You may have years of customers in Square already. Linking them to your patients means a card a patient gave you there shows up on their Billing tab, and saving a new card doesn't create a second profile for the same person.
Review the matches, then approve
Under Settings → Billing → Payment processing, an Existing Square customers panel appears once Square is connected. Only owners and admins see it. Review customers loads them a page at a time. Preview all customers reads your whole Square directory (up to about 2,500 customers) and suggests a patient for each.
Each customer shows the email, phone and birthday Square has on file, plus up to three suggested patients and why: email, phone, birthday or name. Emails match ignoring case, and phones match on the last ten digits. A match is preselected only when it is clearly the best one and rests on an email, a phone, or a name together with a birthday. A name alone is never preselected, and you can pick any patient from the list yourself.
Tick Approve this link on the rows you trust and choose the Import button, which counts the approved links, or use Confirm link on a single row. Approved links go through 25 at a time. A row that fails keeps its error message, the rest stay linked, and Download error rows (CSV) gives you the failures to work through.
What stops a link
- A Square customer can be linked to one patient, and a patient to one Square customer.
- If a card on that customer is already tied to a different patient, the link is refused.
- If Square has merged customers, Goji follows it to the surviving profile and remembers the old id.
Imported cards, and unlinking
Linking also reads the customer's cards from Square, including disabled ones, and lists them on the patient's Billing tab with brand, last four digits and expiry. The first usable card becomes the default if the patient has none. Goji never gets the card number. Square has no record of what the patient agreed to, so each card reads no consent until you record it: see Cards on file for the three consents.
Unlink ends the link in Goji and records who did it. No Square customer or card is deleted. The patient's cards stay listed but say customer link unavailable until the customer is linked again, and the same reason appears if Square later reports the customer deleted. If you disconnect Square, cards read Square disconnected, and the links are kept for when you reconnect the same account.
What Goji sends when a patient has no customer yet
Import only reads from Square. Separately, the first time someone saves a card for a patient, Goji looks for a customer in your Square account by the patient's email and then by their first phone number, and reuses the first match. If there is none, it creates a customer with the first name, last name, email and phone number, whichever of those the patient has, plus the patient's internal Goji id as Square's reference id. It sends no date of birth, address, notes or chart content. That's a description of the fields, not a judgment on whether your use is appropriate: that depends on your agreement with Square and your own policies.