How To Add A User To Shopify [2024]
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How To Add A User To Shopify

Last modified: May 3, 2024

How To Add A User To Shopify
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Managing a Shopify store can be hard work. As you get larger you will have a long list of tasks to complete, more than you yourself can manage. That is why you might need to bring in staff or freelancers to help you manage the business.

There are lots of different roles that they could complete; however, managing your online store could be one of the best options. There are two reasons for this.

1. You might be able to add more value to your store in different aspects.
2. Website management tasks can be done remotely, so you don’t need to increase office space, etc. to accommodate new staff.

To do this you will need to make a new user on Shopify. This is to keep a record of who has made changes to your site, restrict access, and ensure data security. There are no Shopify apps to help you with this, at the moment.

Key Takeaways
Login as store owner to Shopify admin for initiating user addition process.
Navigate to ‘Settings’, then ‘Plan and Permissions’ to access ‘Staff’ section.
Add staff by entering their details and managing permissions before sending an invite.

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Steps To Adding A User To Shopify

These are the steps to adding a user to your Shopify store.

Step 1 – Login

Login to your Shopify admin as the store owner.

Step 2 – Settings

From the Shopify admin menu, go to the ‘Settings’ and then click on the option ‘Plan and Permissions’.

Step 3 – Staff

In the ‘Staff’ section of the Permissions options, click on the ‘Add staff’ option.

Step 4 – Enter Details

Now enter the first name, last name and an email address for the new staff member. Ideally the email address should be a branded one, but this is not always the case.

Step 5 - Permissions

It is important to note that, as default, the staff member will have full permissions to the management of your online Shopify store. This can cause problems, however you can restrict access by unchecking ‘Staff has full permissions’.

Step 6 – Send Invite

Now all you have to do is to click on the ‘Send Invite’ button. This will send an email to the new staff member and gives them permission to enter and manage your website.

The staff member will need to have their email address and password. They can also edit the details of the account through their own login details.

Top Tips For Shopify Store Staff Management

Here are some top tips for managing staff on your Shopify store.

Tip 1 – All staff members should have their own account. They shouldn’t share an account. When a staff member leaves, the account should be deactivated and deleted from your store.

Tip 2 – Have a data protection policy in place that all staff members know about and agree to. This should include their responsibilities and consequences for breach of data rules.

Tip 3 – Restrict access to areas of the website for each staff member. If a staff member doesn’t need to see orders, don’t allow them to have that access.

Tip 4 – If you can work remotely on certain aspects of your store, do so. A remote working team can be very effective and saves your brand lots of money.

Tip 5 – Have a clear hierarchy on who can make decisions and who needs to authorize changes on the website.

Keep Reading

Enhancing User Management in Shopify

Understanding Different User Roles

Shopify offers diverse user roles, each with specific permissions. Admins have complete control, while Staff members have limited access tailored to their roles. This role can also create customer groups to segment and manage customers more effectively.

Collaborators, ideal for external partners, have restricted access. Understanding these roles ensures efficient and secure store management.

Best Practices for User Permissions

Assign permissions judiciously, granting only what’s necessary for each role.It’s also important to have the ability to delete customers or cancel an order if needed.

Regularly review user accounts and permissions to maintain security and operational integrity. Educate users on security best practices to safeguard your store.

Advanced User Management Strategies

Delegating Tasks Effectively

Delegating tasks to users based on their roles and permissions streamlines operations. For example, you can allow specific users to print shipping labels or add/edit customer addresses.

This approach not only enhances efficiency but also empowers team members, leading to increased productivity and job satisfaction.

Integrating Third-Party Apps

Consider integrating third-party apps for advanced user management. These apps can offer enhanced analytics, automation, and customization options.

Some apps may enable options like collecting phone numbers at checkout or sending account invites to customers. Ensure they align with your store’s security and data privacy standards.

Troubleshooting Common User Addition Issues

Address common issues like invitation delivery problems, incorrect permissions, and account lockouts promptly.

Regularly updating your Shopify store and integrated apps ensures smooth user management and enhanced security.

Considerations when Adding A User To Shopify

Evaluating User Needs and Permissions

Before adding a user, assess their role and responsibilities within your Shopify store.

This evaluation helps in assigning appropriate permissions, ensuring they have access only to necessary areas. For example, you may want to give customer service reps the ability to add customers or edit their information.

Over-assigning permissions can pose security risks while under-assigning can hinder operational efficiency.

Security Implications for New Users

Adding new users to your Shopify store introduces potential security vulnerabilities.

It’s crucial to enforce strong password policies and educate users about security best practices. You should also regularly review and remove any unnecessary user accounts or permissions.

Regularly monitor user activities and access logs to detect and mitigate any unauthorized actions promptly.

Impact on Store Performance and Workflow

Introducing new users can affect your store’s performance and workflow. If you’re just setting up a Shopify store, it’s important to plan your user roles and permissions carefully from the start.

Ensure that the addition of users aligns with your store’s operational strategy and does not overload the system.

Proper training and clear communication of responsibilities help maintain a smooth workflow and prevent operational bottlenecks.

Conclusion: How To Add A User To Shopify

Add and manage users on your Shopify store so that you can better run your store. Then you can add more value to the business and offer a better experience to customers. This will keep them loyal and yield strong business results.

  • How do you handle user permissions when an employee leaves the company?

    To ensure Shopify store security, promptly revoke access for departed employees by either deleting their accounts or adjusting permissions in the admin panel. This safeguards sensitive data and maintains overall store security.

  • Are there any additional costs for adding more users to my Shopify store?

    No, there are no additional costs for adding more users within the limits of your Shopify plan. However, if you need to add more users than your current plan allows, you would need to upgrade to a higher-tier plan, which would increase your monthly subscription fee.

  • Is there a limit to the number of users I can add to my Shopify store?

    Yes, the number of users you can add to your Shopify store is limited by your Shopify plan. The Basic plan allows up to 2 staff accounts, the Shopify plan offers 5, and the Advanced plan allows up to 15 staff accounts.

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