Choosing staff permissions for different staff members

The types of permissions that you grant varies based on the needs of your staff members. Here are some examples of typical positions within a business, and the permissions that might be granted to the staff members holding that position. You can use these examples to help you choose permissions for your staff members.

Basic staff member permissions

This account type is likely to vary, depending on your business's needs. It's important that you decide what you want your staff members to do. For example, is your staff member doing maintenance, or are they managing your store?

You should give your staff members their own account if they use the Shopify admin frequently. If your staff members need to contact Shopify Support for help, then having their own account indicates what permissions they have in your store, and allow them to get assistance based on the permissions you've provided. Your staff members need their own account for Shopify Support to log into your store while providing help.

For example, for a staff member primarily concerned with updating your online store, you might provide access to the following permissions:

  • Products
  • Settings
  • Themes
  • Blog posts and pages
  • Navigation

If you're setting up permissions for a staff member that does sales, you might instead give them permissions such as:

  • Orders
  • Draft orders
  • Gift cards
  • Customers
  • Blog posts and pages

Staff member permissions on the Shopify app

Your staff members can log in to the Shopify app using their own Shopify credentials. If a staff member has limited permissions, then they can view only the areas of the Shopify app that they have the permissions for. For example, if they don't have permission to view the Home page of the Shopify admin, then the Home button won't appear in the Shopify app.

To see the Orders screen, staff need more than just permission to view the Orders page of the Shopify admin. The permissions that staff need to view the Orders screen are:

  • Orders
  • Products

Staff members who don't have the above permissions in the Shopify admin won't be able to view the Orders screen when they log in to the Shopify app.

Managing sales channels on the Shopify app

If a staff member needs to make changes to parts of the online store on the Shopify app, then they need more than the relevant online store permissions. To make changes within a sales channel, staff members need the Home, Reports, and Apps permissions in addition to the permissions for the specific task. For example, the permissions that staff need to create and edit blog posts are:

  • Home
  • Reports
  • Apps
  • Blog posts and pages

Staff members who don't have the above permissions in the Shopify admin won't be able to view the Blog screen when they log in to the Shopify app.

Developer permissions

This is an example of of the types of permissions you could allow if you have somebody designing or setting up your store, such as a developer or a collaborator:

  • Orders
  • Products
  • Themes
  • Blog posts and pages
  • Navigation
  • Domains

In general, this account type shouldn't have access to account details or anything to do with the store's finances (for example, Home, Settings, or Reports). The developer or designer would need access to places where there is coding (for example, Navigation, Themes, and Blog Posts and Pages). If the developer needs to test a payment provider, then they would also need access to Orders.

The developer might need an app at some point, but it might be best that they contact you to ask for those permissions so that you don't get billed for the app without knowing. For the same reasons, it might be better for the developer to ask for permission to access Gift cards.

Accountant permissions

As an example of the permissions that an accountant might need, consider providing full permissions so that your staff member can access the information they'll need (including Orders, Reports, and access to Shopify Payments).

Shopify Plus staff member permissions

Export permissions

In Shopify Plus stores, the ability to export content is separate from the object's permission.

This means that in Shopify Plus stores you can give staff members access to customers, products, orders, and draft orders without giving them export permissions. For example, if you give your customer service representative, Louis, the Orders permission (but not the Export orders permission), then he can't export orders.

App and channel access

In Shopify Plus stores, you can control which individual apps and channels can be accessed by your staff members. You can change these settings in the App and channel access section.

Each level of access allows your staff to have a different level of control over your store's apps and channels:

Staff access to apps and channels
Access level Description
All apps and channels Access all apps and channels installed in the store. Staff members automatically get access to newly installed apps. Staff members can install or remove apps and channels, if they have the necessary permissions. For example, if an app needs access to orders, then your staff member needs the Orders permission to install the app. Regardless of access level, only the store owner can approve financial charges related to apps.
Selected apps and channels Access only apps the staff member has permissions for. Newly installed apps aren't accessible to staff members until you have granted access. Staff members can't install or remove apps or channels. Only apps the staff member has access to are visible in the Shopify admin. All channels are visible, but only those channels the staff member has access to are accessible in the Shopify admin.

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