Running a Shopify store successfully often means you cannot do everything alone. As your business grows, tasks like managing products, handling orders, updating content, and responding to customers pile up quickly. At some point, you will need to bring in another person to help you manage things efficiently. That is where adding an admin to your Shopify store becomes essential.
In this guide, you will learn exactly how to add another admin to Shopify, what roles and permissions are available, how to manage your team members, and how to avoid common mistakes. Whether you are a solo entrepreneur looking to delegate or a growing brand building a team, this article will walk you through everything step by step in simple, easy-to-understand language.
Table Of Contents
What Does Adding an Admin to Shopify Mean?
When you create a Shopify store, you are automatically set up as the store owner. You have full access to everything, including settings, billing, apps, staff accounts, and more. Adding another admin means giving another person login access to your store so they can help you manage it.
Shopify uses a system called Staff Accounts to manage who can access your store and what they are allowed to do. When you add someone as a staff member with full permissions, they essentially function as an admin. You can also control exactly what areas of the store they can see and edit, depending on how much trust and responsibility you want to give them.
It is important to understand that there is only one store owner on Shopify. The store owner account cannot be duplicated. However, you can create staff accounts that have admin-level access, which gives the new person almost all the same abilities as the store owner.
Why You Might Need to Add Another Admin
Before diving into the how-to steps, it helps to understand why adding another admin is such a smart move for growing businesses. Here are some of the most common reasons store owners decide to add another admin:
- Business growth requiring a team: As your store grows, one person simply cannot manage everything alone. Bringing in a partner, employee, or virtual assistant to handle daily operations keeps things running smoothly.
- Delegating specific tasks: You might want a team member to handle only product listings, while another focuses on customer service or order fulfillment. Adding staff accounts lets you delegate without handing over full control.
- Working with agencies or freelancers: If you hire a marketing agency or web developer to work on your store, they will need access to certain areas. Adding them as staff allows controlled access without sharing your personal login credentials.
- Business partnerships: If you have a business partner who needs equal or near-equal access, giving them a staff account with full permissions ensures they can manage the store alongside you.
- Improving security and accountability: When each team member has their own login, you can track who made which changes. This makes your store more secure and helps you identify and fix problems more easily.
Understanding Shopify Plans and Staff Account Limits
One thing to keep in mind before adding staff is that the number of staff accounts you can create depends on your Shopify subscription plan. Here is a quick overview:
- Basic Shopify Plan: Allows up to 2 staff accounts (not counting the store owner).
- Shopify Plan: Allows up to 5 staff accounts.
- Advanced Shopify Plan: Allows up to 15 staff accounts.
- Shopify Plus: Unlimited staff accounts, making it ideal for large enterprise teams.
If you are on a lower-tier plan and have already reached your staff account limit, you will need to either upgrade your plan or remove an existing staff member before adding a new one. Always check your current plan limits in the Shopify admin before attempting to add new staff.
Step-by-Step Guide: How to Add Another Admin to Shopify
Now let us get into the main part of this guide. Follow these steps carefully to add a new admin or staff member to your Shopify store.
Step 1: Log In to Your Shopify Admin
Start by opening your web browser and going to your Shopify store’s admin URL. This is usually in the format:
yourstore.myshopify.com/admin
Enter your email address and password to log in. Make sure you are logging in as the store owner or with an account that has permission to manage staff, since not all staff accounts can add or edit other team members.
Step 2: Go to Settings
Once you are inside the Shopify admin dashboard, look at the bottom of the left-hand side menu. You will see a gear icon or the word Settings. Click on it. This will take you to your store’s main settings page, where you can manage everything from billing and shipping to notifications and staff access.
Step 3: Click on Users and Permissions
Inside the Settings menu, you will see a list of options on the left side. Look for Users and permissions and click on it. (In older versions of Shopify, this section may be labeled simply as Account or Staff.)
This page shows you the store owner information at the top, followed by a list of all current staff accounts. Here, you can see who already has access to your store and what permissions they hold.
Step 4: Click on Add Staff
On the Users and Permissions page, you will see a blue button that says Add staff. Click this button to open the new staff account form.
If you do not see this button, it could mean you have reached your plan’s staff limit, or your account does not have permission to add new staff. In the first case, you will need to upgrade your plan or remove an existing staff member. In the second case, only the store owner can add new staff members.
Step 5: Enter the New Staff Member’s Details
A form will appear asking you to fill in the following information:
- First Name: Enter the first name of the person you are adding.
- Last Name: Enter their last name.
- Email Address: Enter the email address they will use to log in. This must be a valid email address as Shopify will send an invitation to it.
Make sure the email address is correct before proceeding. The invitation email will be sent to this address, and it is the only way the new staff member can accept and activate their account.
Step 6: Set Permissions
This is one of the most important steps. After entering the staff member’s details, you will see a section called Permissions. Here, you decide what the new admin or staff member is allowed to do within your store.
You have two main options:
- Full Permissions (Admin Access): Check the box that says “This staff member has full permissions” or “Select all.” This gives the person access to almost everything in your store, just like an admin. They can manage products, orders, customers, marketing, discounts, analytics, apps, and most settings.
- Custom Permissions: Instead of granting full access, you can handpick exactly which areas of the store the staff member can access. This is useful when you only want someone to manage products but not see your finances, or handle customer service but not change store settings.
Step 7: Send the Invitation
Once you have filled in the staff details and selected the appropriate permissions, scroll down and click the Send invite button. Shopify will immediately send an invitation email to the address you entered.
The email will contain a link that the new staff member needs to click to create their password and activate their account. This invitation link is typically valid for 7 days. If the person does not accept it within that time, you will need to resend the invitation from the Users and Permissions page.
Step 8: The New Admin Accepts the Invitation
The person you invited will receive an email from Shopify with the subject line similar to “You’ve been invited to work on [Store Name].” They need to:
- Open the invitation email.
- Click the activation link in the email.
- Create a password for their new Shopify staff account.
- Log in and start managing the store based on the permissions you granted.
Once they complete these steps, they will have an active staff account and can log in at any time to manage the store according to the permissions you have set.
Understanding Shopify Staff Permissions in Detail
One of the most powerful features of Shopify’s staff management system is how granular the permissions can be. When you choose custom permissions, you get to control access to many specific areas of your store. Here is a breakdown of the main permission categories:
Home
This gives the staff member access to the main admin dashboard overview, where they can see recent activity and key store stats.
Orders
This permission covers all order-related tasks. When enabled, the staff member can:
- View and process orders
- Create and manage draft orders
- Handle fulfillments
- Manage returns and refunds
Products
The Products permission allows the staff member to:
- Add, edit, and delete products
- Manage product variants, images, and descriptions
- Manage inventory and collections
- Work with gift cards
Customers
This permission lets a staff member view and manage customer profiles, edit customer information, add notes to customer accounts, and handle customer-related tasks. It does not give access to financial data.
Reports and Analytics
Enabling this permission gives the staff member access to view store reports, including sales data, traffic, customer behavior, and more. Be careful about who you grant this to, as it contains sensitive financial information about your business.
Marketing
Staff with marketing permissions can create and manage marketing campaigns, automations, and promotional activities from within Shopify’s marketing section.
Discounts
This allows the staff member to create, edit, and delete discount codes and automatic discounts. If you have a customer service rep who regularly creates special promo codes for customers, this is the permission you will want to enable for them.
Apps
Granting apps permission allows the staff member to install, use, and manage Shopify apps. Be thoughtful about who gets this permission, as installing unverified apps could pose security risks to your store.
Themes and Online Store
This permission covers access to your store’s themes, pages, blog posts, navigation menus, and preferences. It is typically given to web developers or content managers who are responsible for the look and content of your website.
Settings
This is a sensitive permission that allows access to your store’s settings, including payment providers, checkout configuration, shipping settings, and more. Only grant this to people who truly need it, such as a co-owner or a senior team member.
How to Edit or Update an Existing Staff Member’s Permissions
As your team evolves, you may need to update what a staff member can and cannot access. For example, you may want to give a team member more responsibilities as they grow in their role, or you might need to restrict access after a role change. Here is how to edit permissions:
- Log in to your Shopify admin and go to Settings.
- Click on Users and Permissions.
- Find the staff member you want to update and click on their name.
- You will see their profile and current permissions. Make any changes you need by checking or unchecking permission boxes.
- Click Save to apply the changes.
Changes take effect immediately. The next time the staff member logs in, they will see the updated permissions reflected in their dashboard.
How to Remove a Staff Member from Your Shopify Store
If a team member leaves your company or no longer needs access to your Shopify store, it is important to remove their account promptly to protect your store’s security. Here is how to do it:
- Go to Settings and then Users and Permissions.
- Find and click on the staff member you want to remove.
- Scroll to the bottom of their profile page.
- Click the red Delete staff account button.
- Confirm the deletion in the popup prompt.
Once deleted, the staff member will immediately lose access to your store. Their login credentials will no longer work, and they will be unable to view or modify anything in your Shopify admin.
What Is the Difference Between a Staff Account and the Store Owner?
Many new store owners wonder what the real difference is between a staff account (even one with full permissions) and the store owner account. Here is a clear breakdown:
Store Owner
- There is always only one store owner.
- Has full and unrestricted access to everything, including billing and subscription management.
- Can add, edit, and remove staff accounts.
- Can transfer ownership of the store to another person.
- Is responsible for all legal and financial aspects of the store.
Staff Account with Full Permissions
- Can manage almost everything the store owner can, depending on granted permissions.
- Cannot manage billing or subscription changes.
- Cannot delete the store or close the account.
- Cannot add or remove other staff members unless explicitly given that specific permission.
- Cannot transfer ownership of the store.
This distinction means that even if you give a staff member full permissions, they will never have the same level of authority as the store owner. The store owner always retains ultimate control.
How to Transfer Store Ownership on Shopify
In some cases, you may want to transfer full ownership of your Shopify store to someone else. This could happen if you are selling your business, retiring from e-commerce, or bringing on a partner who will take over primary management. Here is how to do it:
- The person you want to transfer ownership to must already have an active staff account in your store.
- Go to Settings and then Users and Permissions.
- Scroll to the Store owner section and click Transfer ownership.
- Select the staff member you want to transfer ownership to from the dropdown.
- Enter your Shopify password to confirm.
- Click Transfer ownership to complete the process.
Important Warning: Transferring ownership is a significant action. After the transfer, you will no longer be the store owner. You will become a staff member, and the new owner will have full control over the store, including the ability to remove your access entirely. Only do this when you are absolutely certain.
Best Practices for Managing Shopify Staff Accounts
Now that you know how to add and manage admin accounts, here are some best practices to help you run a secure, well-organized team:
Apply the Principle of Least Privilege
Only give each team member the permissions they actually need to do their job. For example, a content writer does not need access to your orders or financial reports. Restricting access reduces the risk of accidental changes or data breaches.
Use Unique Email Addresses for Each Staff Member
Never share a single login among multiple people. Each staff member should have their own email and password. This way, you can track who made what changes using Shopify’s activity logs, and if there is ever a security issue, you can easily identify the source.
Regularly Review Staff Access
Make it a habit to review your list of staff accounts every few months. Remove accounts for people who no longer work with you, and update permissions for team members whose roles have changed. An outdated or forgotten staff account is a security vulnerability.
Encourage Staff to Use Strong Passwords and Two-Factor Authentication
Shopify supports two-factor authentication (2FA) for staff accounts. Encourage all team members to enable this feature for an extra layer of security. A compromised staff account can cause significant damage to your store, from deleted products to stolen customer data.
Communicate Clear Guidelines and Expectations
When adding a new admin, make sure they understand what they are expected to do and what areas to avoid. Create a brief onboarding document or checklist that explains your store’s workflows, naming conventions, and any important policies.
Document All Changes
Use Shopify’s built-in activity log to monitor changes made by staff members. If something goes wrong, you can trace the issue back to the specific action that caused it. Some store owners also keep a simple internal log of major changes, such as theme updates or shipping setting modifications.
Common Mistakes to Avoid When Adding a Shopify Admin
Even with all the right knowledge, some store owners run into trouble when managing staff accounts. Here are the most common mistakes and how to avoid them:
Giving Full Permissions When Not Necessary
It can be tempting to just give a new admin full permissions for the sake of convenience, but this is risky. A staff member with full permissions can change your store settings, modify payment methods, or even delete important data. Always consider whether full access is truly needed or if custom permissions would be safer.
Not Removing Staff When They Leave
When someone leaves your team, their Shopify account should be removed immediately. Failing to do so is a serious security risk. Former employees or contractors could retain access to your store long after their departure if you do not actively manage your staff list.
Entering the Wrong Email Address
If you enter an incorrect email address when sending an invitation, the invitation will go to the wrong person. Always double-check the email address before clicking Send. If you make a mistake, you can delete the pending invitation from the Users and Permissions page and resend it with the correct address.
Ignoring the Invitation Expiry
Shopify staff invitations expire after 7 days. If the invited person does not accept the invitation in time, you will need to send a new one. Make sure to communicate with the new team member so they know to look for the email and accept it promptly.
Not Considering Plan Limitations
If you are on the Basic Shopify plan and already have 2 staff accounts, you will not be able to add another one without upgrading or removing an existing account. Always check your current plan’s staff limit before trying to add new team members.
Adding Collaborator Accounts for Agencies and Developers
If you work with a Shopify Partner (such as an app developer, marketing agency, or web design firm), you may want to give them access to your store without counting them toward your staff account limit. That is where Collaborator Accounts come in.
Collaborator accounts are a special type of access that Shopify Partners can request. They work slightly differently from regular staff accounts:
- Collaborator accounts do not count toward your staff account limit.
- The Shopify Partner (developer or agency) sends the access request, rather than the store owner sending an invitation.
- You, as the store owner, receive and approve or deny the request from within your admin.
- You can set specific permissions for each collaborator, just like regular staff accounts.
To approve a collaborator request, go to Settings > Users and Permissions > Collaborators. Any pending requests from Shopify Partners will appear here for your review.
Collaborator accounts are particularly useful for temporary projects or long-term partnerships where you need ongoing access without dedicating a full staff account to the relationship.
Troubleshooting Common Issues
Sometimes things do not go as planned. Here are solutions to some frequently encountered problems when adding a Shopify admin:
The Invitation Email Was Not Received
Ask the recipient to check their spam or junk mail folder, as automated invitation emails sometimes land there. If it is not there either, go back to Users and Permissions, find the pending account, and resend the invitation. You can also confirm that the correct email address was used.
The Add Staff Button Is Not Visible
This usually means one of two things: either you have reached your plan’s staff limit, or your account does not have permission to add staff. If you have hit your limit, consider upgrading your plan. If it is a permission issue, contact the store owner and ask them to add the new staff member directly.
Staff Member Cannot Log In
If a staff member is having trouble logging in, first confirm that they have accepted the invitation and set a password. If they have forgotten their password, they can use the Forgot Password option on the Shopify login page. Make sure they are logging in at the correct URL with the right email address.
Staff Member Cannot See Certain Features
If a staff member reports that certain menus or features are missing from their admin view, this is almost always a permissions issue. Go to their account in Users and Permissions, review their current settings, and enable the relevant permissions. Changes take effect immediately.
Conclusion
Adding another admin to your Shopify store is one of the most practical steps you can take to scale your business and manage your operations more efficiently. Whether you are delegating daily tasks, working with a business partner, or hiring a team to handle specific areas of your store, Shopify’s staff account system gives you a flexible, secure, and easy-to-use solution.
By following the step-by-step process outlined in this guide, you can add a new admin in just a few minutes. More importantly, by understanding how permissions work and applying best practices for team management, you can keep your store secure and ensure that every team member has the access they need to do their job well.
Remember these key takeaways:
- Only one store owner exists on Shopify, but multiple staff accounts can be created with admin-level access.
- The number of staff accounts you can create depends on your Shopify plan.
- Always assign permissions carefully, granting only what is necessary.
- Remove staff accounts promptly when someone leaves your team.
- For agencies and developers, use Collaborator Accounts to avoid using your staff account quota.
- Regularly audit your team’s access to keep your store safe and well-managed.
With the right team structure and smart use of Shopify’s staff management features, you will be well-equipped to grow your store efficiently, serve your customers better, and build a thriving e-commerce business.
About the Author
Jay Patel is the Founder of XSquareSEO, a full-service SEO agency with experience in on-page SEO, eCommerce SEO, link building, technical SEO, SaaS SEO, and local SEO. For more information, feel free to contact us.
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