Managing staff

You can add staff to your store so that your staff can complete tasks in your Shopify admin. You can give permissions to your staff to allow you to manage what your store’s staff can view, and what they can do in your Shopify admin or Shopify POS. The pricing plan that your store is on determines how many staff you can add, in addition to the store owner.

By default, staff have no permissions and need to be given permissions. There are some actions that only a store owner has permission to do. Carefully consider which permissions you give staff, and refer to About staff permissions for more information. For security reasons, create one staff login per staff.

Having a staff login with permissions allows staff to contact Shopify Support for help based on the permissions you provide, rather than only general support.

Add staff

You can add staff so that your staff can log in to your store through a login. You need to be the store owner, or have the Edit permissions and Add and remove staff permissions to add staff.

If you want to add staff that can log in to your admin and Shopify POS, then you also need the Manage Point of Sale staff permission and the Shopify POS login requirements. Refer to Adding Point of Sale staff to add POS app only staff.

Steps:

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click Add staff.

  3. Enter your staff's full name as it appears on any government-issued ID, and their email address.

  4. Check which permissions you want to give staff. If you want to give your staff all available permissions, then check select all.

  5. Click Send invite.

Your staff receives an email invitation. Invitations to create a staff login expire in 7 days.

Create staff

After you add staff, your staff needs to accept your invitation to complete setup of their staff login.

Steps:

  1. In the invitation email, click Create staff, and then click accept invite.

  2. Optional: If you don’t have a Shopify ID, then you need to fill out the following information:

  3. email address

  4. first name and last name

  5. phone number (optional)

  6. password

  7. Click Create account.

Give Shopify POS permissions

If you're the store owner or staff with the View staff and manage permissions permission, then you can give existing staff access to your Shopify admin and Point of Sale (POS) app.

Steps:

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click on the staff you want to give Shopify POS permissions.

  3. In the Point of Sale access section, click Give Point of Sale access to this staff.

  4. From the POS ROLE list, select the role that you want to assign to the staff.

  5. Optional: If you want to create a different PIN than the default PIN, then in the PIN section, click Generate random PIN or enter a PIN. Staff use this PIN to access Shopify POS. Make sure that your staff knows what their PIN is.

  6. Click Save.

You can also create and assign roles to your Shopify POS staff, to learn more refer to Point of Sale staff management.

Manage staff

Store owners and staff can edit their account details and add a picture to the account when they log in to the Shopify admin with their credentials. You can edit the details only for your own account.

Edit staff permissions

You need to be the store owner or have the Edit permissions permission to edit staff permissions. You might not be able to edit staff permissions in some cases, refer to About edit permissions for more information.

  1. From your Shopify admin, go to Settings > Users and permissions.

  2. Click on the staff you want to edit.

  3. You can check the permissions you want to give staff, or uncheck the permissions you want to remove. If you want to give your staff all available permissions, then check select all.

  4. Click Save to confirm your changes.

Update staff details

You can always make changes to your own login to update your account details.

Steps:

  1. From your Shopify admin, click your username and account picture.

  2. Click Manage account.

  3. Update your account details as needed.

  4. Click Save.

Update staff emails

If you use a Shopify ID, then changes to your email address occur for all stores linked to your Shopify ID.

If you need to update the email address for existing staff, then add new staff using the new email address. If the email address update is for the store owner, then transfer ownership to the new staff.

Revoke staff device permissions

If your staff use a device or an application for your Shopify store and lose their device, then you can log your staff out and require them to log in again. This can help prevent unknown users from accessing your store.

Steps:

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click the staff's name.

  3. Click Revoke Access next to the device or application.

  4. Click Revoke to confirm.

Your staff can't access your store using that device without logging in again.

Deactivate or reactivate staff

You can deactivate staff so that they cant log into your store any longer. For security purposes, deactivate any unused staff logins.

Steps:

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click the staff's name.

  3. Click Deactivate staff or Suspend access.

  4. Then click Deactivate or Suspend.

You can reactivate staff at anytime by clicking Activate or Reactivate.

Remove staff

Store owners and staff with the Add and remove staff permission can remove staff from a store. You can't undo this action. If one or more staff share the account that you want to delete, then create separate staff for your active staff first.

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click the staff's name.

  3. Click Delete staff or Remove staff to permanently delete the staff from your store. If you want to remove your own staff login, then click Remove my staff access.

  4. Click Delete or Remove.

Staff is removed permanently from your Shopify admin.

Remove collaborators

You can permanently remove collaborators from your store. You can't undo this action.

Steps:

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click the collaborator's name.

  3. Click Delete collaborator account or Remove collaborator account.

  4. In the confirmation dialog, click Delete.

The collaborator is removed permanently from your Shopify admin. If you want to give a collaborator access again, then the collaborator needs to resend their collaborator request.

Transfer store ownership

The store owner can choose another staff to be the store owner and transfer the store ownership to them. This process only applies to transferring store ownership. If you want to transfer organization ownership, then contact Shopify Plus Support.

Considerations for transferring store ownership

Before you transfer store ownership, consider the following:

  • Your store can have only one store owner at a time. Only the store owner has complete access to every part of the Shopify admin and can manage the account details. If you choose another staff to be the store owner, then you lose this unrestricted access, and can't manage staff permissions in future.

  • If you transfer ownership of your store through an Exchange Marketplace transaction, then the Shopify accounts team initiates the transfer of ownership. If you attempt to transfer the ownership yourself during an Exchange Marketplace transaction, then you're permanently unable to use Exchange Marketplace.

Steps:

  1. Log in to your store as the store owner.

  2. From your Shopify admin, click Settings, and then click Users and permissions.

  3. Click Transfer ownership.

  4. Enter the email of the new store owner. If the new store owner isn't existing staff, then you need to enter their name, too.

  5. Enter your password to confirm the change.

  6. Click Transfer store ownership.

View login history

As the store owner or staff with the Edit permissions permission, you can review the login history of any staff. Staff can review their individual login histories as well.

You should review staff login histories periodically to check that there hasn't been access from unknown ISPs, locations, or IP addresses. This could be a sign that the account has been compromised.

Steps:

  1. From your Shopify admin, click Settings, and then click Users and permissions.

  2. Click the staff's name.

In the Recent login history section, you can review the five most recent login sessions and the following information about each session:

  • Date
  • IP address
  • ISP (internet service provider)
  • Staff location at login
  • Web browser and operating system version (you can review this by hovering over the information symbol).

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