Invite team members

Add teammates by email, choose what each person can do with roles and permissions, and see who changed what.

As your store grows, you may want help running it. You can invite teammates and decide what each person is allowed to do, so everyone has the access they need – and nothing they don't.

When to add a team member

You don't need a team to run a store, but inviting people helps when:

• Someone helps with orders or customer messages – give them access instead of sharing your login.
• You work with a freelancer or agency – they can make changes directly, then you can adjust or remove their access later.
• You have a business partner – they get their own sign-in and the right level of control.

Caution: Avoid sharing one login between several people. Separate accounts are safer, and roles let you control exactly what each person can do.

Invite someone by email

From your team settings, invite a person by entering their email address. They'll get an invitation to join, and once they accept, they can sign in and start helping.

Each person uses their own email and password, so you always know who did what, and you can change or remove their access at any time.

Choose a role

Each teammate gets a role that controls what they can do. Three roles are built in:

Only the owner and admins can change who has access. A teammate can never give someone more access than they have themselves.

Which role to choose

• Owner is for you, or whoever ultimately runs the business. Keep it to people you fully trust.
• Admin suits a business partner or trusted manager who helps run the team as well as the store.
• Member suits people who help day to day. If they should only see part of the store, give them a custom role instead.

Create a custom role

On a paid plan you can create your own roles, like "Warehouse" or "Marketing", and give each one exactly the parts of the store it needs.

1. Open Settings → Team and switch to the Roles tab.
2. Click New role and give it a name.
3. For each area – Orders, Customers, Products & catalog, Inventory, Marketing & discounts and so on – tick View to let people see it, or Edit to let them change it too. Edit always includes View.
4. Save, then go to the Team Members tab and pick the role for each person who should have it.

You can also pick a custom role when you invite someone. Until they accept, you can still change their role or add extra permissions on the Pending Invitations tab – they get whatever is set there the moment they join.

Tip: the checkboxes in the View and Edit column headers tick or untick that column for every area at once – handy when a role needs almost everything, or almost nothing. Clearing View also clears Edit; clearing Edit keeps View.

Changing a role later changes it for everyone who has it. Deleting a role moves those people back to Member.

Tip: Start narrow. A packer needs Orders (Edit) and Inventory (Edit), but not Customers, Settings, or Plan & billing.

Narrow the Member role

Everyone who doesn't have a custom role is a Member. On the Roles tab, click Edit next to Member to choose what Members can do. Until you change it, Members can do everything except manage the team, just as before.

Give someone extra permissions

Sometimes one person needs a little more than their role. Instead of creating a role just for them, click Permissions next to their name and tick the extra areas.

Their role's permissions are shown ticked and locked. Extras only ever add access – to take something away, change their role.

What a teammate with limited access sees

• Pages outside their role are greyed out in the menu. If they open one anyway, they see a "No permissions" page that tells them to ask the owner or an admin.
• Search only finds what they can open. Orders, customers, and products they can't view don't show up.
• Customer details are hidden unless their role includes Customers (View). They can still work with orders, event attendees, newsletter subscribers, and loyalty members, but each person shows up as a short code like #7F3K with just their city and country. Name, email, phone, and street address show as •••. Order notes stay visible, so delivery instructions still reach the packer. Editing an order's addresses and creating draft orders need Customers (View) too. Shipping labels, order PDFs, invoices, and delivery notes still carry the buyer's full name and address – the parcel and the law need them – so anyone who can ship orders or download documents sees those details on paper. If your packers or bookkeepers don't otherwise handle customer data, have them sign a data-access authorization as part of your GDPR records.
• Purchase prices are hidden unless their role includes Purchase prices & profit (View). Warehouse staff can still receive deliveries and count stock, but cost columns stay empty and profit figures are left off Analytics. Without Edit, they can't save a product that has a purchase price or import one – ask someone with that permission.
• The AI Assistant follows their role too. If they ask it for something outside their role, it tells them they don't have access instead of doing it.
• Apps they connect act with their permissions. An app or AI tool a teammate connects through Settings → Connected apps can do no more than they can.

Changes take effect straight away – on the person's next click.

See who changed what

The History tab lists every access change: roles created, changed, or deleted, people invited or removed, someone's role or extra permissions changed, and API keys created or revoked – with who did it and when.

Remove a member

If someone leaves or no longer needs access, you can remove them from the team. They lose access right away.

It's good practice to review your team now and then and remove anyone who no longer needs to be there – for example, a freelancer whose project has finished.

Transfer ownership

If you're handing the store to someone else, you can transfer ownership to another team member. The new owner takes on full control, including billing.

Note: Transferring ownership is a big change – make sure you trust the person and have agreed on it first.

Tip: Do it with AI – ask the AI Assistant in your dashboard to check who's on your team or what a teammate's role allows, and it can help you keep access tidy.

FAQ

What's next

• Require two-step verification and check when each teammate signed in – see Login history and two-step verification.
• Update the contact details your team shares – see Edit your store details.
• Manage your plan, which includes billing – see Manage your plan & billing.