Share Shopify Access with Roles & Approvals (Staff and Collaborators)

Why the “main” store login should never leave your hands

It controls products, payments, and customer data. Shared logins erase accountability, complicate refunds, and make offboarding risky. Use staff and collaborator accounts instead.

Safe setup (15 minutes)

1. Add staff or approve a collaborator request with the least privilege needed (products only, orders only, no billing).
2. Require MFA for all users. If someone needs help with a memorable master, share: How to Create Strong Passphrases You’ll Actually Remember.
3. Verify invites out-of-band before clicking; watch for spoofed domains. Habit: Verify Links Like a Pro.

Approvals & change control

• Theme changes: use a duplicate theme; review and publish during a scheduled window.
• App permissions: grant narrowly and remove unused apps.
• Exports: never email CSVs with customer data—deliver via one-time, expiring links with a separate access code. Basics: Share Sensitive Photos & Documents Safely.

Offboarding & audits

• Remove users when projects end and rotate any secrets they touched (API keys, webhooks). Playbook: Employee Offboarding.
• Monthly review of permissions and app access; downgrade “temporary” admins.

Useful external references

• Shopify Help: Staff accounts & permissions 🔗
• Shopify Partners: Collaborator accounts 🔗
• Shopify: Two-step authentication 🔗

Related reading

Payments & invoice safety for merchants: Send Banking Details Safely

Plain-English guide for non-tech collaborators: Share Passwords with Non-Tech Clients or Family

Respond quickly if access goes sideways: The Simple Incident Playbook for Leaked Passwords

Bottom line

Invite people with narrow roles, verify the path, require MFA, and review changes. That’s Shopify access without the heartburn.

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