How do I manage staff accounts and permissions in Shopify?

Shopify allows you to manage staff accounts so team members can access your admin without sharing the store owner login. Each staff member receives their own credentials, and you can control what they can view or edit using roles and permissions. This protects sensitive store data while keeping your team productive.

Staff Account Limits by Shopify Plan

• Starter: 0 staff accounts (owner only)
• Basic: 0 staff accounts (owner only)
• Grow: Up to 5 staff accounts
• Advanced: Up to 15 staff accounts
• Shopify Plus: Unlimited staff accounts

Staff accounts are available only on the Grow plan and higher. If you’re on Starter or Basic, you must upgrade to add users.

How to Access Staff Management (2026 Path)

1. From Shopify admin, click Settings (bottom-left corner).
2. Select Users and permissions.

This page shows all users with access to your store. From here, you can add staff, assign roles, edit permissions, suspend access, or remove users.

Note: Clicking your own name inside this section opens your personal profile page (password, 2FA, login activity). Staff management is handled from the main Users and permissions page.

How to Add a Staff Member

Step 1: Open Staff List

1. Go to Settings > Users and permissions.
2. View the current users list.

Step 2: Add User Details

1. Click Add Staff.
2. Enter first name, last name, and email address.
3. Click Save or Send invite.

The staff member will receive an email to create their account and set up security (including two-factor authentication).

Step 3: Assign Roles

You can assign predefined roles or create custom roles.

Predefined Roles

• Merchandiser: Products, catalogs, content, and files (no delete).
• Marketer: Marketing tools and customer access.
• Customer Support: Orders and draft orders.
• Online Store Editor: Themes and content (no delete).

Create Custom Roles

1. Go to Settings > Users and permissions.
2. Click the Roles tab.
3. Select Add role.
4. Name the role and add a description.
5. Select required permissions (e.g., Edit products, View analytics, Manage apps).
6. Click Save.

Shopify Plus merchants can also create organization-level roles.

How to Edit Staff Roles

Change a Role

1. Go to Settings > Users and permissions.
2. Select the staff member.
3. Click Assign role.
4. Choose a new role and click Save.

Remove a Role

1. Open the user profile.
2. Click the menu (⋯) next to the role.
3. Select Remove role and save.

How to View, Edit, or Duplicate Roles

• View roles: Settings > Users and permissions > Roles tab.
• Edit role: Select role > Modify permissions > Save.
• Duplicate role: Open role > Actions > Duplicate > Rename > Save.

Bulk Assign Roles

1. Go to Settings > Users and permissions.
2. Select multiple users using checkboxes.
3. Click Assign role.
4. Choose role and confirm.

Deactivate or Remove a Staff Member

Suspend Access

1. Go to Settings > Users and permissions.
2. Select the user.
3. Scroll to Manage staff access.
4. Click Suspend access.

Suspended users cannot log in but can be reactivated later.

Remove Permanently

1. Open the staff profile.
2. Scroll to Manage staff access.
3. Click Remove user and confirm.

Removal is permanent and cannot be reversed.

Common Staff Permissions

• View Orders: Access order and customer details.
• Edit Products: Create or modify products.
• Manage Discounts: Create and edit discount codes.
• Edit Themes: Customize store design.
• View Analytics: Access reports and performance data.
• Manage Apps: Install and configure apps.
• Access POS: Use Shopify POS for in-person sales.

Security & Best Practices

• Apply Least Privilege: Grant only necessary permissions.
• Require 2FA: Encourage two-factor authentication for all staff.
• Review Access Regularly: Remove unused accounts immediately.
• Use Clear Role Names: Example: “Inventory Manager” or “Content Editor”.
• Monitor Login Activity: Check the “Recent access to store” section for suspicious activity.

Shopify Payments Staff Permissions

You can update most payment-related permissions in Settings > Users and permissions. However, to change listed account owners, directors, or executives for Shopify Payments, the store owner must contact Shopify Support.