How to Manage Staff Permissions Efficiently in Your Online Store


Cheers to all business owners who are building their online store from the ground up! It’s a big cheers to business owners who are building an online store. Whether they are store managers, designers, developers, or


require access to your online store to carry out their responsibilities effectively.But you don’t want to give away full access to your store to everyone as it can become difficult to manage-what

should you do?Keep reading to discover how to onboard staff or any external contractors efficiently while limiting access to your store’s sensitive information.The Importance of Managing Staff Permissions

In the US, there are 33.2 million small businesses, but only 16% of them have up to 19 employees. It’s no surprise that business owners don’t give staff permissions the highest priority when they start hiring. In the US, only 16% of small business owners have between

1 and 19

staff (Source: Forbes Advisor).

For online store owners, managing the individual store access of new hires can be a crucial part of onboarding. For example, if you were to hire a marketing assistant and an accountant, it would make sense to grant them different permissions to your online store.Having unique employee access levels is essential for several reasons:Security

: Ensure that only authorized employees can access sensitive information and critical functions, lowering the possibility of unauthorized actions.


  • : Streamline workflows and reduce administrative work by granting specific permissions to team members based on their roles. Each employee can strictly focus on their designated tasks without being overwhelmed by unnecessary information or functionalities.Control
  • : Maintain control over your online store. You can assign appropriate permissions and restrict access to certain sections, ensuring that employees only have the tools they need to fulfill their duties and excel at their jobs.Accountability
  • : Have better accountability within your organization. Tracking activities and limiting access makes it easier to identify the responsible party if any issues arise.Flexibility
  • : Delegate tasks and responsibilities more effectively. Employees can be assigned roles with specific permissions, allowing them to perform their duties efficiently without worrying about accidentally modifying or deleting crucial data.How to Manage Staff Accounts in Your Online Store
  • When choosing an ecommerce platform for your store, it’s vital to ensure that it allows you to add and manage staff with different permissions.It doesn’t matter if you have a big team that needs access to an online store or just


employees helping you with orders. If you use Ecwid by Lightspeed to create a new online store or migrate an existing one, you can assign and manage staff account to allow your team members to have different access levels to your store. Besides a superb online store and smart staff accounts, you’ll get additional benefits like selling on social media and marketplaces.

An example of an online store created with Ecwid by LightspeedTo add staff members to your Ecwid store, go to your Ecwid admin, My Profile – Staff Accounts – Add Staff Member. Don’t forget to tick the permissions you intend to give to this staff member!Here are all available

staff permissions

you can grant in your Ecwid store:


: Let your staff manage orders, abandoned carts, and customer lists.

Catalog: Let your staff manage products and prices, track inventory, update stock levels, and manage product categories and gift cards.Marketing

  • : Allow staff to manage advertising campaigns, discounts, newsletters, and automated emails.Reports and analytics
  • : Enable staff to manage store analytics tools and view reports and sales stats.Website
  • : Allow staff to manage your ecommerce website (aka Instant Site) and change the website address. Plus, add your online store to other sites.Sales channels
  • : Let staff members manage sales on social media and marketplaces.Store settings, shipping, and payment methods
  • : Enable staff to change the store’s legal, tax, and other settings. You can also allow them to manage admin and customer notifications, payment, shipping, and more details related to your store settings.What’s great about managing staff permissions in your Ecwid store is that
  • you can combine the permissions as you like. You can, for example, grant your marketing specialist permission to Marketing and Reports. You can also restrict access to tools that they don’t need. At the same time, you’ll be able to restrict access to tools that they do not require.
  • Choose which permissions you want to give your team membersNote that as the store owner, only you can view, add, and remove staff members, grant permissions, see billing information, and change the store’s subscription.

Learn more about staff permissions as well as adding, managing, and removing staff accounts in your Ecwid store in our Help Center.What Business Tasks You Can DelegateGrowing a business is impossible without delegating tasks to your team. A business owner’s


list is neverending, and it’s hard to truly grow when you’re the only person handling the



Employees can become the driving force for product launches, marketing campaigns, and customer service initiatives. Especially during the hottest season for anyone selling online–Black Friday and Cyber Monday.As the business owner, you are responsible for ensuring every employee has the tools and resources to do their job efficiently. By granting access to your store’s backend, you can ensure that each staff member knows what they are responsible for and can take care of any necessary updates or changes quickly.For example, you can delegate some tasks to:

Store managers to manage sales, update product details, and control stockFulfillment operators

to prepare orders for shipping, delivery, or


  • pickupMarketing managers
  • to set up popups and banners, run promotions, and add Facebook Pixel or Google Analytics to measure ad performanceDevelopers to customize your ecommerce websiteDesigners
  • to manage your online store design and upload photography or video.Best Practices for Delegating Online Store Tasks
  • So, you have decided to delegate some online store management tasks to your employees. Congratulations! Congratulations! But, are you willing share your login information with this person? This is not the best idea as it can be difficult to manage. It seems like this is not the best idea as it can get difficult to manage.Here are some ways that you can ensure your online store runs smoothly while delegating business tasks:
  • Provide Access Only to Those Who Need ItCarefully restrict access to sensitive software, such as your ecommerce or accounting platforms. The same applies when giving access to your brand’s social media


don’t want to let every team member post on behalf of your brand. You can do this by:

Requiring your team members to use strong passwords and

two-factor authentication when logging in

Using secure payment gateways, such as Lightspeed Payments, Stripe, or PayPalUpdating software regularly and backing up dataEnsuring every employee completes ecommerce security training

Read more

Onboard Before Granting Access

  • Ensure that new hires and contractors have This could include:Requiring your team members to use strong passwords and two-factor
  • authentication when logging in
  • Using secure payment gateways, such as Lightspeed Payments, Stripe, or PayPal
  • Updating software regularly and backing up data

Ensuring every employee completes ecommerce security training.

Read more

Onboard Before Granting Access

Ensure your new hires and contractors have gone through the onboarding and training process before granting them access, as this will help them navigate through your store and tools efficiently.

For example, if you use Ecwid by Lightspeed as your ecommerce platform, you can give your team members a guided tour on navigating the Ecwid admin. Plus, you can share links to our Help Center or video tutorials.

Assign Permissions Depending on the RoleCreate individual user accounts for each employee–never

share one account with multiple users. It will be easier to keep track of what each employee has done in your online store. It is important to regularly review and update your list of staff members in order to ensure that the store operates efficiently. By removing any inactive or former staff members from your account, you can safeguard sensitive information and streamline the management of your store’s operations.

If you use Ecwid to sell online, you can see all the staff members who have access to your store on the Staff Accounts page of your Ecwid admin. Here, you can edit permissions or revoke access altogether.

Removing staff member access from the Ecwid store

Manage Your Staff Accounts Easily with Ecwid

Now that you’re in the loop about staff permissions and how they can help level up your ecommerce store management, it’s time to take charge.

With Ecwid by Lightspeed, you can easily manage who has access to what part of your store in one place. You can set different permission levels for each user to ensure that only authorized staff can access sensitive data or customer information. This way, you can rest assured that your online business is running smoothly, and your employees are ready to take it to the top!

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To learn more about managing your team as a business owner, check out the following resources from our blog and podcast:

Happy selling!

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