Team & access
Giving other people access to your dashboard, and controlling what they can do.
Where to find it
Sidebar → Settings → Users & Access.
| Menu item | What it’s for |
|---|---|
| Admins | Shop admin accounts |
| Staff | Staff accounts |
| Roles | What each role is allowed to do |
Admins and Staff
Two lists, near-identical to use: Name, Email, Phone, Roles and Status, with a search box and an Add button. Both dialogs ask for first name, last name, email, phone, gender, role and status; first name and email are required.
The difference is the account type each one creates — admins are shop administrators, staff are staff members. What either person can actually do is decided by the role you give them, not by which list they are in. So the role is the part worth thinking about.
Both count against the same staff allowance on your plan. Five admins and three staff is eight against your limit, not two separate counts.
Roles
Sidebar → Settings → Users & Access → Roles. Shows each role with its name, slug, level and how many permissions it carries.
- Add Role creates one and lets you choose its permissions
- Assign Roles attaches roles to people
Plan note: custom roles are a paid feature. Without it you get the built-in roles only, which is enough for most small shops.
Giving the right access
Give each person the narrowest role that lets them do their job. Not out of distrust — because your dashboard holds real customers’ names, phone numbers and addresses, and every extra account with access to that is another way it can leak.
A practical split for a small shop:
| Person | Needs | Does not need |
|---|---|---|
| Someone packing orders | Orders, products | Billing, settings, staff |
| Someone adding products | Products, media | Orders, customers, billing |
| A bookkeeper | Orders, payments, invoices | Products, settings, staff |
| A partner | Everything | — |
Two rules worth keeping:
- One account per person. A shared login means the order log records “someone” rather than a name, and you cannot remove one person’s access without changing everyone’s password.
- Remove access the day someone leaves. Set their status to Inactive. Accounts belonging to people who left are the most common way a shop gets turned over.
Common problems
“My colleague cannot see a page.” Their role does not include it. Change the role, or assign them one that does.
“I cannot add another staff member.” You have reached your plan’s staff allowance — remember admins count too. See your plan.
“I cannot create a custom role.” Custom roles are a paid feature.
“Someone changed an order and I do not know who.” Open the order and read its log — every change is recorded with a name, provided each person has their own account.