HOW TO ADD STAFF TO SHOPIFY

As your Shopify store grows, it is likely you will need help managing various aspects of the business. Whether it is fulfilling orders, handling customer enquiries or updating products, having staff access to your store allows team members to support operations without sharing your personal login. Shopify makes it easy to add staff accounts with specific permissions, helping you delegate responsibilities securely and efficiently.

Granting staff access not only improves workflow but also strengthens security. Each staff member receives their own login, which helps you track activity and limit access to sensitive areas. Whether you are hiring a marketing assistant, working with a developer or giving limited access to a bookkeeper, Shopify's staff account system gives you control and flexibility.

Understanding Shopify Staff Permissions

Before adding staff, it is important to understand how permissions work on Shopify. Each staff member can be assigned a tailored set of access rights depending on their role. You might want one person to manage products, another to respond to orders and someone else to access reports. By setting permissions carefully, you can ensure that each team member sees only what they need.

Shopify also offers additional tools for larger teams or those on Shopify Plus, including advanced staff controls, permission logs and automation features. However, even on the basic plans, the ability to manage staff accounts and customise access helps maintain a secure and professional backend environment.

Steps to Add Staff to Your Shopify Store

To add a new staff member, log in to your Shopify admin and navigate to the Settings section. From there, click on Users and Permissions. You will see an option to Add Staff. Click this button and enter the person’s name and email address. You will then be able to set specific permissions by selecting the areas of the store they should have access to.

Once you confirm the permissions, Shopify will send an email invitation to the staff member. They must accept the invitation and create their own login credentials. After that, they can begin using the account according to the access you provided.

You can add several staff members depending on your Shopify plan. Each plan includes a limited number of staff accounts, and additional seats are available on higher-tier subscriptions. If you are managing a larger team, upgrading to a more advanced plan may be beneficial.

Best Practices for Managing Staff Access

When adding staff to Shopify, it is best to follow a few simple practices to keep your store secure. Only grant access to areas that are necessary for each person’s role. Avoid giving full access to everyone, especially when handling financial data, theme customisation or user permissions.

It is also important to update or revoke access promptly when a team member leaves or their role changes. Shopify makes it easy to deactivate a staff account from the admin, which removes access without affecting your store or customer data.

Regularly reviewing permissions is also a good habit. As your business evolves, so too should your staff structure. Ensure each user’s access remains relevant and that your store’s backend stays organised and protected.

Using Collaborator Accounts

If you are working with external partners such as developers, designers or marketing agencies, you can give them collaborator access. This type of account does not count towards your staff account limit and allows temporary access for specific tasks.

Collaborators must request access using a special code you generate within the admin. Once approved, they can work on assigned areas without needing a full staff account. This is particularly useful for one-off projects or short-term consultancy work, as it keeps your team list clean while maintaining control over what collaborators can see and do.

Final Thoughts on Adding Staff to Shopify

Adding staff to Shopify is an important step in scaling your store and improving workflow. By setting up dedicated logins with clear permissions, you maintain security, accountability and efficiency across your team. Whether you are growing your in-house staff or working with external professionals, Shopify’s user management tools give you the control you need to protect your business and delegate tasks with confidence.

As your business expands, regularly reviewing and updating staff access will ensure your operations remain streamlined and secure. Shopify’s built-in tools make this process simple, allowing you to focus more on growth and less on administrative complexity.