How to Create a Collaborator Account on Shopify.

Table of Contents

1. Introduction
2. What is a Shopify Collaborator Account?
4. Managing Collaborator Permissions
5. Best Practices for Using Collaborator Accounts
6. FAQs
7. Conclusion

Introduction

Imagine running a successful Shopify store and needing specialized help to enhance your online presence or optimize your operations. You might be tempted to bring in an expert, but how can you do that without compromising your store's security or running afoul of Shopify's permissions system? This is where Shopify collaborator accounts come into play.

Collaborator accounts allow Shopify Partners—like freelancers or agencies—to access specific areas of your store without counting toward the staff limit. This is particularly beneficial for store owners who want to maintain control over their platform while still tapping into external expertise.

By the end of this blog post, you will learn how to create a collaborator account on Shopify, the permissions involved, and best practices for managing these accounts. Whether you are a store owner or a freelancer, understanding the intricacies of collaborator accounts will empower you to collaborate effectively and securely.

We will explore the following aspects in detail:

1. What a Shopify collaborator account is and its benefits.
2. How to create a collaborator account.
3. Managing collaborator permissions.
4. Best practices for using collaborator accounts.
5. FAQs related to collaborator accounts.

Let’s dive into the world of Shopify collaborator accounts and discover how they can streamline your business operations.

What is a Shopify Collaborator Account?

A Shopify collaborator account is a special type of account specifically designed for Shopify Partners to access a store's admin panel. Unlike standard staff accounts, which are limited in number depending on the Shopify plan, collaborator accounts do not count against the store's staff limit. This makes them an ideal solution for short-term projects or collaborations with freelancers and agencies.

Benefits of Collaborator Accounts

• Controlled Access: Store owners can grant specific permissions to collaborators, ensuring they only access the areas necessary for their work.
• No Staff Limitations: Collaborators do not count toward the total number of staff accounts, allowing store owners more flexibility.
• Temporary Access: Once a project is completed, store owners can easily revoke access without the need to manage multiple staff accounts.
• Streamlined Collaboration: Collaborators can work directly from their Partner Dashboard, simplifying the management of multiple projects.

Creating a collaborator account involves a straightforward process that ensures both security and ease of access. Here’s how to do it:

Step 1: Generate a Collaborator Access Code

Before a collaborator can request access, you need to generate a unique access code. This code is vital for maintaining the security of your Shopify store.

1. From your Shopify admin, navigate to Settings > Users and permissions.
2. Click on the Collaborators section.
3. Check the box that requires a collaborator request code.
4. Click Generate new code to create a 4-digit code.
5. Copy this code and share it with your collaborator.

Step 2: Have Your Collaborator Request Access

Once the access code is generated, your collaborator can initiate the request process.

1. The collaborator logs into their Shopify Partner Dashboard.
2. They navigate to the Stores tab and select Request Access.
3. They enter the URL of your store and the 4-digit access code.
4. In the permissions section, they select the specific areas they need access to or check the option for full access.
5. They can also add a personalized message to explain their request.
6. Finally, they submit the request.

Step 3: Approve Collaborator Access

After the request is submitted, you will receive a notification and an email alerting you to the new request.

1. In your Shopify admin, go to Settings > Users and permissions > Collaborators.
2. Review the request and adjust permissions if necessary.
3. Approve the request to grant access.

Step 4: Monitoring and Managing Access

Once the collaborator has been granted access, it’s crucial to monitor their activities to ensure compliance with your expectations.

1. You can check the actions taken by the collaborator through the admin history log.
2. If adjustments are needed, you can modify permissions at any time.

Managing Collaborator Permissions

One of the key strengths of Shopify collaborator accounts is the ability to customize permissions. Here’s how to manage permissions effectively:

Setting Permissions

When approving a collaborator’s access request, you can choose from a variety of permissions, including:

• View Products: Allowing access to product listings.
• Manage Settings: Granting the ability to change store settings.
• Edit Themes: Enabling changes to the visual design of the store.
• Access Reports: Providing visibility into sales and customer data.

Carefully consider which permissions are necessary for the collaborator's role. For instance, if they are working on design improvements, they may only need access to themes and not to financial reports.

Changing Permissions

If you need to change the permissions after the collaborator has been granted access, follow these steps:

1. Go to Settings > Users and permissions > Collaborators.
2. Click on the collaborator’s name.
3. Modify the permissions according to your needs.
4. Save the changes.

Removing Collaborator Access

When the project is complete, or if you need to revoke access for any reason, you can remove the collaborator’s account easily:

1. From Settings > Users and permissions, navigate to the Collaborators section.
2. Click on the collaborator’s name.
3. Select Remove account.
4. Confirm the action by entering your password.

This action permanently removes the collaborator's access, and they will need to submit a new request if they need to work on the store again.

Best Practices for Using Collaborator Accounts

To maximize the benefits of collaborator accounts while ensuring secure and efficient collaboration, consider the following best practices:

1. Use Specific Permissions

Only grant the permissions necessary for the collaborator’s specific tasks. This minimizes risk and maintains control over sensitive information.

2. Communicate Clearly

Before sending an access request, communicate openly with your collaborator about what areas they will need access to and why. This helps build trust and ensures everyone is on the same page.

3. Monitor Activities

Regularly check the admin history log to monitor changes made by collaborators. If something seems out of place, address it immediately.

4. Revoke Access Promptly

Once a project is complete, promptly remove the collaborator’s access to maintain the security of your store.

5. Keep Access Codes Secure

Change your collaborator access code periodically to prevent unauthorized access requests. Always keep the code confidential and share it only with trusted partners.

FAQs

What is a Shopify collaborator account?

A Shopify collaborator account is a special type of account that allows Shopify Partners to access a store's admin panel. It provides store owners with control over what areas collaborators can access without counting towards the store's staff limit.

How does a collaborator account differ from a staff account?

While staff accounts are intended for long-term employees and count against the store's staff limit, collaborator accounts are designed for temporary access and do not affect the staff limit. Collaborators can only access the permissions granted to them by the store owner.

Can I monitor the changes made by a collaborator?

Yes, Shopify tracks all actions taken by users within the admin panel. You can view this activity in the admin history log.

What should I do if I accidentally approved the wrong request?

If you mistakenly approve a collaborator’s request, you can quickly revoke their access by navigating to the Users and permissions section and selecting Remove account.

How do I keep my store secure when granting collaborator access?

To maintain security, only grant necessary permissions, use access request codes, and monitor collaborator activities regularly.

Conclusion

Shopify collaborator accounts offer a flexible and secure way for store owners to work with external experts without compromising their store's integrity. By following the outlined steps to create and manage these accounts, you can ensure seamless collaboration while retaining control over your store's sensitive information.

As you explore the opportunities that come with using collaborator accounts, consider how Praella's offerings—such as User Experience & Design, Web & App Development, and Strategy, Continuity, and Growth—can enhance your Shopify experience. Collaborating effectively can elevate your brand and help you realize your vision.

If you're interested in learning more about how Praella can assist you in your Shopify journey, visit Praella Solutions for more information. Your path to successful collaboration starts here.