Shopify is a powerful platform that helps businesses of all sizes run and grow their online stores. As your business scales, managing every aspect of the store alone can become overwhelming. This is where Shopify’s collaborator access comes in—a feature designed to let trusted partners, like freelancers, agencies, or family members, assist in running your store without compromising security.
In this guide, we’ll break down everything you need to know about Shopify collaborator access, including how to request it and how to grant it. Whether you’re a store owner seeking help or a collaborator requesting access, we’ve got you covered. Let’s dive in!
Understanding Shopify Admin Roles
What Are Shopify Collaborators?
A Shopify collaborator is a type of account that allows external partners, like freelancers, agencies, or developers, to access your store without being counted toward your staff limit. This feature is ideal for store owners who need temporary or specialized help with tasks such as marketing, development, or design.
The key distinction between collaborator and staff accounts lies in their purpose:
- Staff accounts are for your in-house team handling daily operations like order fulfillment or inventory management.
- Collaborator accounts are for external professionals who need access to specific areas of your store without full control.
By using Shopify collaborator access, you maintain security while providing the exact permissions your external partners need.
How to Grant Access to Your Shopify Store
Granting Staff Access in Shopify
Adding staff members to your Shopify store is simple and gives your in-house team the ability to handle tasks such as managing orders, updating inventory, or running marketing campaigns. Follow these steps:
- Log in to your Shopify admin:
Navigate to your store’s admin dashboard. - Go to the “Settings” menu:
In the bottom-left corner of the dashboard, click Settings. - Select “Users and Permissions”:
From the settings menu, choose Users and Permissions to manage access. - Click “Add Staff”:
On the Users and Permissions page, click the Add Staff button. - Enter staff details:
Fill in the new staff member’s name and email address. - Set permissions:
Customize the permissions based on the staff member’s role:- Marketing access: Allows access to marketing campaigns and analytics.
- Fulfillment access: Grants permissions to manage orders and shipping.
- For full access, click Select All.
- Send the invitation:
Click Send Invite to email the invitation. The staff member will receive an email to accept and create their account.
Pro Tip: Double-check the number of staff accounts allowed under your Shopify plan to ensure you’re within the limit.
How to Give Collaborator Access in Shopify Using a Collaborator Code
Collaborator accounts are perfect for external partners, such as agencies or developers, who need access to your store without affecting your staff limit. Using a collaborator request code adds an extra layer of security, ensuring only approved individuals can request access. Here’s how to set it up:
- Log in to Your Shopify Admin:
- Navigate to your store’s admin dashboard.
- Go to Users and Permissions:
- Click Settings in the bottom-left corner, then select Users and Permissions from the menu.
- Enable Collaborator Request Access Codes:
- Scroll down to the Collaborators section and select the option to only allow requests with a collaborator access code.
- Click Generate Code to create a unique 4-digit code.
- Share the Code and Store URL Securely:
- Provide the store URL (e.g., mystore.myshopify.com) and the code to the individual needing access. Use a secure channel to share this information.
- Review and Approve Requests:
- When someone requests access, you’ll receive a notification in your Users and Permissions settings.
- Review their requested permissions carefully and adjust them to fit their role. For example:
- Orders and Analytics: For someone helping with marketing.
- Themes and Apps: For a developer updating your store design.
- Once satisfied, click Approve Request.
- Notify the Collaborator:
- Once access is granted, the collaborator will be able to log in via their Shopify Partner Dashboard and assist with their assigned tasks.
Best Practices for Sharing Shopify Collaborator Codes
- Share codes securely: Use a trusted communication platform to share the code with your partner. Avoid sending codes via insecure channels like public forums.
- Set expiration timelines: If you don’t need long-term collaboration, update or revoke access codes after a project ends.
- Limit permissions: Only grant access to the areas necessary for the collaborator’s work to minimize risk.
How to Request Collaborator Access in Shopify
Steps to Request Access via the Shopify Partner Dashboard
If you’re the one requesting collaborator access to someone’s Shopify store, here’s a quick overview of how it works:
- Create a Shopify Partner Account:
- If you don’t already have one, sign up at the Shopify Partner Program page.
- Log in and Submit Your Request:
- Go to the Stores tab in your Partner Dashboard, click Add Store, and select Request Access to Store.
- Provide the Necessary Details:
- Enter the store’s URL and the 4-digit collaborator request code, if the store owner has enabled one.
- Customize Your Request:
- Select the permissions you need (e.g., Analytics, Themes).
- Add a message explaining your request to the store owner.
- Wait for Approval:
- Once the store owner approves your request, you’ll gain access and can begin assisting them.
Important Considerations for Shopify Collaborator Access
Shopify’s collaborator feature is a secure and flexible way to grant access to your store, but there are a few important considerations to keep in mind:
- Activate Two-Step Authentication: Shopify requires all collaborator accounts to use two-step authentication for added security. This protects your store from unauthorized access and ensures only trusted users can log in.
- Change Collaborator Request Codes Regularly: You can generate a new collaborator request code at any time to improve security. When you create a new code, any previous codes become invalid, preventing unauthorized requests.
- No Need to Share Credentials: Collaborators and staff can log in with their own accounts, eliminating the need to share passwords. This also allows you to manage and revoke permissions easily when access is no longer required.
- Collaborator vs. Staff Access: If someone already has access to your store as a collaborator, they can’t be added as a staff member. Make sure to align their role with the appropriate access type.
- Regularly Review Permissions: To maintain control, periodically review the permissions granted to collaborators and staff. This ensures they have access to only the areas they need to perform their tasks.
By staying proactive about security and permissions, you can make the most of Shopify collaborator access while keeping your store safe.
Shopify Security and Collaboration: The Perfect Balance
It’s understandable to feel cautious about granting access to your Shopify store—after all, it’s a cornerstone of your business. Security matters, and it’s important to follow simple guidelines, like only granting access to trusted individuals and customizing permissions carefully.
The good news? Shopify’s collaborator access features are designed to help you share access safely and confidently. With safeguards like collaborator codes and robust permissions, you’re in control. Plus, Shopify’s excellent support team is always there if you need help.
At Curiosity Marketing Group, we’ve worked with many Shopify store owners to enhance their SEO, marketing, and overall performance. If you’d like guidance on making the most of Shopify, we’re here to help!