Setting staff account permissions

It's important to create staff accounts for other people that are accessing your Shopify admin. With staff accounts, you can set staff account permissions to limit what sections of your Shopify admin your staff has access to, helping to make sure your personal information remains secure.

The reasons for using staff permissions will be different for each store. For example, you might want to use staff permissions:

  • 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.

All available staff permissions

Whether you are creating a new staff account or updating an existing one, you can set staff account permissions from your Shopify admin.

Tip

Not sure which staff account permissions to set? Take a look at some examples.

Each type of staff account permission gives your staff access to a different part of your Shopify admin:

Permission Description
General
Home Access to information on the Home page including sales information.
Orders Access to all order information.
Customers Access to view the customer database, and the ability to create, modify, and delete customers.
Discounts Access to view and create discounts.
Products, Inventory, & Collections Access to view, create, and modify products. Access to inventory and inventory management. Access to view, create, and modify collections
Gift cards Access to view and create gift cards.
Reports Access to all available reports. At this time, you can't select specific reports that staff members can and can't access.
Configuration
Applications Access to view and click on applications. Only the account owner can approve application charges.
Settings Access to view the settings sections for General, Payments (everything except banking details), Checkout, Shipping, Taxes, Gift cards, Notifications, Files, Sales Channels, and Account (the Account overview section and the Staff accounts section). Only the account owner can view billing information or make changes to the store's subscription or banking information.
Domains Access to view and modify domain information.
Sales Channels
Overview Access to an overview of what sales channels have been added to the store.
Blog Posts & Pages Access to create, modify, and delete blog posts and pages.
Navigation Access to create, modify, and delete navigation buttons.
Themes Access to change and modify the theme that the store is using.
Locations Access to create, modify, and delete POS locations.
Order Creation Access to create, modify, and delete custom created orders.

Example staff account permissions

The types of staff accounts that you can create will vary based on your needs, but here are a few examples of accounts and the restrictions that you can apply to them.

Note

These are generic examples of what staff account permissions might look like. Permissions will vary from merchant to merchant depending on your specific needs.

Developer permissions

This is an example of an account you would create if you have somebody designing or setting up your store. In general, this account type shouldn't have access to the 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 & Pages). If the developer needs to test a payment gateway, 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.

These are the types of access permissions that you might give a developer:

Developer permissions

Accountant permissions

This is an example of an account you would create for somebody who might be looking after your finances and accounting. In general, this account needs access to financial, sales, and tax information. It wouldn't need to access Themes or anything to do with the design of the store.

You might want to keep Settings accessible in case the accountant needs to view how taxes or Shopify Payments are configured. You might also want to keep Customers accessible in case the accountant needs to review something in a certain location (for example, for tax regulations that differ by region).

These are the types of access permissions that you might give an accountant:

Accountant permissions

Basic staff member permissions

This account type is likely to vary because each merchant is different. It's important that you decide what you want your staff members to do. For example, is the staff member doing maintenance, or is the staff member managing your store?

It's very important to give staff members their own accounts because when they contact Shopify Support, that's what tells Shopify what each user can do in your store — we won't give them any permissions unless you do it yourself as the account owner. Staff members would also need to authenticate in order for Shopify Support to be able to log in to your store's admin.

These are the types of access permissions that you might give a staff member:

Staff member permissions

Set staff account permissions

After you invite a new staff member to set up an account, you can immediately set or change the areas of the admin that they have permission to access. By default, the staff member is set to have full permissions and access to the admin when you create a new account.

Note

Staff members with Full permissions can modify the permissions of other staff members.

There are a few differences between staff members with full permission and the account owner's permissions. For example, staff members can not:

  • download paid themes or apps
  • delete the account owner's account
  • modify billing or subscription information.

To set staff account permissions:

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

    Click staff member name
  2. In the Admin Access section, uncheck the checkbox next to Staff member has full permissions:

    Click limit admin access checkbox
  3. Click on the checkboxes next to the areas of the admin that you want your staff member to have access to:

    Admin access
  4. Click Save to confirm your changes.

The staff account will have these permissions applied to it now.

Revoke staff member device permissions

If your staff members are using a device or an application 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 application permissions:

  1. Log in as the account owner.

  1. In the Staff members section, click the staff member's name:

    Click staff member name
  2. In the Applications section, click Revoke Access next to the appropriate device or application:

    Click revoke access
  3. In the confirmation dialog, click Revoke to confirm:

    Click revoke

This staff member will no longer be able to access your store using that device.

Choose a new account owner

You can choose another staff member to be the account owner for your Shopify store.

Caution

Your store can have only one account owner at a time, and only the account owner can have full access to every part of the Shopify admin and manage the account details and billing. If you choose another staff member to be the account owner, then you will lose this unrestricted access and will no longer be able to change the account owner.

To choose a new account owner:

  1. Log in as the Shopify store account owner.

  1. In the Staff members section, click the name of the person that you want to be the new account owner:

    Click staff member name
  2. In the Admin Access section, click Make staff member the account owner:

    Click make staff member account owner
  3. In the confirmation dialog, click Yes, transfer ownership to complete the change of account ownership:

    Click yes to confirm ownership transfer

Now only the new owner will be able to change the account owner again.

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