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How To Add A User To Shopify
Last modified: November 13, 2023
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.
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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.
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.
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.
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.
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.
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.
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.
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.
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.