Give staff permissions with POS roles

A POS role is a named set of POS permissions. Roles make it easier for you to assign the same permission set to multiple staff members. You can't assign individual permissions to a Point of Sale staff member, you must assign a role. Every Point of Sale staff member must have a role assigned to them.

If you're the store owner, or you have the Manage POS roles permission, you can create and manage roles from the Point of Sale channel in the Shopify admin. A role can include the same permission set as other roles, but each role must have a unique name.

The default role is Associate. You can change the name and the permission set for the Associate role. You can make another the role the default role. The default role is the role that is selected automatically when you add a Point of Sale staff member. You can't delete the default role.

Create POS roles from the Point of Sale channel (Shopify admin)

  1. From the Shopify admin, click Point of Sale > Staff.

  2. Click Manage POS roles > Create POS role.

  3. In the Title field, enter a name for the role, and then select the permissions for this role.

  4. Optional: To make this role the default role, check Set as default POS role.

  5. Click Save.

Edit POS roles from the Point of Sale channel (Shopify admin)

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

  2. Click Manage POS roles, and then click the appropriate role.

  3. Select or deselect permissions.

  4. Optional: To set this role as the default role, check Set as default POS role.

  5. Click Save changes.

Delete POS roles from the Point of Sale channel (Shopify admin)

You can delete any role unless it is the default role or if it has staff members assigned to it.

Steps:

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

  2. Click Manage POS roles, and then click the appropriate role.

  3. Click Delete POS role. If staff members are assigned to this role, then you are prompted to select another role for the staff before deleting this role.

  4. Click Delete POS role.

Description of POS Permissions

A POS role is a set of permissions that enables your Point of Sale staff to access certain activities in Shopify POS and the Point of Sale channel.

Permissions

Point of Sale initial permissions
Permission Description
Allow all Point of Sale permissions When this permission is selected, full permissions are given by the role.
Select Point of Sale permissions When this permission is selected, you can create a custom role by selecting only specific permissions.

Manager approval

Point of Sale Manager approval permission
Permission Description
Manager approval

Enables the Point of Sale staff member to approve staff actions by entering their PIN. Store owners, or staff with full admin permissions and the Manage POS roles permission, can edit roles to allow Manager approval. To approve an action, the staff member must have both Manager approval and the required permission is set to Allowed.

This permission can be set to either of the following:

  • Allowed, which enables the staff member to approve actions
  • Denied, which restricts the staff member from approving actions

Checkout

Point of Sale checkout permissions
Permission Description
Apply discount

Enables the Point of Sale staff member to apply discounts to orders.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to apply discounts
  • Denied, which restricts the staff member from applying discounts
  • Approval required, which requires a staff member with manager approval and apply discount permissions allowed to enter their PIN to complete the action
Ship to Customer

Enables the Point of Sale staff member to ship a cart to a customer.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to ship to customers
  • Denied, which restricts the staff member from shipping to customers
  • Approval required, which requires a staff member with manager approval and ship to customer permissions allowed to enter their PIN to complete the action
Edit taxes

Enables the Point of Sale staff member to edit taxes to orders.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to edit taxes
  • Denied, which restricts the staff member from editing taxes
  • Approval required, which requires a staff member with manager approval and edit taxes permissions allowed to enter their PIN to complete the action
Add custom sales

Enables the Point of Sale staff member to create a custom sale.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to add custom sales
  • Denied, which restricts the staff member from adding custom sales
  • Approval required, which requires a staff member with manager approval and add custom sales permissions allowed to enter their PIN to complete the action

Orders

Point of Sale orders permissions
Permission Description
Device's location only Enables the Point of Sale staff member to manage only the orders that were made at the device's location.
All locations Enables the Point of Sale staff member to manage orders regardless of the device's location.
Refund and exchange orders

Enables the Point of Sale staff member to refund and exchange orders.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to refund and exchange orders
  • Denied, which restricts the staff member from refunding and exchanging orders
  • Approval required, which requires a staff member with manager approval and refund and exchange orders permissions allowed to enter their PIN to complete the action

Customers

Point of Sale customers permissions
Permission Description
Add customers

Enables the Point of Sale staff member to add new and existing customers to a cart and view basic customer information.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to add customer information
  • Denied, which restricts the staff member from adding customer information
Manage customers

Enables the Point of Sale staff member to view, edit, and delete customer information.

This permission can be set to one of the following:

  • Allowed, which enables the staff member to add manage information
  • Denied, which restricts the staff member from managing customer information

Apps

Point of Sale apps permissions
Permission Description
Use apps that work with Shopify POS Enables the Point of Sale staff member to use apps that are installed on Shopify POS.

Staff

Point of Sale staff permissions
Permission Description
Manage Point of Sale staff Enables the Point of Sale staff member to view, add, edit, and delete staff member records from Shopify POS and from the Point of Sale channel in the Shopify admin. This includes assigning the POS roles to other staff members.
Manage POS roles Enables the Point of Sale staff member to view, create, edit, and delete POS roles from the Point of Sale channel in the Shopify admin.

Analytics

Point of Sale analytics permissions
Permission Description
View analytics for device's location Enables the Point of Sale staff member to view the Daily Sales report for their location.

Settings

Point of Sale settings permissions
Permission Description
Customize smart grid for device's location Enables the Point of Sale staff member to add, edit, and delete smart tiles on the home screen for the POS at the device's location.
Switch device's location Enables the Point of Sale staff member to change the device's location setting.
Log out store from Point of Sale app Enables the Point of Sale staff member to log out of Shopify POS.
Manage payment settings for device Enables the Point of Sale staff member to change the payment settings for the POS device at the device's location from Shopify POS or from the Point of Sale channel in the Shopify admin.
Manage receipt settings Enables the Point of Sale staff member to change the printed receipt settings for the POS device.

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