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.

Limit which orders a role sees

A custom role can also be limited to the orders its job needs – a packer only sees orders waiting to be packed, a desk only its own queue. Under Orders this role can see in the role:

• Stages: tick any of Awaiting payment, To pack, Packed, not shipped, Shipped, Completed and Cancelled and refunded. Nothing ticked means every stage.
• Only orders at their workstations: people see only the orders queued at the workstations they belong to. Tick Also unassigned orders if they should pick up orders nobody has taken yet.

When both are set, an order has to match both. Everything else simply doesn't exist for them: it's left out of the orders list, search, the packing station, the orders export and the invoices list, a link to it shows nothing, and they can't change it – not in the dashboard, not through the AI Assistant or an app they connect.

People always keep the orders they packed themselves until they ship, so a packer limited to To pack can still print the label for the box they just closed.

Owners, admins and the Member role always see every order. Analytics and customer totals aren't affected – hide Analytics from the role if its people shouldn't see store-wide numbers.

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.

Anyone with extras shows a badge like +3 extra next to their role in the team list, so you can see at a glance who can do more than their role gives them. Click it to see or change them.

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, deactivated, reactivated or removed, someone's role or extra permissions changed, and API keys created or revoked – with who did it and when.

Deactivate a member

If someone is away for a while, or you're not sure yet whether they're leaving, you can switch their access off without removing them.

1. Open Settings → Team and find the person on the Team Members tab.
2. Click ⋯ next to their name, choose Deactivate and confirm.

They show up greyed out with a Deactivated badge. From their next click they can't open the store: they see a page saying their access is switched off and that they should ask the owner or an admin. The store also disappears from their list of stores, and the AI Assistant and any app they connected can't act for them in your store.

Everything else stays as it was. Their role and extra permissions are kept, their name stays on orders they packed and in the History tab, and they still use one of your plan's staff accounts. While they're deactivated, their role, permissions and two-step verification can't be changed. To let them back in, choose Reactivate from the same menu: they get exactly the access they had before.

Only the owner and admins can deactivate people. The owner can't be deactivated, and nobody can deactivate themselves. To make a deactivated person the owner, reactivate them first.

Send a password reset link

If a teammate can't sign in because they forgot their password, click ⋯ next to their name and choose Send password reset link. They get an email with a link to choose a new password; you never see it. Their two-step verification stays on. See Password, two-step verification and login history.

Remove a member

If someone leaves or no longer needs access, click ⋯ next to their name and choose Remove. To confirm, type their email address. 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, click ⋯ next to a team member and choose Make owner, then type your store's name to confirm. The new owner takes on full control, including billing, and you become an admin.

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