Give staff permissions with POS roles

Note

This feature is available only for locations that are currently on the Shopify POS Pro subscription.

A POS role is a named set of POS permissions that are assigned to each staff member. 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.

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 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 don't have the required Shopify POS login permissions.

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

In the Point of Sale channel, you can create POS roles with different permissions that you can assign to your POS staff.

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 Manage POS roles > Create POS role.

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

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

8. Click Save.

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

In the Point of Sale channel, you can edit the permissions for your POS roles.

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 Manage POS roles, and then click the appropriate role.

6. Select or deselect permissions.

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

8. 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:

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 Manage POS roles, and then click the appropriate role.

6. 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.

7. Click Delete POS role.

Description of POS permissions

Note

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

A POS role is a set of permissions that allows 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 don't have the necessary permissions. Both POS permissions and Admin permissions affect what they can access.

Permissions

Point of Sale initial permissions

Permission	Description
Allow all Point of Sale permissions	Staff can access all Point of Sale activities in Shopify POS and the Point of Sale channel.
Select Point of Sale permissions	Staff can access select Point of Sale activities in Shopify POS and the Point of Sale channel.

Manager approval

Point of Sale Manager approval permission

Permission

Description

Manager approval

Point of Sale staff can 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. You can set this permission to one of the following options: Allowed, which lets staff approve actions Denied, which restricts staff from approving actions

Checkout

Point of Sale checkout permissions

Permission	Description
Add custom sales	Point of Sale staff can create a custom sale. You can set this permission to one of the following options: Allowed, which lets staff add custom sales Denied, which restricts staff from adding custom sales Approval required, which requires staff with manager approval and add custom sales permissions allowed to enter their PIN to complete the action
Ship to customer	Point of Sale staff can ship a cart to a customer. You can set this permission to one of the following options: Allowed, which lets staff ship to customers Denied, which restricts staff from shipping to customers Approval required, which requires staff with manager approval and ship to customer permissions allowed to enter their PIN to complete the action
Edit taxes	Point of Sale staff can edit taxes to orders. You can set this permission to one of the following options: Allowed, which lets staff edit taxes Denied, which restricts staff from editing taxes Approval required, which requires staff with manager approval and edit taxes permissions allowed to enter their PIN to complete the action
Accept offline credit and debit payments	You need to activate offline payments to set this permission. Point of sale staff can accept offline credit and debit payments You can set this permission to one of the following options: Allowed, which lets staff process offline credit and debit payments Denied, which restricts staff from processing offline credit and debit payments Approval required, which requires staff with manager approval and accept offline credit and debit payments permissions allowed to enter their PIN to process the offline sale

Discounts

Point of Sale discounts permissions

Permission	Description
Apply custom discounts	Point of Sale staff can apply custom discounts to both an entire cart and a single line item. You can set this permission to one of the following options: Allowed, which lets staff apply custom discounts Denied, which restricts staff from applying custom discounts Approval required, which requires staff with manager approval and apply discount permissions allowed to enter their PIN to complete the action
Apply discount codes	Point of Sale staff can apply discounts codes to the entire cart. You can set this permission to one of the following options: Allowed, which lets staff apply discount codes Denied, which restricts staff from applying discount codes Approval required, which requires staff with manager approval and apply discount permissions allowed to enter their PIN to complete the action

Orders

Point of Sale orders permissions

Permission	Description
Manage orders at all locations	Point of Sale staff can manage orders for all locations. You can set this permission to one of the following options: Allowed, which lets staff manage orders regardless of the device's location Denied, which restricts staff from managing orders for all locations. Staff can manage only the orders that were made at the device's location
Manage sales attribution for orders	Point of Sale staff can add, edit, or delete staff attribution on completed orders. You can set this permission to one of the following options: Allowed, which lets staff edit staff attribution on orders Denied, which restricts staff from editing staff attribution on orders
Return and exchange orders	Point of Sale staff can refund and exchange orders. You can set this permission to one of the following options: Allowed, which lets staff refund and exchange orders Denied, which restricts staff from refunding and exchanging orders Approval required, which requires staff with manager approval and refund and exchange orders permissions allowed to enter their PIN to complete the action
Create unverified returns	Point of Sale staff can process returns when the original order isn't found. You need the Return and exchange orders permission turned on to define this permission. You can set this permission to one of the following options: Allowed, which lets staff refund and exchange orders Denied, which restricts staff from refunding and exchanging orders Approval required, which requires staff with manager approval and refund and exchange orders permissions allowed to enter their PIN to complete the action
Cancel orders	Point of Sale staff can cancel orders. You can set this permission to one of the following options: Allowed, which lets staff cancel orders Denied, which restricts staff from canceling orders Approval required, which requires staff with both manager approval and the cancel orders permission activated to enter their PIN to complete the action
Manage draft orders at all locations	Point of Sale staff can view, retrieve, and edit draft orders from other retail locations. You can set this permission to one of the following options: Allowed, which lets staff view, retrieve, edit, and checkout draft orders from other retail locations Denied, which restricts staff from viewing, retrieving, and editing draft orders from other retail locations. If staff are denied, then staff cannot access draft orders created from admin
Fulfill shipping orders	Point of Sale staff can prepare and fulfill orders for shipping using Ship from Store. You can set this permission to one of the following options: Allowed, which lets staff use Ship from Store to fulfill orders Denied, which restricts staff from fulfill orders using Ship from Store
Reassign or cancel fulfillment	Point of Sale staff can reassign an order for fulfillment to a different location. You can set this permission to one of the following options: Allowed, which lets staff use Order Routing to reassign an order to a different location Denied, which restricts staff from reassigning orders to a different location

Customers

Point of Sale customers permissions

Permission	Description
Add customers	Point of Sale staff can add new and existing customers to a cart and view basic customer information. You can set this permission to one of the following options: Allowed, which lets staff add customer information Denied, which restricts staff from adding customer information
Manage customers	Point of Sale staff can view, edit, and delete customer information. You can set this permission to one of the following options: Allowed, which lets staff add and manage information Denied, which restricts staff from managing customer information

Apps

Point of Sale apps permissions

Permission	Description
Use apps that work with Shopify POS	Point of Sale staff can use apps that are installed on Shopify POS. You can set this permission to one of the following options: Allowed, which lets staff add and manage apps that work with Shopify POS Denied, which restricts staff from adding and managing apps that work with Shopify POS
Manage POS UI extensions	POS staff can manage POS UI extensions You can set this permission to one of the following options: Allowed, which lets staff add and manage POS UI extensions Denied, which restricts staff from adding and managing POS UI extensions

Analytics

Point of Sale analytics permissions

Permission	Description
View analytics for device's location	Point of Sale staff can view the Daily Sales report for their location. You can set this permission to one of the following options: Allowed, which lets staff view analytics for a device's location Denied, which restricts staff from viewing analytics for a device's location

Register

Point of Sale register permissions

Permission	Description
Manage payment tracking	Allow staff to view details from current session and add or remove cash. If denied, then cash expected will still be visible. You can set this permission to one of the following options: Allowed, which lets staff view and adjust current payment tracking session Denied, which restricts staff from viewing and adjusting current payment tracking session
View payment tracking session history	Point of Sale staff can view details of previous payment tracking sessions. You can set this permission to one of the following options: Allowed, which lets staff view payment tracking session history Denied, which restricts staff from viewing payment tracking session history
Start and end payment tracking sessions	Point of Sale staff can manually start and end payment tracking sessions. You can set this permission to one of the following options: Allowed, which lets staff start and end payment tracking sessions Denied, which restricts staff from starting or ending payment tracking sessions, but a payment tracking session starts automatically after a sale
Access cash tracking sessions in the POS channel	Point of Sale staff can view, print, and export cash tracking sessions and register summaries from all POS Pro locations. You can set this permission to one of the following options: Allowed, which lets staff access cash tracking sessions in the POS channel Denied, which restricts staff from accessing cash tracking sessions in the POS channel
End payment tracking sessions from the admin	Point of Sale staff can remotely end open payment tracking sessions from any POS Pro location. You can set this permission to one of the following options: Allowed, which lets staff end payment tracking sessions from the admin Denied, which restricts staff from ending payment tracking sessions from the admin
Open drawer	Point of Sale staff can open the cash drawer using the cart actions. You can set this permission to one of the following options: Allowed, which lets staff open the cash drawer Denied, which restricts staff from opening the cash drawer, but still opens automatically after a cash sale

Staff

Point of Sale staff permissions

Permission	Description
Manage Point of Sale staff	Point of Sale staff can 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. You can set this permission to one of the following options: Allowed, which lets staff manage Point of Sale staff Denied, which restricts staff from managing POS staff
Manage POS roles	Point of Sale staff can view, create, edit, and delete POS roles from the Point of Sale channel in the Shopify admin. You can set this permission to one of the following options: Allowed, which lets staff manage POS roles Denied, which restricts staff from managing pos roles

Settings

Point of Sale settings permissions

Permission	Description
Customize smart grid	Point of Sale staff can add, edit, and delete smart tiles on the home screen for the POS at the device's location. You can set this permission to one of the following options: Allowed, which lets staff customize the smart grid for the device's location Denied, which restricts staff from customizing the smart grid for the device's location
Manage payment settings for device	Point of Sale staff can 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. You can set this permission to one of the following options: Allowed, which lets staff manage payment settings for the device Denied, which restricts staff from managing payment settings for the device
Manage offline payments	Point of Sale staff can manage offline payment settings in the Point of Sale channel. You can set this permission to one of the following options: Allowed, which lets staff manage offline payments Denied, which restricts staff from managing offline payments
Manage receipt settings	Point of Sale staff can change the printed receipt settings for the POS device. You can set this permission to one of the following options: Allowed, which lets staff manage receipt settings Denied, which restricts staff from managing receipt settings
Manage required checkout information in the POS channel	Point of Sale staff can view and edit POS checkout required information in the settings. You can set this permission to one of the following options: Allowed, which lets staff manage required checkout information settings Denied, which restricts staff from managing required checkout information settings
Switch device's location	Point of Sale staff can change the device's location setting. You can set this permission to one of the following options: Allowed, which lets staff switch the device's location Denied, which restricts staff from switching the device's location
Log out from the POS app	Point of Sale staff can log out of Shopify POS. You can set this permission to one of the following options: Allowed, which lets staff log out of the POS app Denied, which restricts staff from logging out of the POS app

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:

Point of Sale settings permissions

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