Setting up sales staff to access B2B orders and data

Plan requirement

B2B on Shopify is available only to stores on the Shopify Plus plan. For information about Shopify Plus plan pricing, contact us.

If you employ sales staff, then you can give them limited access to your Shopify admin using staff permissions. This lets your sales staff place orders and view account information for their assigned customers. Your sales staff can also access up-to-date order, customer, product, pricing, and inventory data in one place.

You can customize permissions for different members of your sales staff based on their role, and the information they need to have access to.

Note

If your staff had Customers permissions before January 31, 2024, then they were automatically granted Companies permissions. This is because Companies permissions were previously a part of Customers permissions. The content your staff has access to hasn't changed, and you can now control your staff's permissions with more granularity.

Setting up sales staff

Staff permissions support any type of sales staff. The two most common types of sales staff for B2B businesses are sales managers and sales representatives:

• Sales managers: Staff who control which sales representatives work with specific company locations. They can also be store admins.

• Sales representatives: Staff who can access only the company locations and records they're assigned to. You can also give them permission to edit or create companies and company locations.

You can control the level of permissions each member of your sales staff has by creating and assigning user roles with any combination of permissions, including Companies permissions. You can manage these permissions by going to Settings > Users > Roles in your Shopify admin.

The following instructions are for creating sales manager and sales representative roles. You can add or remove permissions based on what you want sales staff to be able to do.

You might want to assign Customers, Orders, and Draft orders permissions to roles created for sales staff, to allow them to view and take orders, and manage information for individuals who purchase on behalf of a company or company location.

You might want to avoid assigning Analytics, Marketing, and Home permissions as those pages contain sales data that isn’t filtered for the company locations they’re assigned to, even when Restrict permissions to assigned company locations is active.

Set up sales manager permissions

Sales managers are staff who manage which sales staff are assigned to a company location. Within a company location, sales managers can view and manage the Assigned staff section for any company location.

Steps:

1. Log in to any store in your organization.
2. Go to Settings > Users> Roles.
3. Click Add role.
4. Add a name for the role.
5. In the Permissions section, use the drop-down menu to select an Organization Role or Store Role. Users with the organization role have the same permissions across all stores in your organization. Users with with the store role have permissions in the specific stores you select.
6. In the Permissions section, click Companies, and then assign the role at least the following permissions:
   1. View companies.
   2. Assign staff to company locations.
   3. Restrict permissions to assigned company locations, to restrict sales managers to only the company locations they’re assigned to.
7. Optional: You can also assign additional permissions, such as Customers, Orders, Draft orders, or any other staff permissions that you want the sales manager to have.
8. Click Save.
9. Click Invite a user, and then add the email addresses of users you want to assign this role to.
10. In the Roles and groups section, click Assign, and then click the sales manager role that you just created.
11. Optional: If this is a store role, then assign the specific stores that you want the sales manager role and permissions to apply to, and then click Done.

Set up sales representative permissions

Sales representatives are often responsible for a specific subset of companies and company locations. You can limit their view in your Shopify admin to display information relevant only to the company locations that they're assigned.

Steps:

1. Log in to any store in your organization.
2. Go to Settings > Users> Roles.
3. Click Add role.
4. Add a name for the role.
5. In the Permissions section, use the drop-down menu to select an Organization Role or Store Role. Users with the organization role have the same permissions across all stores in your organization. Users with with the store role have permissions in the specific stores you select.
6. In the Permissions section, click Companies and then assign the role at least the following permissions:
   1. View companies.
   2. Assign staff to company locations.
   3. Restrict permissions to assigned company locations, to restrict sales representative to only the company locations they’re assigned to.
7. Optional: You can also assign additional permissions, such as Customers, Orders, and Draft orders, or any other staff permissions that you want the sales representatives to have.
8. Click Save.
9. Click Invite a user, and then add the email addresses of users that you want to assign this role to.
10. In the Roles and groups section, click Assign, and then click the sales representative role that you just created.
11. Optional: If this is a store role, then assign the specific stores that you want the sales representative role and permissions to apply to, and then click Done.
12. Optional: Repeat these steps for all stores in the Stores section that you want the staff to have sales representative permissions for.

Assign sales staff to a company location

Sales managers, or any staff member with the Assign staff to company locations permission, can assign another staff member to company locations.

When you select Restrict permissions to assigned company locations, and assign a staff to a company location, sales staff can only access information for company locations they’re assigned to in the following pages:

• Customers
• Orders
• Draft orders
• Companies

All other pages in your Shopify admin won't restrict information by company or company location. The same sales staff can be assigned to multiple company locations. You can assign up to 10 sales staff to each company location.

Steps:

1. Log in to your organization and navigate to the appropriate store.
2. From your Shopify admin, go to Customers > Companies.
3. Click the company that you want to assign sales staff to.
4. In the Locations section, click the company location that you want to assign sales staff to.
5. In the Assigned staff section, click the pencil icon.
6. Select the staff that you want to assign to the company location. You can select multiple staff.
7. Click Save.

Assign sales staff to all company locations in bulk

You can assign staff to company locations in bulk.

Steps:

1. Log in to your organization and navigate to the appropriate store.
2. From your Shopify admin, go to Customers > Companies.
3. Click the company that you want to assign one or more sales staff to.
4. Click Edit assigned staff.
5. Select the staff that you want to assign to all the company locations. You can select multiple staff.
6. Click Save.