Add new members to a customer group
Each membership signup creates the customer in Square and drops them into the group your discounts and campaigns point at.
New submission on your "VIP membership" form
Create Customer in Square, then Add Customer to Group for the tier they picked
One-directional. A submission triggers the action — nothing is written back into your form.
Member pricing only works if the till knows who the members are. This flow creates the customer in Square and puts them in the group your discounts and campaigns are built around, so the perk is live from the first visit rather than the first audit.
Roasters, bottle shops and clubs selling a tier — a bag a month, a case a quarter — reach for it. The group does the work: Square Marketing sends to it, and staff can see the membership on the profile while the customer is standing at the counter.
Setting it up
- 1
Create the customer group in Square first — one group, or one per tier — because the Zap can only add somebody to a group that already exists.
- 2
Publish the membership form in formformform and keep Membership Category as a fixed list whose options match those group names exactly.
- 3
Build the Zap on New Submission from the membership form, then add Square's Create Customer action mapping Full Name, Email Address and Phone Number.
- 4
Add a second Square action, Add Customer to Group, and feed it the customer ID returned by the first step rather than an email address.
- 5
If you sell more than one tier, put a Zapier lookup table between the two steps that turns Membership Category into the matching group ID.
- 6
Carry Home Address onto the profile if you post anything out to members, and leave it off the mapping if you do not.
- 7
Filter the Zap on I have read and agree to the club's rules and bylaws, so an unfinished application never becomes a member.
- 8
Join as a test member, confirm the profile shows the group in the Customer Directory, then switch it on.
What maps where
Using the Club Membership Application as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Square |
|---|---|
| Full Name | Given and family name on the Square customer profile |
| Email Address | Email on the profile — what Square Marketing sends the member perks to |
| Phone Number | Phone on the profile, and how staff find the member at the till |
| Membership Category | Decides which Square customer group the second step adds them to |
| Home Address | Address on the customer profile, for anything you post out |
| Why are you interested in joining this club? | Customer note, so whoever greets them has something to go on |
Variations worth knowing
Create a custom attribute for the date they joined and write the submission timestamp into it. Founding members and last month's arrivals then stay tellable apart in the directory, which matters when you run an anniversary offer.
The Zap only ever adds. It cannot remove somebody whose payments have stopped, because nothing flows back from Square into the form. Set a monthly reminder to clear lapsed members out of the group by hand, or the discount keeps running.
If something isn't arriving
The second step needs the customer ID from the first step's output, not the email address, and it needs a group ID rather than a group name. Repick both from the Zap's dropdowns and confirm the group still exists in Square.
Square ignores a repeat add to a group, so the group itself stays clean, but Create Customer will have built a duplicate profile. Put a Find Customer step in front so renewals update the record you already hold.
Frequently asked questions
Can the form set the member discount itself?
No. The group is what a Square pricing rule or campaign points at. The form decides who belongs in the group; Square decides what the group gets. Change the discount in Square and every member picks it up at once.
What if somebody picks the wrong tier?
Move them between groups in Square. The form has no knowledge of it and nothing is written back into the submission, so treat the Square profile as the record that counts once the signup has gone through.
Do members need a Square account of their own?
No. A customer profile is something you hold about them in your directory, not a login. They give you a name, an email and a phone number on the form, and they never sign in anywhere.
Related automations
- Add counter signups to your Customer Directory
A signup at the till or on your site becomes a Square customer profile straight away, spelled the way the customer typed it.
- Build a pickup pre-order the counter can ring up
A weekend pre-order arrives in Square as an open order with the right items, so staff prep it and ring it up at the register.
- Log catering enquiries as a customer and a draft invoice
Every catering enquiry lands in Square as a named customer and a draft invoice with the event details already on it.
- Record workshop registrations as customers
A class registration becomes a Square customer tagged with the workshop they booked, so invoicing and follow-up start from a real record.
- Turn quote requests into draft invoices
An order enquiry arrives in Square as a draft invoice addressed to the buyer, with the spec and the figure already on it.
- Add new clients to your QuickBooks customer list
Every new client who fills in your intake form arrives in QuickBooks as a customer record, ready to invoice.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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