Managing legacy roles for organizations

Note

If your store or organization has been migrated to the role-based access control model, then you'll need to migrate legacy roles to user roles.

If you haven't been migrated to the role-based access control model, then you can create and assign legacy roles for your users.

You can manage users in your organization more efficiently by using roles, which are a combination of organization permissions and store permissions. You can assign roles to staff when you add the users with organization settings. If you already have staff, then you can select multiple users and assign the same role to all users. You can also duplicate existing roles.

Considerations for legacy roles

Before you create and assign roles to staff in organization settings, review the following considerations:

• Roles created in organization settings only manage organization-level and store-level permissions.
• Roles can't be assigned to the following types of staff:
  • organization owners
  • legacy users
  • collaborators
• If you delete a role, then any staff who were assigned that role keeps the included role permissions. For example, if the role included the Users permission, then staff continue to have the Users permission until you remove it from them explicitly.
• Organization-level users can also be users in a store that isn't a part of your organization. If that store is added to your organization after roles are assigned to your users, then either of the following occurs:
  • If the user is the store owner, then they keep the role, and remain the store owner.
  • If the user isn't the store owner, then the role is removed from the user, but they keep all the permissions that were defined in that role. To manage the user that uses a role, you must reassign a role to the user.

Note

When you use roles to manage staff in your organization, you can no longer manage users at the store level in any store that is a part of your organization. You can continue to manage Point of Sale staff and collaborators at the store level. If you want to manage store staff at the store level again, then you must remove roles from all users at the organization level. You don't need to delete the roles.

Create roles for users

At minimum, a role must include one organization permission. However, you can include both organization-level permissions and store permissions in a role.

Steps:

1. From your Shopify admin, go to Settings.

2. In the Organization section, click Users > Roles.

3. Click Add role.

4. In the Role name section, enter a name for the role.

5. In the Organization permissions section, select the organization permissions that you want to add to the role.

6. Optional: To add access to stores, do the following:

   1. In the Store permissions section, click Add store access.
   2. Do either of the following:
      • To specify different permissions for individual stores, then select one store.
      • To specify the same permissions for multiple stores, then select all the required stores.
   3. Click Continue.
   4. Select the permissions to grant to users for the role, and then click Done.
   5. If you want to add several stores that have different permissions, then continue to add store accesses and permissions until you have added all the required stores.

7. Click Save.

Assign roles to existing users

From the Users list, you can assign a role to one user or to many at the same time.

Although you can assign a role to an individual user from the user's account information page, this procedure describes assigning a role directly from the Users list to one or many users.

Steps:

1. From your Shopify admin, go to Settings.

2. In the Organization section, click Users.

3. In the Users and permissions list, select the appropriate staff.

4. In the modal displayed at the bottom of the screen, click Assign Role.

5. Select the appropriate role, and then click Assign role.

Duplicate roles for existing organization settings users

You can duplicate an existing role from the Roles list. After you duplicate a role, you can assign it to one or multiple users at the same time.

Steps:

1. From your Shopify admin, go to Settings.

2. In the Organization section, click Users > Roles.

3. Click the role that you want to duplicate.

4. Click Actions, and then click Duplicate.

5. Enter a new name of the role, and then click Duplicate role.

Remove roles from organization settings users

When you remove a role from staff, they continue to have the same accesses and store permissions that were defined in the role. After you remove the role from staff, you can give different accesses and store permissions to that user.

Steps:

1. From your Shopify admin, go to Settings.

2. In the Organization section, click Users.

3. In the Users list, click the name of the user whose role you want to remove.

4. In the Role section, click …, and then click Remove role from user.

5. Click Remove role.

6. Optional: Assign different accesses and store permissions to the user.