Adding Point of Sale staff

This page was printed on Jan 17, 2021. For the current version, visit https://help.shopify.com/en/manual/sell-in-person/shopify-pos/staff-management/add-staff.

If you're the store owner, or you have the Manage Point of Sale staff permission, then you can use the Shopify admin or the Shopify POS app to add or remove staff members who have access to Shopify POS.

You can have two types of staff members with access to Shopify POS:

  • Point of Sale app-only (POS app-only) staff who can access Shopify POS, but who can't access your Shopify admin.
  • Staff members who have both Point of Sale access and Shopify admin access.

All staff with Point of Sale access must have a unique four-digit personal identification number (PIN). Staff with limited admin permissions and POS app-only staff must use the PIN to access Shopify POS.

When a staff member who is logged in to Shopify POS processes a sale, their staff name is connected with that order. You can see which staff member processed an order on the order's detail view in Shopify POS, and in the order's Timeline in the Shopify admin.

Before you add staff members, you can create POS roles that give your Point of Sale staff permission to specific activities that are required for running your store in person. A default role called Associate is created for all Point of Sale staff, but you can use or create additional POS roles to help manage your Point of Sale staff.

You can add Point of Sale staff in three ways:

  • From the Staff screen of Shopify POS.
  • From the Point of Sale channel of your Shopify admin.
  • From the Plan and permissions settings page of your Shopify admin.

If you're using Shopify POS Pro, then you can add POS app-only staff members from the Point of Sale channel in the Shopify admin or from within Shopify POS.

Point of Sale permissions can be given to staff members who have Shopify admin access using the Shopify admin from either the Point of Sale channel or the Plans and permissions page.

Add Point of Sale app-only staff from Shopify POS

If you're the store owner or a staff member with the Manage Point of Sale staff permission, then you can add POS app-only staff using Shopify POS.

Steps:

  1. From Shopify POS, tap ≡, and then tap Staff.

  2. Tap Add staff.

  3. In the CONTACT INFORMATION section, enter the required details.

  4. In the POS APP ACCESS section, tap Edit.

  5. Optional: To see the list of permissions within each role, select the role and then tap View Details.

  6. Select a role, and then tap Save.

  7. Optional: If you want to create a different PIN than the default PIN, then do the following:

    1. In the SECURITY section, tap Edit.
    2. Tap Generate new PIN or use the keypad to enter a PIN. The staff member uses this PIN to access Shopify POS. Make sure the staff member knows what their PIN is.

  8. Tap Save.

Add Point of Sale app-only staff members (Point of Sale channel)

If you're the store owner or a staff member with the Manage Point of Sale staff permission, then you can add POS app-only staff members from the Point of Sale channel in the Shopify admin. You control their permissions for the Shopify POS by assigning them a predefined POS role.

Steps:

  1. From the Shopify admin, in the SALES CHANNELS section, click Point of Sale > Staff.

  2. Click Add staff.

  3. Enter the required information.

  4. Select a POS role.

  5. If you want to create a different PIN than the default PIN, then in the PIN section, click Generate random PIN or enter a PIN. The staff member uses this PIN to access Shopify POS. Make sure the staff member knows what their PIN is.

  6. Click Save.

Give Point of Sale access to staff with Shopify admin access (Point of Sale channel)

You can give Point of Sale access to staff with Shopify admin access. In this case, these staff members will have the following access: * If the staff member has full permissions, they can access both the Point of Sale channel in the Shopify admin and Shopify POS. * If the staff member has limited permissions, they can only access the Shopify POS.

By default, the staff list is filtered to show only the staff members with Point of Sale access. You can adjust the list so that staff members with Shopify admin-only access are visible.

Steps:

  1. From the Shopify admin, in the SALES CHANNELS section, click Point of Sale > Staff.

  2. To display the admin-only staff members, click Access, and then check Admin only.

  3. Click the name of the staff member.

  4. In the Permissions section, check Give Point of Sale access to staff_member_name.

  5. Select a POS role.

  6. Optional: If you want to create a different PIN than the default PIN, then in the PIN section, click Generate random PIN or enter a PIN. The staff member uses this PIN to access Shopify POS. Make sure the staff member knows what their PIN is.

  7. Click Save.

You can remove Point of Sale access by clicking Remove Point of Sale access. This only removes Point of Sale access for that staff member. It doesn't delete the staff member account.

Give staff with Shopify admin access Point of Sale access (Shopify admin)

If you're the store owner or a staff member with full permissions, then you can add staff members who have access to Shopify POS.

If you're the store owner of a staff member with Manage Point of Sale staff permission, you can give existing staff with Shopify admin access Point of Sale access.

Steps:

  1. From your Shopify admin, click Settings, and then click Plan and permissions.

  2. In the Staff section of Permissions, click a staff member.

  3. In the Point of Sale access section, click Give Point of Sale access to this staff.

  4. From the POS ROLE list, select the role that you want to assign to the staff member.

  5. Optional: If you want to create a different PIN than the default PIN, then in the PIN section, click Generate random PIN or enter a PIN. The staff member uses this PIN to access Shopify POS. Make sure the staff member knows what their PIN is.

  6. Click Save.

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