How to Provide Access to Your E-commerce Platform (Shopify, WooCommerce)

Why Provide Access?

Granting access enables team members, developers, or external agencies to work on your store while keeping your account secure. Each platform has built-in user roles with various permission levels, so you can assign access tailored to specific tasks (e.g., managing orders, updating products, or handling website design).

How to Provide Access in Shopify

Shopify has a built-in system for managing user permissions through its Staff Accounts and Collaborator Access features.

Step 1: Log in to Your Shopify Admin

1. Go to Shopify and log in to your admin dashboard.
2. In the left-hand menu, go to Settings > Users and Permissions.

Step 2: Add a New Staff Member

1. Under Users and Permissions, click Add staff.
2. Enter the new user's Full Name and Email Address.
3. Assign Permissions based on the access they require. Shopify allows you to control access to:
   • Orders, products, and customers
   • Marketing, discounts, and apps
   • Analytics and settings
4. Click Send Invite. The new user will receive an email with instructions to create their account.

Step 3: Providing Access via Collaborator Account

For external partners, such as developers or marketing agencies, you can enable Collaborator Access:

1. Provide them with your Shopify Store URL.
2. They can request access via their Shopify Partner Dashboard using your store’s URL.
3. You’ll receive a collaborator access request in Settings > Users and Permissions.
4. Review the access level they are requesting and click Approve if it aligns with the work they’ll be performing.

Managing Staff and Collaborator Permissions

• You can edit permissions at any time by going to Users and Permissions, selecting the user, and adjusting their access.
• For temporary projects, remember to Remove Access once the project is complete.

How to Provide Access in WooCommerce

WooCommerce is a plugin for WordPress, so access is managed through WordPress user roles. WooCommerce includes several roles specifically for managing store activities, including Shop Manager and Customer.

Step 1: Log in to Your WordPress Dashboard

1. Go to your WordPress login page and sign in.
2. In the left-hand menu, go to Users > Add New.

Step 2: Add a New User

1. Enter the new user’s Username, Email, and any other necessary information.
2. Choose a User Role that suits their responsibilities. WooCommerce has several roles with different permissions:
   • Shop Manager: Full access to manage products, orders, and WooCommerce settings.
   • Editor: Can manage content but doesn’t have access to WooCommerce settings.
   • Customer: Limited access; customers can only view and manage their orders.
3. Click Add New User.

Step 3: Adjusting Permissions for Custom Roles (Optional)

If you need specific permissions that aren’t covered by default roles, you can use plugins like User Role Editor or Members to customize roles:

1. Install and activate a role editor plugin from Plugins > Add New.
2. Open the plugin settings, choose the user role you want to adjust, and enable or disable permissions as needed.
3. Save changes to apply the customized permissions.

Managing and Removing Access

• To edit a user’s role, go to Users, select the user, and adjust their role as needed.
• To remove access, simply delete the user from the Users section.

Recommended Best Practices for Granting Access

• Grant Only Necessary Access: Provide permissions based on tasks required. For instance, give marketing staff access to discounts and products, while developers may need access to settings and themes.
• Use Collaborator Access for Temporary Projects (Shopify): Collaborator accounts offer a way to add users for a limited time without increasing your account costs.
• Regularly Review User Access: Periodically check user access to ensure permissions are still relevant, especially after completing a project.
• Enable Two-Factor Authentication: For enhanced security, enable two-factor authentication for admin accounts and encourage team members to do the same.

By following these steps, you can confidently manage access to your e-commerce store on Shopify or WooCommerce, ensuring that your team has the tools they need without compromising on security.