How To Use Shopify Staff Roles And Permissions To Manage Your Growing Team


This article is brought to you by Retail Technology Review: How To Use Shopify Staff Roles And Permissions To Manage Your Growing Team.

By Jeremy Landau, freelance writer.

It’s no secret that when your business begins to grow, you will need to add staff to accommodate the increased sales and other demands on store operations. This tends to become more complex as your business gets larger, and staff roles and responsibilities may need to be diversified and identified, so everyone knows what they should be doing. This is especially true when you use a small business point of sale (POS) software. 

Setting roles and permissions allows you to monitor what your staff is doing while they are logged into your POS system, including for managers and owners. You want your POS to define duties but also offer features that make the job easier, including schedules, payroll, product pricing and much more. 

What are Staff Roles and Permissions?

Roles and permissions allow you to define each person’s role on the job. Some common titles that this works for include:

  • Buyers
  • Schedulers
  • Merchandisers
  • Store managers
  • Assistant managers
  • Stockroom staff
  • Keyholders
  • Store associates

When everyone knows their duties, you ensure that everything gets done during each shift. By using the Shopify team management app, you can create a list of responsibilities for the job title, rather than for each individual on the team. This lets you pass on the same information to new staff, rather than starting from scratch with each new hire. 

Your Manager’s POS Role

The person who runs your store will need more permissions than those who don’t. For that reason, you can use your POS to allow managers to set the duties for the staff for the shift.

  • Set daily goals
  • Run store reports
  • Manage the back office
  • Add or remove staff accounts
  • Change roles for staff
  • Hire new staff

Holding Retail Staff Accountable

You want to be sure your retail staff are doing their job, but also keep track of their sales and transactions, so you can use that information for your benefit, but also to help your sales team stay accountable and do their best on the job. This is also a great way to help staff meet their own goals and helps you coach them appropriately. 

Examples of Popular Permissions

Your manager (or other specific staff) should also have the ability to make decisions on your behalf, something that your associates might not be able to do. Using a PIN makes it easy to allow access to only those with the following tasks. 

  • Offer discounts
  • Open the cash drawer
  • Track payments
  • Manage taxes
  • Refunds or exchanges
  • Custom sales
  • Shipping orders
  • Add and manage customers
  • View analytics

By defining these goals, you can assign them to the appropriate staff members, ensuring that they are only carried out by those qualified to do so, according to the job descriptions you’ve created for your roles. For staff without these permissions, they will have to request that someone with the permissions carry out the task for them. This ensures that you know who is doing each thing and who to talk to if there’s a problem with any of the duties outlined. 

How to Create and Assign Roles

Now that you know what a POS can do for you and your business, let’s talk about how to make it work best for you. The first step is to access the system and create the roles and permissions, according to each job title. Once you have everything outlined in the system, you can then teach your staff how to operate it and who to go to for permissions that are not allowed for a given role. 

Your Shopify POS is an effective tool for managing your growing business and the complex roles that your staff need to take on as you hire them. Roles and permissions take some of the effort away from you and allow you to define what each staff member is responsible for doing during their shift. You will love the freedom this offers and the time it creates for you to attend to other important business tasks. 

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