open the Square app on the counter device and search for your test customer. If the front desk cannot find them there, the mapping is wrong no matter how the Zap looks.
What this does not reach
Questions about Square and GreetKeeper
Can this book into Square Appointments?
Not through this flow. The customer directory and the appointments calendar are separate. Booking on the call works best against a connected calendar.
Can the caller pay a deposit on the phone?
No. GreetKeeper does not take card details during a call. Send a Square payment link afterwards if you want a deposit before the visit.
Which location do phone customers get assigned to?
Whichever one you pick in the Zap. If callers could be for either site, add a branch that reads the reason for calling and routes to the right location.
Does a small shop need a paid Zapier plan for this?
Yes. The webhook trigger that receives GreetKeeper's call is a premium Zapier feature, and GreetKeeper has no Zapier app yet to stand in for it. Square's own Zapier app works as described after that.
Watch a caller appear at the till
Bring your Square login. Two minutes, no card.