In the world of e-commerce, running a successful online store requires not only a great product and a user-friendly website but also a skilled and motivated team behind the scenes. As an entrepreneur on Shopify, you have the exciting opportunity to build and manage a dedicated staff to support your business’s growth and success.
“Managing Staff on Shopify” is a comprehensive guide designed to equip you with the knowledge and tools needed to effectively lead and nurture your team. From hiring the right talent to fostering a positive work environment, this guide will walk you through the essential aspects of staff management, empowering you to maximize productivity and build a cohesive workforce.
You can add team members to your store, enabling them to perform tasks within your Shopify admin. To manage what your staff can access and do in both Shopify admin and Shopify POS, you have the ability to grant specific permissions. The number of staff members you can add, apart from the store owner, depends on the pricing plan you’ve selected.
When initially adding staff, they won’t have any permissions by default, and you’ll need to assign permissions to them individually. Keep in mind that certain actions are exclusive to the store owner and cannot be granted to staff members. As a precautionary measure, it is recommended to create only one staff login per team member for security purposes.
Why we used “Managing Staff on Shopify”?
“Managing Staff on Shopify” is a critical aspect of running an efficient and successful online store. It involves creating and overseeing staff accounts, granting appropriate permissions, and delegating specific tasks to team members within the Shopify platform. The primary reasons for using “Managing Staff on Shopify” are as follows:
1. Delegating Responsibilities:
As a store owner or administrator, you may have numerous tasks to handle, and managing them all alone can be overwhelming. By adding staff accounts, you can delegate various responsibilities to different team members, allowing you to focus on core business operations and strategic decisions.
2. Enhanced Efficiency:
With staff accounts, your team members can access the Shopify admin separately, enabling them to work on different aspects of the store simultaneously. This collaborative approach enhances productivity and helps complete tasks more efficiently.
3. Customized Access:
Shopify provides the option to assign specific permissions to staff accounts. You can control what each staff member can view and do within the Shopify admin or Shopify POS. This feature ensures that sensitive data and critical operations remain secure and limited to authorized personnel.
4. Improved Security:
By providing separate login credentials for each staff member, you reduce the risk of unauthorized access to your Shopify store. This segregation of access helps maintain data integrity and protects your store from potential security breaches.
5. Accountability:
When each staff member has their own login, it becomes easier to track their activities and performance. This accountability fosters a sense of responsibility among team members, leading to increased dedication and ownership of assigned tasks.
6. Streamlined Workflow:
Managing staff accounts allows for better organization and coordination within your team. With designated roles and permissions, team members can seamlessly collaborate, ensuring a smooth workflow and avoiding confusion.
7. Scalability:
As your business grows, you may need to expand your team to meet the demands of your increasing customer base. Shopify’s staff management feature makes it effortless to add new team members and adjust their permissions as needed, making the scaling process more manageable.
How to Add Staff on Shopify Store?
1. From your Shopify admin, click Settings > Users and permissions.
2. Click Add staff.
3. Enter the staff members’s full name as it is displayed on any government-issued ID, and their email address.
4. Do either of the following:
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- Select which permissions you want to give the staff member.
- To give the staff member all available permissions, select Select all.
5. Click Send invite.
How to Create staff on Shopify Store?
Creating staff accounts on your Shopify store is a straightforward process that allows you to add team members with unique login credentials. Here’s a step-by-step guide on how to do it, Follow these Step:
1. In the invitation email, click Create staff, and then click accept invite.
2. Optional: To create a Shopify ID, enter the following information:
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- email address
- first name and last name
- phone number (optional)
- password
3. Click Create account.
How to Give Shopify POS permissions on Shopify?
To give Shopify POS (Point of Sale) permissions on your Shopify store, Follow these Step:
1: Log in to your Shopify account using your store’s owner credentials. Once logged in, you’ll be directed to the Shopify admin dashboard.
2: Access Staff Accounts Section In the Shopify admin dashboard, locate and click on the “Settings” tab, which is typically found on the lower left-hand side of the screen. From the “Settings” menu, select “Plan and permissions.“
3: Navigate to Staff Accounts Under the “Plan and permissions” section, you’ll find the “Staff accounts” option. Click on “Staff accounts” to access the staff management page.
4: Choose the Staff Account On the “Staff accounts” page, you will see a list of existing staff accounts that you’ve previously created. Find the staff account to which you want to grant Shopify POS permissions and click on their name to access their details.
5: Edit Staff Account Once you’re on the staff account details page, click the “Edit” button or the “Permissions” tab to modify the staff account’s access settings.
6: Set Shopify POS Permissions In the staff account permissions section, you’ll see various checkboxes corresponding to different areas of access within Shopify POS. Depending on the staff member’s role and responsibilities, select the checkboxes that grant them the necessary permissions to use Shopify POS.
Common Shopify POS permissions may include:
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- Access to the Shopify POS app on mobile devices or iPads.
- Ability to process orders, accept payments, and issue refunds in-person through Shopify POS.
- Access to view and manage inventory levels in the POS system.
- Permission to apply discounts, create customer profiles, and access reports related to in-person sales.
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7: Save Changes After selecting the appropriate Shopify POS permissions for the staff account, click the “Save” or “Save changes” button to apply the modifications.
8: Verify Shopify POS Access To ensure that the staff member can use Shopify POS with the newly granted permissions, have them log in to the Shopify POS app on their device using their assigned staff account credentials. They should now have access to the specific features and functions based on the permissions you’ve set for them.
How to “Manage staff” permission on shopify?
To manage staff permissions on Shopify and control what actions your team members can perform within your online store, follow these steps:
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 only edit the details for your own account.
1. Edit staff permissions
You need to be the store owner or have the Edit permissions permission to edit other staff members’ permissions. Which permissions you can edit for other staff members depends on which permissions you have. You might not be able to edit staff permissions in some cases. Follow these Step:
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- From your Shopify admin, go to Settings > Users and permissions.
- Click the staff member’s name.
- Do any of the following:
- Select the permissions that you want to give to the staff member.
- Clear the permissions that you want to remove.
- To give the staff member all available permissions, select Select all.
- Click Save.
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2. Update staff details:
You can always make changes to your own login to update your account details, Follow these Step:
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- From your Shopify admin, click your username and account picture.
- Click Manage account.
- Update your account details.
- Click Save.
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How to “Revoke staff device permissions” on shopify?
To revoke staff device permissions on Shopify and remove a staff member’s access to Shopify POS on a specific device, Follow these steps:
- From your Shopify admin, click Settings > Users and permissions.
- Click the staff member’s name.
- Click Revoke Access next to the device or application.
- Click Revoke to confirm.
Your staff can’t access your store using that device without logging in again.
Why “Deactivate or reactivate staff member’s account” on shopify?
“Deactivate or reactivate a staff member’s account” on Shopify is an essential feature that allows store owners or administrators to control access and manage staff members effectively. This functionality serves several important purposes:
1. Employee Onboarding and Offboarding:
When a new team member joins your business, you can create a staff account and activate it to grant them access to Shopify. Conversely, when an employee leaves the company or no longer requires access, you can deactivate their account to ensure they can no longer log in or access sensitive data.
2. Temporary Leaves:
In cases where a staff member goes on leave, you may want to temporarily deactivate their account to maintain data security during their absence. Reactivating the account upon their return allows them to resume their tasks seamlessly.
3. Security and Access Control:
By deactivating a staff account, you prevent unauthorized access to your Shopify store. This feature is particularly crucial for accounts that are not in use or for former employees who should no longer have access to your store’s sensitive information.
4. Staff Management:
Deactivating staff accounts provides a way to manage your team effectively. You can control the number of active staff members and ensure that only authorized individuals can interact with your store’s backend.
5. Flexibility and Efficiency:
The ability to deactivate and reactivate staff accounts offers flexibility in managing your team. You can easily adjust access permissions as needed, making it a dynamic solution for workforce changes.
6. Compliance and Data Protection:
In some industries or regions, compliance regulations require strict access control. Deactivating staff accounts for individuals who don’t need access aligns with data protection and security best practices.
7. Preventing Unauthorized Access:
In situations where staff members have their access revoked due to policy violations or other reasons, deactivating their account helps prevent potential misuse of resources or confidential information.
8. Follow these steps:
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- From your Shopify admin, click Settings > Users and permissions.
- Click the staff member’s name.
- Click Suspend access.
- Click Suspend.
How to remove “Remove a staff member’s account from your store”?
To remove a staff member’s account from your Shopify store and revoke their access, Follow these steps:
1: Log in to Shopify Admin Visit the Shopify website (www.shopify.com) and log in to your Shopify account using your store’s owner credentials. After logging in, you’ll be directed to the Shopify admin dashboard.
2: Access Staff Accounts Section In the Shopify admin dashboard, locate and click on the “Settings” tab, typically found on the lower left-hand side of the screen. From the “Settings” menu, select “Plan and permissions.“
3: Navigate to Staff Accounts Under the “Plan and permissions” section, you’ll find the “Staff accounts” option. Click on “Staff accounts” to access the staff management page.
4: Choose the Staff Account to Remove On the “Staff accounts” page, you’ll see a list of existing staff accounts that you’ve previously created. Find the staff account that you want to remove and click on their name to access their details.
5: Delete the Staff Account Once you’re on the staff account details page, scroll down to the bottom of the page. You’ll find the “Delete staff account” option. Click on this option to remove the staff member’s account from your Shopify store.
6: Confirm Deletion A confirmation prompt will appear, asking you to confirm the removal of the staff account. Shopify will also inform you that this action is permanent and cannot be undone. Carefully review the information to ensure that you’re deleting the correct staff account, and then click “Delete” to proceed.
7: Staff Account Removed After confirming the deletion, the staff member’s account will be removed from your Shopify store immediately. They will no longer have access to log in or perform any actions within your store’s backend.
8: Verify the Staff Account Removal To ensure that the staff account has been successfully removed, you can go back to the “Staff accounts” page in your Shopify admin and confirm that the account is no longer listed.
How to “Remove a collaborator account” on shopify?
As of my last update in September 2021, Shopify introduced the Collaborator feature, which allowed you to add external collaborators to your store. However, starting August 2022, Shopify removed the Collaborator feature and replaced it with the “Partner Collaborator” feature.
If you want to remove a Partner Collaborator from your Shopify store:
Follow these steps:
1: Log in to your Shopify account using your store’s owner credentials. After logging in, you’ll be directed to the Shopify admin dashboard.
2: Access Partner Dashboard Once logged in, click on the “Apps” tab on the left-hand side of the Shopify admin dashboard. From the drop-down menu, select “Partner Dashboard.“
3: Navigate to Collaborators In the Partner Dashboard, click on the “Collaborators” tab on the left-hand side of the screen. Here, you’ll see a list of all the Partner Collaborators associated with your store.
4: Remove a Collaborator Find the collaborator you want to remove from the list, and click on their name to access their details. In the collaborator’s details page, you should see an option to “Remove collaborator” or a similar button. Click on this button to initiate the removal process.
5: Confirm Removal A confirmation prompt will appear, asking you to confirm the removal of the collaborator. Review the information to ensure you’re removing the correct collaborator, and then click “Remove” to proceed.
6: Collaborator Account Removed After confirming the removal, the collaborator’s account will be removed from your Shopify store, and they will no longer have access to your store’s data and settings.
How to “Transfer store ownership” on Shopfiy?
To transfer store ownership on Shopify Follow these steps:
1: Log in to your Shopify account using your current store owner credentials. After logging in, you’ll be directed to the Shopify admin dashboard.
2: Access Settings In the Shopify admin dashboard, locate and click on the “Settings” tab, typically found on the lower left-hand side of the screen. From the “Settings” menu, select “Account.”
3: Choose Add Collaborator Scroll down to the “Store settings” section on the “Account” page. Under “Store collaborators,” click on the “Add collaborator” button.
4: Enter New Owner’s Email A pop-up window will appear, asking you to enter the email address of the person you want to transfer ownership to. Make sure to enter the correct email address, as this is where the ownership transfer request will be sent.
5: Select Owner Role After entering the email address, select the role you want to assign to the new owner. To transfer full ownership, choose the “Owner” role from the drop-down menu.
6: Send Transfer Request Once you’ve selected the role, click the “Send invite” button to send the ownership transfer request to the specified email address.
7: New Owner Accepts the Request The person you’ve invited to become the new owner will receive an email with a link to accept the ownership transfer request. They need to click on the link and log in to their existing Shopify account or create a new one if they don’t have an account yet.
8: Confirm Ownership Transfer Once the new owner has accepted the transfer request, they will be prompted to confirm the ownership transfer. They may need to provide additional information and agree to the terms and conditions.
9: Ownership Transferred After confirming the transfer, ownership of the Shopify store will be transferred to the new owner. They will have full control and access to the store’s settings, products, orders, and other aspects of the Shopify admin.
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