1/23/2025

How to Set Up Custom User Permissions in Shopify

Setting up custom user permissions in Shopify is CRUCIAL for businesses of all sizes. As your team gets bigger, controlling who can access what becomes vital to maintaining both SECURITY & EFFICIENCY. But don’t worry, we’ll take you through the ins & outs of customizing permissions so you can manage your store with confidence.

Understanding User Permissions in Shopify

User permissions in Shopify determine what actions staff members can perform within your store. Shopify offers different permission levels that help manage customer access, ensuring sensitive data stays secure & operations run smoothly.

Permissions can include:

Orders: View, process, manage orders
Products: Add, edit, delete products & collections
Customers: Access customer data & manage accounts
Settings: Modify store settings, including payment & shipping options
Reports: View store analytics & reports
Apps: Control access to third-party applications

Setting appropriate permissions can keep operations running smoothly while safeguarding sensitive information. You don’t want just ANYONE messing around with your prices or inventory!

Why Custom Permissions Matter

Why should you care about this? Here are some key benefits of customizing user permissions:

Security: By limiting access to specific functions and data, you reduce the risk of unauthorized changes. Sensitive customer data & financial information is kept away from prying eyes.
Efficiency: Custom permissions ensure that your team members can access the tools they need to get their jobs done without getting sidetracked. For instance, customer service agents might only need access to orders and customer accounts, while inventory staff might need rights to manage inventory levels.
Reduced Mistakes: The risk of accidental errors diminishes when employees aren’t able to modify elements of the store that aren’t relevant to their roles.

Step-by-Step Guide to Setting Up Custom User Permissions in Shopify

Okay, now that we know why custom user permissions are important, let's get into the nitty-gritty of how to set this up!

Step 1: Access Your Shopify Admin

Log into your Shopify account.
From your Shopify admin, click on Settings (usually located at the bottom left).

Step 2: Manage Users & Permissions

Click on Users & Permissions. Here, you’ll see a list of your current users.
To add a new staff member, click on Add staff.

Step 3: Fill in Staff Member Details

Enter the staff member’s name & email address.
Choose specific permissions for this staff member. You can select individual permissions or use predefined roles like “Product Editor” or “Customer Support.”
- Provide options like View products, Edit product details, or Manage inventory. This will help you ensure they only have access to the RIGHT privileges for their job.

Step 4: Set POS Permissions (if applicable)

If your store uses Shopify POS, you’ll need to provide specific permissions for POS users.

In the Point of Sale section, check the box for Access Point of Sale.
From the list of roles available, choose the one that fits the employee's job—like Cashier or Store Manager.

Step 5: Send the Invite

Once you’ve set everything up, click Send invite. The staff member will receive an email to accept their invitation, allowing them to log in with the permissions you assigned.

Advanced Permissions Management

Role-Based Access Control (RBAC)

If you’re running multiple stores or have a larger team, you might want to look into Shopify’s new Organizations role-based access control (RBAC) that allows you to define & assign roles based on specific job functions—all while keeping it secure. This makes it easier to manage permissions as it eliminates the hassle of customizing permissions for every single user.

For Plus merchants, the option for Group User Management lets staff members share similar permissions while streamlining the onboarding process for new hires.

Tips for Custom User Permissions

Review Permissions Regularly: As your business grows, user roles might evolve. Regularly check permissions & update as necessary to ensure everyone has the access they need without overstepping boundaries.
Educate Your Team: Make sure staff understands their permissions so they use them responsibly & securely. A small training session can go a long way in avoiding mishaps.
Use the Least Privilege Principle: Only give employees access to the minimum amount of information necessary for their job. This will help protect sensitive areas of your store.

Testing New Permissions

Before rolling out new permissions, consider testing them. Set up a temporary staff account to check if the permissions work as expected. This ensures that you won’t accidentally lock out your staff or give too much power too soon!

Integrating AI into Your Shopify Experience

To take your store to the NEXT LEVEL, consider integrating AI chatbots using Arsturn. With Arsturn, you can create a conversational AI chatbot easily, allowing it to help customers manage queries in REAL-TIME while decreasing the burden on your customer service team.

Not only does this engagement tool streamline conversations but it can also respond instantly, offer valuable insights from user interactions & boost overall engagement rates. Best of all? You can do this without needing coding skills! Just design your chatbot, and let it handle basic inquiries while keeping your team focused on more complex tasks.

Conclusion

Setting up custom user permissions in Shopify is essential for maintaining security & ensuring productivity as your team grows. By following these guidelines, you can tailor permissions that fit each role within your workplace while protecting sensitive data. And if you want to ramp up engagement & efficiency, integrating tools like Arsturn can help transform how you interact with customers without the extra headache. So what are you waiting for? Revamp your store’s permission management & engagement strategies today!