How do I create staff roles and permissions for Shopify POS?

Creating staff roles and permissions in Shopify POS helps protect your store, control access, and improve accountability. You can assign specific POS permissions, require manager approvals for sensitive actions, and create custom roles (POS Pro) based on each staff member’s responsibilities.

How Shopify POS Staff Roles Work

Shopify allows you to control what each team member can access in the Point of Sale (POS) system. Permissions determine whether staff can process sales, issue refunds, manage orders, or access administrative settings.

Staff management differs depending on your Shopify plan:

• Non-Plus plans: Manage staff in Settings → Users and permissions.
• Shopify Plus: Manage staff in Sales channels → Point of Sale → Staff.
• POS Pro: Create fully customized POS roles with specific permission levels.

How to Add Staff and Assign POS Permissions (Non-Plus Plans)

Step 1: Add a Staff Member

1. Go to Settings → Users and permissions.
2. Click Add staff.
3. Enter the staff member’s name and email address.
4. Click Next.

Step 2: Grant Point of Sale Access

1. Scroll to the Point of Sale section.
2. Enable Access Point of Sale (required).
3. Select additional permissions as needed.

Common POS Permissions

• Return and exchange orders
• Create unverified returns
• Cancel orders
• Manage orders at all locations
• Manage transfers
• Fulfill shipping orders
• Manage POS staff

Permission Levels

Many POS actions support three levels:

• Allowed – Staff can perform the action freely.
• Denied – Staff cannot perform the action.
• Approval required – A manager must enter their PIN to approve.

After reviewing permissions, click Send invite. The staff member must accept the invitation before accessing Shopify POS.

How to Create Custom POS Roles (POS Pro Only)

If you use POS Pro, you can create role-based permission sets such as Cashier or Store Manager.

1. Go to Settings → Users and permissions.
2. Click Roles.
3. Select Add custom role.
4. Enter a role name and description.
5. Configure POS permissions (Allowed, Denied, or Approval required).
6. Click Save.

Assign the role when adding or editing a staff member.

How to Manage POS Staff on Shopify Plus

Shopify Plus merchants manage POS roles directly from the Point of Sale sales channel.

1. Go to Sales channels → Point of Sale.
2. Click Staff.
3. Select Manage POS roles to create or edit roles.
4. Click Add staff to create a new team member.

POS-Only Staff (Plus Only)

You can create POS-only staff who can access the POS app but not the Shopify admin. This improves security and limits back-end access.

Set Up and Manage Staff PINs

Each staff member must have a unique 4–6 digit PIN to access Shopify POS.

To Set or Change a PIN:

1. Go to Settings → Users and permissions.
2. Select the staff member.
3. Generate or enter a custom PIN.
4. Click Save.

PINs are required for login, approvals, returns, cancellations, and other restricted actions.

Assign Staff to Locations

1. Go to Settings → Locations.
2. Select a location.
3. Add or remove assigned staff.
4. Click Save.

Permissions apply based on the role assigned at the selected location.

Best Practices for Shopify POS Staff Permissions

• Use the principle of least privilege.
• Require manager approval for refunds and cancellations.
• Assign staff only to relevant locations.
• Review permissions regularly.
• Change PINs immediately when staff leave.

Summary

To create staff roles and permissions for Shopify POS, add staff in Users and permissions (or the Point of Sale channel for Plus), grant POS access, configure permission levels, assign locations, and set secure PINs. POS Pro allows fully customized roles for better operational control.