Managing roles in the Shopify organization admin

Shopify Plus

The Shopify organization admin is only available to the Shopify Plus plan.

You can manage users in your organization more efficiently using roles, which are a combination of organization access and store permissions. You can assign roles to users when you add the users to your organization admin. If you already have users in your organization admin, then you can select multiple users and assign the same role to all those users. You can also duplicate existing roles.

Considerations for roles in the Shopify organization admin

Before you create and assign roles to users in the Shopify organization admin, consider the following:

• Roles created in the Shopify organization admin only manage organization-level and store-level accesses. POS roles are managed separately at the store level.

• Roles cannot be assigned to the following types of users:

  • organization owners
  • legacy staff
  • POS app only staff
  • collaborators

• If you delete a role, then any users who were assigned that role keep the accesses and permissions that were included in that role. For example, if the role included the Flow access, then the users continue to have the Flow access until you remove it from them explicitly.

• Users in your organization can also be staff in a store that is not a part of your organization. If that store is added to your organization after roles are assigned to your users, then either of the following occurs:

  • If the user is the store owner, they keep the role, and remain the store owner.
  • If the user is staff and not the store owner, the role is removed from the user, but the user keeps all the accesses that were defined in the role. To manage that user using a role, you must reassign a role to the user.

Note

When you use roles to manage users in your organization, you can no longer manage store staff at the store level in any store that is a part of your organization. You can continue to manage Point of Sale staff and collaborators at the store level. If you want to manage store staff at the store level again, then you must remove roles from all users at the organization level. You don't need to delete the roles.

Create roles for organization admin users

At minimum, a role must include one organization access. However, you can include both organization-level accesses and store accesses in a role.

Steps:

1. From your Shopify organization admin, click Users > Roles.
2. Click Create role.
3. Go to Role details > Name, and then enter a name for the role.
4. To add organization accesses, do the following:
   1. Go to Access and permissions > Tools and administration access, and then click Add access.
   2. Check the organization accesses that you want to add to the role.
   3. Click Add access.
5. Optional: To add access to stores, do the following:
   1. Go to Store access, and then click Add access.
   2. Do either of the following:
      • To specify different permissions for individual stores, then check one store.
      • To specify the same permissions for multiple stores, then check all the required stores.
   3. Click Continue.
   4. Check the permissions that users must have, and then click Done.
   5. If you want to add several stores that have different permissions, then continue to add store accesses until you have added all the required stores.
6. Click Save.

Assign roles to existing organization admin users

From the Users list, you can assign a role to one user or to many users at the same time.

Although you can assign a role to an individual user from the user's account information page, this procedure describes assigning a role directly from the Users list to one or many users.

Steps:

1. From your Shopify organization admin, click Users.

2. In the Users list, check the appropriate users.

3. Click Actions > Assign role.

4. Select the appropriate role, and then click Assign role.

Duplicate roles for existing organization admin users

You can duplicate an existing role from the Roles list. After you duplicate a role, you can assign it to one or multiple users at the same time.

Steps:

1. From your Shopify organization admin, click Users > Roles.
2. Click the role that you want to duplicate.
3. Click Duplicate.
4. Enter a new name of the role, and then click Duplicate role.

Remove roles from organization admin users

When you remove a role from a user, the user continues to have the same accesses and store permissions that were defined in the role. After you remove the role from the user, you can give different accesses and store permissions to that user.

Steps:

1. From your Shopify organization admin, click Users.

2. In the Users list, click the name of the user whose role you want to remove.

3. In the Role section, click Change access > Remove role from user.

4. Click Remove role.

5. Optional: Assign different accesses and store permissions to the user.