How to Grant Shopify Staff Access: A Step-by-Step Guide

Running an online store often means you’ll need extra hands to manage daily operations like processing orders, updating product listings, or handling customer inquiries.

Shopify makes it simple to bring team members on board by allowing you to grant staff access with specific permissions. Setting up staff access improves workflow, helps you track individual contributions and makes collaboration more organized and accountable while keeping sensitive information secure.

So, in this blog, we are going to discuss how you can grant shopify staff access. We also cover common troubleshooting tips used by Shopify experts to manage Shopify permissions.

Understanding Shopify Staff Accounts

Shopify staff accounts allow you to manage and assign different roles and permissions to people who help you run your store. These accounts help ensure that only the right people have access to certain parts of your store. Let’s break down the key elements of Shopify staff accounts:

1. Staff Roles and Permissions

Each staff member in your Shopify store has a specific role. This role determines what parts of your store they can access.

• Staff Account Owners: This is the highest level of access. The owner can do anything, from managing products to changing settings. There can only be one store owner.
• Staff Members: These are your regular employees who can help with daily tasks. They can be given different levels of access to manage orders, products, etc.
• Limited Staff: A limited staff member has restricted access. For example, they might only be able to view orders, but not edit products or change store settings.

2. User Permissions

Each role comes with specific permissions. Permissions tell what a staff member can do in different areas of your store.

• Orders: Staff with access to orders can view, edit, and manage customer orders.
• Products: Staff with this permission can add or change products in your store.
• Customers: This permission allows staff to view and manage customer details and information.
• Settings: Staff with settings permissions can make changes to the overall store settings (e.g., taxes, shipping, and payment options).
• Apps: If staff have this permission, they can install, manage, or configure apps for your store.
• Reports: This allows staff to view and analyze reports, such as sales or traffic data.

3. Shopify Accountant Access

Shopify offers special access for accountants. This role allows the accountant to view financial information like sales and taxes without giving them access to other parts of the store. It’s perfect for managing finances while keeping other store areas secure.

In short, Shopify staff accounts allow you to assign different levels of access, ensuring everyone can do their job without compromising your store’s security.

Step-by-Step Guide to Grant Staff Access in Shopify

Adding staff members to your Shopify store is a straightforward process that allows you to share responsibilities while maintaining control over sensitive areas of your business. Whether you’re bringing on new employees, contractors, or collaborators, Shopify provides easy tools to set up access with just a few clicks.

By following these simple steps, you can ensure your team has the right permissions to help manage the store effectively without compromising security.

• Log into Your Shopify Admin: Go to your Shopify admin dashboard by logging in at shopify.com.
• Navigate to Settings: On the bottom left of your admin dashboard, click on Settings.
• Select Users and Permissions: In the Settings menu, select Users and permissions.
• Add Staff Member: Click on the Add staff button.
• Enter Staff Details: Fill in the staff member’s first name, last name, and email address. This is where their invitation will be sent.
• Set Permissions: Choose the permissions you want to grant. You can allow access to specific areas like orders, products, reports, or apps. For full access, select Full permissions.
• Send Invite: Once permissions are set, click Send invite. The staff member will receive an email with instructions to accept the invitation and set up their account.
• Confirmation: After the staff member accepts the invitation, they will appear in your staff list under Users and permissions.

Once your staff members are added and their permissions are set, you’ll have a more organized way to manage tasks and workflows. Regularly reviewing and adjusting these permissions as your team grows will help keep your store running smoothly, ensuring everyone has access to exactly what they need-nothing more, nothing less.

Keeping the things managed in the right way can be achieved with the help of a shopify expert. Because having the right permissions and accessibility to store is the most important concern for shopify store owners.

Why Grant Staff Access in Shopify?

As your Shopify store grows, handling every task on your own can become overwhelming. Whether it’s managing inventory, processing orders, or updating product listings, having a team to share responsibilities makes a big difference.

Granting staff access allows you to assign specific roles and permissions, giving your team the tools they need to contribute without exposing sensitive information.

Granting staff access enables you to:

1. Delegate Tasks: Assign responsibilities like managing orders, updating products, or handling customer service.
2. Control Permissions: Restrict or allow access to specific sections of the admin to protect sensitive information.
3. Improve Collaboration: Facilitate teamwork by giving different team members access to the tools they need.
4. Track Activity: Monitor changes made by different staff members for accountability and transparency.

By granting staff access, you create a more efficient and secure environment for your business. It not only helps distribute the workload but also keeps your operations organized and transparent.

How to Manage Staff Permissions in Shopify

Once you’ve granted staff access to your Shopify store, it’s important to regularly manage and update their permissions to ensure smooth operations and maintain security. Shopify allows you to easily adjust, remove, or transfer permissions based on your business needs.

Here’s how to effectively manage staff permissions:

Edit Permissions
If a staff member’s role changes or they need additional access, you can modify their permissions anytime.

• Go to Settings > Users and permissions in your Shopify admin.
• Click on the staff member’s name to view their current permissions.
• Check or uncheck the specific permissions you want to add or remove.
• Save the changes, and the updated access will take effect immediately.

Remove Staff Access
When an employee leaves the company or no longer requires access to your Shopify store, it’s crucial to remove their account to protect sensitive information.

• Navigate to Settings > Users and permissions.
• Select the staff member’s profile.
• Click Remove staff account and confirm the action. This immediately revokes their access, ensuring your store remains secure.

Transfer Store Ownership
If you’re the store owner and need to hand over control to another person (like a new manager or business partner), Shopify allows you to transfer ownership.

• Only the current store owner can transfer ownership.
• Go to Settings > Users and permissions.
• Choose the staff member you want to make the new owner and click Transfer ownership.
• Follow the prompts to complete the process. After the transfer, the new owner will have full control over the store, including billing and account settings.

Monitor Staff Activity

• Shopify logs changes made by staff members in the activity log, which helps you track updates and ensure accountability.
• You can view activity logs under Settings > Users and permissions by clicking on a staff member’s profile.
• This feature lets you see actions like product updates, order changes, or app installations.

Regularly reviewing staff permissions helps keep your Shopify store secure and ensures that each team member only has access to the tools they need. By staying on top of permission management, you can foster efficient collaboration while safeguarding sensitive business information.

Troubleshooting Common Issues for Staff Access in Shopify

Even with Shopify’s user-friendly interface, you might encounter occasional issues when granting or managing staff access. From missing invitation emails to permission errors, these hiccups can disrupt workflow if not addressed quickly.

Learning about common problems and knowing how to troubleshoot them can save time and ensure your team stays productive.

Here’s a look at the most frequent issues and how to resolve them.

1. Invitation Not Received: Ask the staff member to check their spam or junk folder. If the issue persists, resend the invitation.
2. Permission Errors: Ensure the correct permissions are assigned if staff can’t access specific sections.
3. Account Access Issues: If staff members face login issues, they can reset their password using the “Forgot password” option.

Staying proactive by regularly reviewing permissions and ensuring staff follow best practices can prevent many of these problems. If issues persist, Shopify’s support team is always available to provide additional help, ensuring your store runs smoothly and your team stays connected.

FAQs Shopify Staff Access

Let’s Conclude

Granting staff access in Shopify is a simple yet powerful way to streamline your store’s operations and foster better collaboration within your team. By setting specific permissions, you can ensure that each team member has access to the tools they need without exposing sensitive information.

Regularly reviewing and updating these permissions helps maintain security as your business grows and evolves. Following best practices, staying aware of common issues, and using Shopify’s built-in tools for monitoring activity will keep your store running efficiently.

Working with the right approach and guidance of an experienced shopify professional, you can confidently delegate tasks, improve productivity, and focus on scaling your business.