Add a new Shopify POS staff PINs

As a new Shopify merchant, are you worried about giving your Shopify POS staff too much access? Maintaining control and security while empowering your team is key to running a successful business. 

This newest article will show you how to create new staff PINs with limited permissions, granting access only to the features they need. Curious? Keep reading to find out!

How to add a new Shopify POS staff PINs

Step 1: Go to Users and Permissions

• In your Shopify admin, click on Settings.
• Select Users and permissions.

Step 2: Add Staff

• Click the Add staff button.

Step 3: Enter Staff Details

Fill in the required information, including:

• First Name
• Last Name
• Email

Then, you can assign the appropriate POS role to control their access level.

Step 4: Set or Generate PIN

In the PIN section, you can either:

• Manually enter a four-digit PIN
• Click Generate random PIN to have Shopify create one

Make sure to share the PIN with the staff member securely.

Step 5: Save the New Staff

• Click the "Send invite" button to create the staff account and assign the PIN.

How to set limited permissions for staff with Shopify POS PINs

Step 1: Access the Point of Sale Channel

• From your Shopify admin, click on Settings in the lower-left corner.
• Select Apps and sales channels.
• Find and click on Point of sale.
• Click Open sales channel to access the POS settings.

Step 2: Go to Staff

• In the POS settings, click on the Staff tab.

Step 3: Manage POS roles

• Click on Manage POS roles.
• Select the role you wish to edit, or create a new role.

Step 4: Adjust Permissions

• Review the list of permissions available for that role.
• Check or uncheck the boxes next to each permission to grant or restrict access.
• For certain actions, you might also see a "Manager approval" option. Enable this if you want to require a manager's PIN for that action.

Step 5: Save Changes

• Click the Save changes button to apply the updated permissions to the selected role.

FAQs

Can I change an existing staff member’s POS PIN on Shopify?

Yes, you can edit a staff member’s profile and generate a new PIN or manually enter a new one.

Is there a way to reset a staff member’s POS PIN if they forget it?

Yes, as the store owner, you can access their profile and generate a new PIN for them.

Can I set different levels of access or permissions for staff members based on their POS PINs?

Yes, you can assign different POS roles to staff members, each with specific permissions, and control their access levels.

What happens if a staff member enters their POS PIN incorrectly multiple times?

Shopify POS typically has a security feature that locks the account after a few incorrect PIN attempts. You, as the owner, can then unlock it from the admin.

###Is there a way to track which staff member used a specific POS PIN for a transaction?

Yes, Shopify’s POS system logs activity by staff member, so you can view sales and actions associated with each PIN.

In conclusion

This guide has outlined the steps to enhance security and control within your Shopify POS system by creating new staff PINs and customizing their permissions. Have you implemented specific POS access controls or encountered any challenges in managing staff permissions? Feel free to share your experiences and insights in the comments below!

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