Manage Your Store Team: Email Invites, User Roles, and Clear Access Control

Sharing your primary account password is not the way to hire help

When orders outgrow what you can handle alone, bringing on assistance is essential. Sharing your personal owner login, however, allows anyone with your password to view private bank details, change prices, issue unapproved refunds, or accidentally delete store configurations.

Key takeaway: Creating individual staff accounts with specific roles gives each team member access only to the tools needed for their job, protecting your business.

Step 1 — Invite helpers securely via email

In your store administration, go to Team and click Invite Member:

• Enter the staff member email address and select their designated role.
• They receive a secure, single-use invitation link that expires after registration.
• No passwords are ever shared or passed around messaging apps, eliminating the uncertainty of shared accounts.

Step 2 — Choose the appropriate role for each team member

Assign permissions tailored to real store responsibilities:

• Admin: Complete access to all operational areas, including financial settings, subscription billing, and team management.
• Manager: Oversees daily retail operations: adding products, managing inventory, fulfilling orders, and handling customer questions.
• Staff: Focused on counter work and order assembly: processing orders, printing packing slips, and updating fulfillment status without access to overall store settings.
• As a general best practice, assign the most focused role that allows the team member to complete their work.

Step 3 — Strict permission enforcement protects sensitive business data

Your store protects sensitive data automatically:

• Sales staff working on order fulfillment simply cannot see subscription invoices, payment processor credentials, or total store profit figures.
• Sensitive company settings remain completely hidden from unauthorized roles, keeping your business records private.
• Any role change takes effect immediately the moment the team member logs in or refreshes their browser.

Step 4 — Remove team access with a single click

When a seasonal helper finishes their shift or an employee moves on:

• Open your team list and remove their membership with one click.
• Their active sessions lose store access immediately.
• You never have to reset your own password or wonder which files or screens past helpers can still access.

Frequently asked questions

Next step

Next week: discover how your store helps search engines index your products, categories, and information pages with automatic SEO.