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. You can't assign individual permissions to Point of Sale staff, you need to assign a role. Each Point of Sale staff needs an assigned role.
If you're the store owner, or you have the Manage POS role permission, then 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 Point of Sale staff. You can't delete the default role.
Staff with limited permissions can access the POS channel, but certain sections might be unavailable if they do not have the required Shopify POS login permissions.
On this page
Create POS roles from the Point of Sale channel (Shopify admin)
From your Shopify admin, click Settings > Apps and sales channels.
From the Apps and sales channels page, click Point of sale.
Click Open sales channel.
Click Staff.
Click Manage POS roles > Create POS role.
In the Title field, enter a name for the role, and then select the permissions for this role.
Optional: To make this role the default role, check Set as default POS role.
Click Save.
Edit POS roles from the Point of Sale channel (Shopify admin)
From your Shopify admin, click Settings > Apps and sales channels.
From the Apps and sales channels page, click Point of sale.
Click Open sales channel.
Click Staff.
Click Manage POS roles, and then click the appropriate role.
Select or deselect permissions.
Optional: To set this role as the default role, check Set as default POS role.
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 assigned to it.
Steps:
From your Shopify admin, click Settings > Apps and sales channels.
From the Apps and sales channels page, click Point of sale.
Click Open sales channel.
Click Staff.
Click Manage POS roles, and then click the appropriate role.
Click Delete POS role. If staff are assigned to this role, then you're prompted to select another role for the staff before deleting this role.
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. Staff with limited permissions can access the POS channel, but certain sections might be unavailable if they do not have the necessary permissions. Both POS permissions and Admin permissions affect what they can access.
Permissions
Permission | Description |
---|---|
Allow all Point of Sale permissions | Allows staff to access all Point of Sale activities in Shopify POS and the Point of Sale channel. |
Select Point of Sale permissions | Allows staff to access select Point of Sale activities in Shopify POS and the Point of Sale channel. |
Manager approval
Permission | Description |
---|---|
Manager approval |
Allows Point of Sale staff to approve staff actions by entering their PIN. Store owners, or staff with the Manage POS roles permission, can edit roles to allow Manager approval. To approve an action, staff need both Manager approval and the required permission is set to Allowed. This permission can be set to either of the following:
|
Discounts
Permission | Description |
---|---|
Apply custom discounts |
Allows Point of Sale staff to apply custom discounts to both an entire cart and a single line item. This permission can be set to one of the following:
|
Apply discount codes |
Allows Point of Sale staff to apply discounts codes to the entire cart. This permission can be set to one of the following:
|
Checkout
Permission | Description |
---|---|
Ship to Customer |
Allows Point of Sale staff to ship a cart to a customer. This permission can be set to one of the following:
|
Edit taxes |
Allows Point of Sale staff to edit taxes to orders. This permission can be set to one of the following:
|
Add custom sales |
Allows Point of Sale staff to create a custom sale. This permission can be set to one of the following:
|
Register
Permission | Description |
---|---|
View and adjust current payment tracking session |
Allows staff to view and adjust current payment tracking session, add cash, and remove cash. This permission can be set to one of the following:
|
View payment tracking session history |
Allows Point of Sale staff to view details of previous payment tracking sessions. This permission can be set to one of the following:
|
Start and end payment tracking sessions |
Allows Point of Sale staff to manually start and end payment tracking sessions. This permission can be set to one of the following:
|
Open drawer |
Allows Point of Sale staff to open the cash drawer from the cart actions. This permission can be set to one of the following:
|
Orders
Permission | Description |
---|---|
Device's location only | Allows Point of Sale staff to manage only the orders that were made at the device's location. |
All locations | Allows Point of Sale staff to manage orders regardless of the device's location. |
Refund and exchange orders |
Allows Point of Sale staff to refund and exchange orders. This permission can be set to one of the following:
|
Manage sales attribution for orders |
Allows Point of Sale staff to add, edit, or delete staff attribution on completed orders. This permission can be set to one of the following:
|
Customers
Permission | Description |
---|---|
Add customers |
Allows Point of Sale staff to add new and existing customers to a cart and view basic customer information. This permission can be set to one of the following:
|
Manage customers |
Allows Point of Sale staff to view, edit, and delete customer information. This permission can be set to one of the following:
|
Apps
Permission | Description |
---|---|
Use apps that work with Shopify POS | Allows Point of Sale staff to use apps that are installed on Shopify POS. |
Staff
Permission | Description |
---|---|
Manage Point of Sale staff | Allows Point of Sale staff to view, add, edit, and delete staff records from Shopify POS and from the Point of Sale channel in the Shopify admin. This includes assigning the POS roles to other staff. |
Manage POS roles | Allows Point of Sale staff to view, create, edit, and delete POS roles from the Point of Sale channel in the Shopify admin. |
Analytics
Permission | Description |
---|---|
View analytics for device's location | Allows Point of Sale staff to view the Daily Sales report for their location. |
View cash tracking sessions | Allows Point of Sale staff to view a history of cash tracking sessions in the Shopify POS app and Shopify POS channel. |
Settings
Permission | Description |
---|---|
Customize smart grid for device's location | Allows Point of Sale staff to add, edit, and delete smart tiles on the home screen for the POS at the device's location. |
Switch device's location | Allows Point of Sale staff to change the device's location setting. |
Log out store from Point of Sale app | Allows Point of Sale staff to log out of Shopify POS. |
Manage payment settings for device | Allows Point of Sale staff 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 | Allows Point of Sale staff to change the printed receipt settings for the POS device. |
Additional permissions for POS channel access
In addition to any related POS permissions, staff with limited permissions need the appropriate admin permissions to access the following POS channel actions:
Sales channel action | Required admin permission | Required POS permission |
---|---|---|
View POS channel | None | Give Point of Sale access to this staff |
Add locations |
Locations Only store owners can alter POS Pro subscriptions. | None |
View reports | Reports | None |
View sales data for a location |
Reports
Only store owners can alter POS Pro subscriptions. | None |
Manage POS staff | None | Manage Point of Sale staff |
Manage POS roles | None | Manage POS roles |
Manage receipt settings | None | Manage receipt settings |
Upload logo for receipt customizations | Themes, Pages, or Products | None |