How to Add Staff on Shopify

Table of Contents

1. Introduction
2. Understanding Shopify Plans and Staff Account Limits
3. Steps to Add Staff on Shopify
4. Managing Staff Permissions
5. Removing and Deactivating Staff Accounts
6. Special Considerations for Shopify Plus Users
7. Best Practices for Efficient Team Management
8. Conclusion
9. FAQ

Introduction

Imagine you’ve just launched your online store on Shopify. Business is booming, and you realize it's time to bring in some help. Adding staff to your Shopify store can dramatically boost efficiency and allow your team to focus on their strengths. However, this seemingly straightforward task can sometimes be confusing, especially with Shopify’s varying plans and features.

In this comprehensive guide, we’ll explore step-by-step how to add staff to your Shopify store. We'll discuss the permissions you can assign, considerations for security, and tips for managing your team effectively. Whether you're on the Basic Shopify plan or the advanced Shopify Plus, this guide will walk you through the entire process.

Understanding Shopify Plans and Staff Account Limits

Before we delve into the steps to add staff to your store, it’s essential to understand your Shopify plan’s specific permissions and limitations.

Basic Shopify vs. Shopify and Advanced Plans

• Basic Shopify: This plan no longer includes the ability to add staff accounts. Upgrading to a higher plan such as Shopify, Advanced Shopify, or Shopify Plus is required to gain this functionality.
• Shopify Plan and Higher: These plans support adding multiple staff accounts. The number of accounts you can add varies by plan level—Shopify supports up to five accounts, Advanced Shopify supports up to 15, and Shopify Plus provides more flexibility.

Your plan's restrictions will define how many team members you can add and what features they can access. Knowing your subscription details helps tailor your management approach.

Steps to Add Staff on Shopify

Adding a staff member on Shopify is straightforward but varies slightly depending on the permissions needed. Here’s a basic overview of the process.

1. Log into Your Admin Account

First, log in to your Shopify admin panel with the store owner’s credentials or an account with ‘Edit permissions’ and ‘Add and remove staff’ permissions.

2. Access the Users and Permissions Section

Navigate to Settings > Users and Permissions within the Shopify admin panel.

3. Add Staff

• Click on the Add staff button.
• Enter the staff member’s information including their first name, last name, and email address.
• Choose the permissions you want to grant. Shopify allows you to assign specific permissions, ensuring staff members have access only to the necessary parts of your store.

4. Send Invitation

Once you’ve entered the necessary information and set the desired permissions, click Send invite. The staff member will receive an email invitation to join the Shopify store. They need to accept this invitation within seven days for it to be valid.

5. Invitation Acceptance

Upon accepting the invitation, the staff member will be prompted to create their login details and complete the setup of their account.

Important Note: Role-based permissions live in the staff member’s account. Make sure to define the roles accurately to avoid unauthorized access.

Managing Staff Permissions

Customizing Permissions

Permissions determine what areas of the Shopify admin a staff account can access. Here’s how to customize them:

• Admin Permissions: These include access to product management, order processing, customer information, etc. Use these permissions wisely to maintain control over sensitive data.
• Point of Sale (POS): Staff can also be given permissions specific to the POS system, pivotal if you’re operating a physical storefront.

Steps to Edit Permissions

To edit a staff member’s permissions:

• Go to Settings > Users and Permissions.
• Click on the staff member’s name.
• Adjust the permissions as required and save changes.

Security Tips

Safeguarding your store's data is crucial. Here are some security tips:

• Two-Step Authentication: Strongly encourage staff to enable two-factor authentication.
• Least Privilege Principle: Grant only the permissions necessary for each role.
• Regular Audits: Periodically review staff permissions and login activities for unusual access patterns.

Removing and Deactivating Staff Accounts

Deactivating Staff Accounts

You might need to suspend a staff account without permanently removing it. This is useful for temporary leaves or reassessments.

• Navigate to Settings > Users and Permissions.
• Click on the staff member’s name, then select Deactivate.

Permanently Removing Staff

To delete a staff account permanently:

• Go to Settings > Users and Permissions.
• Click on the staff member you wish to remove.
• Select Delete staff account and confirm.

Ensure to distribute their responsibilities before removing them to avoid disruptions.

Special Considerations for Shopify Plus Users

Organization Settings

For advanced users on the Shopify Plus plan, adding staff involves a few more layers:

• Organization-Level Permissions: Beyond store-level access, you can grant organization-wide roles for complex operations.
• Managing Roles: Create and assign predefined roles for different business functions before adding users. This minimizes setup time and ensures consistency.

Collaborators

Collaborator accounts afford flexibility by allowing external partners to access your store. This feature is especially useful for agencies and freelancers managing parts of your store.

To manage collaborators:

• Generate a collaborator request code or deactivate it to allow open requests.
• Assign specific permissions tailored to the collaborator's role.

Best Practices for Efficient Team Management

1. Clearly Define Roles and Responsibilities: Upfront clarity on what each role entails helps prevent overlaps and confusion.
2. Regular Training: Keep your team updated on new features and best practices within Shopify.
3. Open Communication Channels: Encourage feedback and quick reporting of any issues encountered.

Conclusion

Adding staff to your Shopify store is a practical step towards expanding and managing your online business efficiently. It allows you to delegate tasks, enhance productivity, and focus on growth. By following the step-by-step guide above, understanding the nuances of Shopify plans, and implementing strong security measures, you’ll be able to manage your team effectively.

FAQ

Q1: How many staff accounts can I add on the Basic Shopify plan? A1: The Basic Shopify plan no longer supports adding staff accounts. You need to upgrade to at least the Shopify plan.

Q2: Can I restrict a staff member’s access to specific parts of the store? A2: Yes, you can customize permissions to restrict access. Assign permissions according to the role and responsibilities of the staff member.

Q3: What happens if a staff invitation expires? A3: If the invitation expires (after seven days), you will need to resend it. Navigate to Settings > Users and Permissions and send a new invite.

Q4: How can I ensure the security of my store with multiple staff members? A4: Encourage the use of two-factor authentication, grant the least necessary permissions, and regularly audit account activity.

Q5: Can I transfer store ownership to a staff member? A5: Yes, store ownership can be transferred to another staff member. This is done through Settings > Users and Permissions, and selecting Transfer store ownership.

By meticulously following these steps and guidelines, you can ensure a smooth and secure process of adding and managing staff on your Shopify store.