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Managing Point of Sale staff

If you're the store owner, or a staff member with the required permissions, then you manage POS staff in the following ways:

  • Change the contact information for POS app only staff.
  • Manage POS access role for any user with Point of Sale access.
  • Change the PIN for any staff with Point of Sale access.
  • Delete a POS app only staff.
  • Remove Point of Sale access from staff with access to the Shopify admin.

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Considerations for managing POS staff

Review the following considerations for managing POS staff:

  • If you're a POS only staff, then you can't manage your own pin. The store owner or a user with access to manage PINs needs to change your PIN on your behalf.
  • The following users can edit their own PIN:
  • The store owner
  • In the POS app, staff members with a POS role with the Manage Point of Sale staff permissions.
  • From the Shopify admin, staff members with access to the Shopify admin and a role with the Access Point of Sale permission.
  • The following users can edit their own PIN, and edit PINs for other POS staff members:
  • The store owner
  • In the POS app, staff members with a POS role with the Manage Point of Sale staff permission.
  • From the Shopify admin, staff members with access to the Shopify admin, a role with the Access Point of Sale store permission, a POS role with the Manage Point of Sale staff permission.
  • Only the store owner can manage their own contact information, POS role, and PIN.
  • If the store that you need to change the PIN for is part of an organization, and you aren't the organization owner, then you need to be assigned a role with the Access Point of Sale store permission for that specific store.
  • Shopify admin users with POS access can manage their own details, such as name, email, and password, by updating their Shopify account details.

User and staff management permission requirements

The following types of users can manage POS staff from the Point of Sale channel or from the Shopify POS app:

  • The store owner.
  • The organization owner.
  • POS staff with the Manage Point of Sale staff POS permission.

Change POS only staff contact information

If you're the account owner, then you can select your POS subscriptions by location to ensure that your stores have the subscription that best suits their needs. If you're on the Advanced, Shopify, or Basic plans, then you can also choose between a monthly or yearly billing cycle. If you're on the Shopify Plus plan, then you can only choose a 30-day billing cycle.

The POS Lite subscription plan includes Shopify POS's basic features and can be used with every Shopify plan at no extra cost. For an additional monthly cost per location, the Shopify POS Pro subscription plan has extra retail features for sales transactions, inventory management, sales reports, and staff management.

If you want to transfer your POS Pro subscription from one location to another, then you need to contact Shopify Support. Learn more about Shopify POS Pro Billing.

If you have subscribed to POS Pro and you want to uninstall the POS sales channel, then you need to change all of your POS Pro locations to POS Lite before you uninstall the channel.

Steps:

Desktop

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

  2. Click Point of sale.

  3. Click Open sales channel.

  4. Click Locations > Manage subscriptions.

  5. In the Review POS subscriptions for each location section, select a subscription for each location by choosing one of the following options:

  • To upgrade to POS Pro, select Upgrade to POS Pro and select whether you want to be billed monthly or yearly. In the POS Pro section, click Upgrade to POS Pro > Approve subscription.
  • To downgrade to POS Lite and change your billing cycle, click Change plan and select whether you want to be billed monthly or yearly. In the POS Lite section, click Downgrade to POS Lite > Approve subscription.
  • To cancel your POS Pro subscription and downgrade to POS Lite with the same billing cycle, click Cancel POS Pro > Confirm.
  1. Optional: If you're on the Shopify Plus plan and have 20 or more locations, then you need to edit your POS subscriptions from the locations table on the Locations screen. Select the checkboxes for locations you want to edit and then select Manage subscriptions. You can only update 250 locations at a time.
Mobile
  1. From the Shopify app, tap the … button.
  2. In the Sales channels section, tap Point of Sale.
  3. In the Point of Sale dropdown menu, tap Settings > Subscriptions.
  4. In the Review POS subscriptions for each location section, select a subscription for each location by choosing one of the following options:
  • To upgrade to POS Pro, select Upgrade to POS Pro and select whether you want to be billed monthly or yearly. In the POS Pro section, click Upgrade to POS Pro > Approve subscription.
  • To downgrade to POS Lite and change your billing cycle, click Change plan and select whether you want to be billed monthly or yearly. In the POS Lite section, click Downgrade to POS Lite > Approve subscription.
  • To cancel your POS Pro subscription and downgrade to POS Lite with the same billing cycle, click Cancel POS Pro > Confirm.
  1. Optional: If you're on the Shopify Plus plan and have 20 or more locations, then you need to edit your POS subscriptions from the locations table on the Locations screen. Select the checkboxes for locations you want to edit and then select Manage subscriptions. You can only update 250 locations at a time.

You can change the contact information for POS only staff from the Shopify POS app or from the Point of Sale channel in your Shopify admin.

You can't update the information for POS staff that also have Shopify admin access. Instead, staff with Shopify admin access can update their own account details from their Shopify account.

Steps:

Shopify POS app
  1. From Shopify POS, tap Menu > Staff
  2. Tap the staff member's name.
  3. In the Contact information section, tap Edit, and then enter the staff member's new contact information.
  4. Tap Save.
Point of Sale channel

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

  2. Click Point of sale.

  3. Click Open sales channel.

  4. Click Staff.

  5. Click a staff member's name.

  6. In the Contact information section, enter the staff member's new contact information.

  7. Click Save.

Search and filter the staff list

You can search and filter your staff list from the POS app or in the Point of Sale channel in the Shopify admin.

Search and filter in the POS app

You can search for a specific staff by entering a name, email address, or phone number into the Search staff field. In addition, you can filter the staff list by tapping one or more POS role.

Search and filter in the Point of Sale channel in the Shopify admin

You can search for a specific staff by entering a name, email address, or phone number into the search field. In addition, you can filter the staff list by level of access (for example, Admin), POS role, or by assigned location. You can check one or more filtering rule, and combine both POS role and location filtering rules.

For example, you can filter the staff list to display only the staff that have the Associate POS role and a specific POS location.

Delete a POS app only staff

Shopify POS app
  1. From Shopify POS, tap Menu > Staff.
  2. Tap the name of a POS app only staff.
  3. Tap Delete staff.
Point of Sale channel

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

  2. Click Point of sale.

  3. Click Open sales channel.

  4. Click Staff.

  5. Click the name of a POS app only staff.

  6. Click Delete staff.

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