Adding Point of Sale 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 (Point of Sale) app to add or remove staff that have access to Shopify POS.

All staff with POS app access need a unique 4 to 6-digit personal identification number (PIN) to access the POS app.

Shopify POS login requirements

Note

Users permissions are deprecated for the role-based access control model. You can assign eligible user roles to grant access to user management.

To access Shopify POS using a Shopify account or login credentials, users need the following permissions:

Staff permissions required for POS

Permission category	Permission
Point of Sale access	Access Point of Sale Sub-permission: Set up new or updated POS devices

Users with limited admin permissions and POS app only staff can't access Shopify POS unless the store owner, organization owner, or a user with a user role that has the Set up new or updated POS devices permission logs in to the Shopify POS first.

In cases where your POS app also uses other apps, the initial login user must also have a user role with permissions for those apps for the initial login. In the App permissions section, select any individual apps that are for the Shopify POS.

Staff POS app access can be granted by activating the Access Point of Sale option in a staff's account. Following this, a POS Role can be defined, and a PIN code can be set up.

When a new staff member is set up in this way—or when an existing staff member is granted POS access—they will receive an email linking them to their Users and permissions page, where they can reveal their PIN. Otherwise, the staff member can reveal their own PIN in their Shopify admin by clicking their staff account under Settings > Users and Permissions, or from Point of Sale > Staff.

When staff enter their PIN and process a sale, their staff name is connected with that order. The staff who processed an order is displayed on the order's detail view in Shopify POS, and in the order's Timeline in the Shopify admin.

Tip

Before you add staff, 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. Changing to another role can be done at store level.

Shopify POS login security

For security reasons, if any settings related to account setup are changed when an account is logged into Shopify POS, then the account will be logged out. The user needs to manually log back into Shopify POS.

If any of the following account setup settings are changed, then the logged in user is logged out of Shopify POS:

• Email address
• Email address verification
• Password
• Access Point of Sale sub-permission

If you use SAML (Security Assertion Markup Language) and it's inactive for 14 days, then your account is logged out of the Shopify POS.

POS access for role based access control

If you have the Shopify Point of Sale (POS) sales channel, then you need to create a custom role in the Users section of your Shopify admin settings with POS permissions to grant POS access to staff members.

Create a custom user role, and then select the POS permissions that you want to grant for the custom user role. You manage permissions for your POS staff in the POS sales channel in your Shopify admin.

You can grant access to multiple stores in your organization with this custom role, but you still manage your POS staff separately for each store in your organization.

Add access to POS for staff with admin permissions

Note

If you haven't been migrated to the role-based access control model and create a Plus role with POS access using the Plus admin, then role permissions can only be edited in the organization settings, and can't be edited using the Shopify admin.

You can grant access to the POS app for a user that has admin permissions. If the user doesn't have the required permissions to use the POS, then you're prompted to grant those permissions so that the staff member can log in to POS devices.

Note

Users with admin permissions must complete their user account setup to use their PIN on the POS.

Steps:

1. From your Shopify admin, go to Settings > Users.

2. In the Staff section, click the name of the staff member you want to give POS access to. For organizations, filter for type Staff and then click the staff profile. In the Store permissions section, click Edit for the store with the staff permissions you want to adjust.

3. In the Point of Sale access section, check Access Point of Sale.

4. Optional: Select Set up new or updated POS devices to grant permission for the staff member to log in to POS devices.

5. Optional: If you want to create a different PIN than the default PIN, then do one of the following in the PIN section:

   1. Click Generate random PIN.
   2. Delete the default . . . . and enter a PIN manually. Staff use this PIN to access Shopify POS. Make sure that your staff knows what their PIN is.

6. Click Save.

Add a POS app only staff

Note

This feature is available only to stores using Shopify POS Pro.

You can add POS app only staff from two locations:

• From the Staff screen of Shopify POS.
• From the Point of Sale channel of your Shopify admin.

Add POS app only staff from Shopify POS

If you're the store owner or have the Manage Point of Sale staff permission, then you can add POS app only staff directly within the Shopify POS app.

Steps:

1. From Shopify POS, tap ☰, and then tap Staff.
2. Tap Add new staff.
3. In the Staff Information section, enter the required details.
4. In the POS App Access section, tap Edit.
5. Optional: To access the list of permissions within each role, select the role and then tap View permissions.
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 random PIN or use the keypad to enter a PIN. Staff use this PIN to access Shopify POS. Make sure that your staff knows what their PIN is.
8. Tap Save.

Add a POS app only staff through the Point of Sale channel

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

Steps:

1. From your Shopify admin, go to Settings > Apps and sales channels.

2. From the Apps and sales channels page, click Point of sale.

3. Click Open sales channel.

4. Click Staff.

5. Click Add staff.

6. Enter the required information.

7. Select a POS role.

8. 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. Staff use this PIN to access Shopify POS. Make sure that your staff know what their PIN is.

9. Click Save.