Staff admin accounts

When you have several people accessing your Shopify admin, it is a good idea to have separate accounts for each of them. That way, you can set staff account permissions and let other people access to your Shopify admin without giving them access to sensitive information.

Note

The number of staff accounts available is determined by your Shopify pricing plan:

  • Basic Shopify includes 2 staff accounts
  • Shopify includes 5 staff accounts
  • Advanced Shopify includes 15 staff accounts.

Having individual staff accounts can also help you keep track of recent changes and events on your store's Timeline.

Note

Only the account owner can create and delete staff accounts. Users with full admin access can modify other staff accounts, and create POS staff PINs. Staff members cannot edit the store owner's account. The account owner also has additional access to billing information and subscription changes.

Creating a staff account

Staff members can access their accounts with their own passwords and set their account details independently of the account owner. After you create a staff account, you can also set permissions and control what parts of the admin the staff member can access.

Did you know?

For Shopify POS, you can create POS staff PINs that do not give staff access to your Shopify admin. Staff accounts created in your Shopify admin must have full access to be used to log in to Shopify POS as well as your Shopify admin.

Add a new staff account

As the account owner, you can add accounts for your staff members.

To add a new staff account:

  1. Log in as the account owner.

  2. From your Shopify admin, click Settings, then click Account.

  3. In the Staff members section, click Add a staff member:

    Add staff member
  4. Enter a first name, last name, and email address for the new staff member:

    New staff info
  5. Click Send invite.

An email invitation to create an account will be sent to the new staff member.

When your staff member receives an email invitation to open a staff account for a Shopify store, they must:

  1. Click the link in the invitation email to accept the invitation.

  2. On the staff account setup page, complete the form with their information:

    • Email address
    • First and last names
    • Phone number (optional)
    • Password or OpenID (if the store owner has enabled a login service)
    Create staff ac dialog
  3. Click Create account to complete the account setup.

The staff member can now log in to the Shopify admin using their email address and password, or OpenID. They can also edit the details for their account at any time.

Setting staff account permissions

After you invite a new staff member to set up an account, you can immediately set or change the features that they have permission to access.

Note

Staff members with access to Settings can modify the permissions of other staff members.

The scenarios in which you might want to set staff permissions can vary from merchant to merchant. Some examples for setting staff permissions include:

  • if you don't want staff members to see any of your sales information (for example, sales by month or sales by staff) on the Reports page
  • if you don't want staff members to access any sensitive apps that might affect your business (for example, the Bulk Discounts app) on the Apps page
  • if you don't want staff members to change any of your general store settings (for example, your store address or your credit card information) on the Settings page.

Note

When you restrict a staff member from a section of the admin, they will still see it in the sidebar of the admin, but they won't be able to click or view any part of that section. For example, if you restrict a staff member from accessing your Settings page, then you also restrict them from accessing the shipping and the tax settings.

To set staff account permissions:

  1. From your Shopify admin, click Settings, then click Account.

  2. In the Staff members section, click a staff member's name to open the account details:

    Staff members
  3. In the Admin Access section, click the checkbox to Limit admin access for the staff member:

    Limit admin access1
  4. By default, all new staff members have full access to all admin features. You can uncheck features to limit staff access to them:

    Limit admin access2
  5. Click Save to confirm your changes.

Editing a staff account

For every staff account that you create you can edit the account details, add a picture to the account, and set up a third party login service to make sure the account remains secure.

Update staff account details

After you create a staff account, you can go back and update it if you need to. Staff members can also edit account details, both for their own accounts and other staff members.

Note

The account owner can change details, including email addresses and passwords, for all staff accounts. Users with full access can make changes, excluding email addresses and passwords, to all staff accounts except the account owner. Staff members with limited access can edit the details only for their own account.

To edit staff account details:

  1. Log in as the account owner or as a staff member with full permissions.

  2. From your Shopify admin, click Settings, then click Account.

  3. In the Staff members section, click the name of the user you want to edit:

    View user account
  4. Update the staff account details.

  5. Click Save.

Set a staff account picture

You can let staff members use their own images for their staff accounts instead of the default. Staff members can also create a Gravatar account with their account emails and use that as their account picture.

To add a staff account picture:

  1. From your Shopify admin, click Settings, then click Account.

  2. In the Staff members section, click the name of the user you want to edit:

    View user account
  3. In the Account information section, click Upload a profile photo to pick an image for the staff account.

  4. After you've uploaded an image, click Save.

Add login services

You can enable staff to sign in using a third-party login service instead of using their Shopify login credentials:

Sign in with google

To add a login service:

  1. Log in as the account owner.

  2. From your Shopify admin, click Settings, then click Account.

  3. In the Login Services section, click edit to configure a login service:

    Allow google apps
  4. Click the checkbox to enable the login service, and enter the required details:

    Google apps domain
  5. Click Save.

Viewing staff account login history

As the Shopify account owner or a user with full access, you can see the login history of any member of staff. Staff members can see 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.

To see staff login history:

  1. From your Shopify admin, click Settings, then click Account.

  2. In the Staff members section, click the name of the staff member you want to view.

  3. In the Recent login history section, the five most recent login sessions are displayed and information about each session:

    • Date
    • IP address
    • ISP (Internet Service Provider)
    • Staff member's location at login
    • Web browser and operating system version (you can see this by hovering over the information symbol).
Staff history 1

Forcing a staff logout

If you're the account owner or a staff member with full admin access, then you can force a logout of all logged-in staff members at any time. You can also do so for devices if your staff members use an iPhone or other hardware to access your store.

Log out a staff account

When you force a staff account logout, the staff member will have to re-enter their login credentials to access your store again.

To force a staff account logout:

  1. Log in as the account owner.

  2. From your Shopify admin, click Settings, then click Account.

  3. In the Staff members section, click Expire User Sessions:

    Expire user sessions
  4. Click Yes to confirm that you want to log out all other logged-in staff members:

    Expire confirm

Revoke staff device permissions

If your staff members are using a device for your Shopify store (for example, Shopify Mobile or Shopify POS), then you can force a logout and require the staff member to log in again. This can be helpful if the device is lost and you want to prevent unknown users from accessing your store.

To revoke a staff member's device permissions:

  1. Log in as the account owner.

  2. From your Shopify admin, click Settings, then click Account.

  3. In the Staff Members section, click the staff member's name:

    Click on staff name
  4. In the Device permissions section, click Revoke Permissions next to the appropriate device:

    Revoke permissions
  5. In the confirmation dialog, click Delete to confirm:

    Revoke permissions confirm

Removing a staff account

As the Shopify account owner, you can remove a staff account.

To remove a staff account:

  1. Log in as the account owner.

  2. From your Shopify admin, click Settings, then click Account.

  3. In the Staff Members section, click the trash can icon next to the staff member you want to remove:

    Delete staff member
  4. In the confirmation dialog, click Delete:

    Confirm delete staff

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