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Adding and managing staff accounts

To get help with store setup and daily business operations, Ecwid store owners can give staff members like web designers, developers, or fulfillment experts limited access to the store’s admin panel. Each staff member will have their own restricted permissions and individual credentials to log in to the Ecwid admin, where they can add products, process orders, run marketing campaigns, etc., according to their task.

The Business plan includes 2 staff accounts.
You can have as many staff accounts as you'd like on the Unlimited plan.

Available staff permissions

Permissions determine specific store admin sections and features a staff member can access. Ecwid store owners can grant one or multiple permissions based on the role of a particular staff in the store management team. For example, if you hire a person to update stock levels, you can limit their access to the Catalog section.

The following staff access permissions are currently available for Ecwid stores:

Permission Access scope
Sales Allows staff to access the My Sales section of store admin. They can manage orders, abandoned carts, and customer list.
Catalog Allows staff to access the Catalog section of store admin. They can  add and edit products, set prices, track inventory, update stock levels, and manage categories and gift cards.
Marketing Allows staff to access the Marketing section of store admin. They can manage advertising campaigns, create discount coupons, set up discounts, newsletters, and automated emails.
Reports and analytics Allows staff to access the Reports section of store admin as well as reports and sales stats on the Dashboard. They can manage store analytics tools and view reports and sales stats.
Website Allows staff to access the Website and Overview (only the Sell on your website and Sell on Instant Site blocks) sections of store admin. They can edit Instant Site’s appearance and content and change the website address. Additionally, they can add the store to other sites.
Sales channels Allows staff to access the Overview section of store admin (except for the Sell on your website and Sell on Instant Site blocks). They can manage sales on social media and marketplaces.
Store settings, shipping, and payment methods Allows staff to access the Settings, Design, Payment, and Shipping&Pickup sections of store admin. Staff can also access REST API tokens and the secret Manage your apps page in the store admin used to develop customization apps.
With this permission, staff can change the store’s general, legal, tax, checkout, and other settings; adjust storefront design, manage admin and customer notifications, tracking tools, customer groups, product types, product filters, and payment and shipping methods.

Staff members can also see and install apps from Ecwid’s App Market that match their permissions. The store owner will get a dedicated email if a staff member installs the app.

Only staff members with all the permissions can use Ecwid’s mobile store management app.

Compared to a staff member with a full set of available permissions, only the store owner can:

  • View, add, and remove staff members and grant permissions.
  • See billing information and upgrade or downgrade store’s subscription.

Adding staff members to your store

Store owners can invite staff members to manage their Ecwid store and grant specific access permissions. Each staff member will then need to create a personal account to log into the store admin panel to view and make edits in it according to their role.

The store owner (or store admin) is a person whose name and email are displayed on the Profile page. Usually, it’s the person who created the Ecwid store.

To add a new staff member:

  1. Log into Ecwid as the store owner.
  2. From your Ecwid admin, go to My Profile → Staff Accounts.
  3. Click Add Staff Member:

    Staff accounts.png

  4. On the opened page, enter the email address of the staff member.
  5. Tick the permissions you intend to give to the staff member. You can edit permissions later if you want, as well as remove the staff account.
  6. Click Send Invite.

That’s it!

Now this staff member will get an email invitation to join your store. They will be displayed in the Pending staff members block on the Staff Accounts page in your store admin. To finalize becoming your store management team member, staff must accept the invitation and complete the setup of their login.

Logging into a store as a staff member

To be able to manage an Ecwid store, a staff must accept the invitation to become a store team member and complete the setup of their login.

Here’s what they need to do:

  1. Open their mailbox and find the email with the following subject: “You have been invited to manage [store name]".
  2. Click the Join Store button in the email to accept the invitation. They will be redirected to a special login page:

    Adding and managing staff accounts (2).png

  3. On the login page, staff members will have a choice to:
    • Create a new profile to access the store (it’s free).
    • Join the store team with their existing Ecwid account if they happen to have it and want to use its login as the staff member login.

Upon signing in to their account, the staff member will access the Ecwid admin and can help set up and manage the store according to their permissions. For example, a marketing expert hired to run promotions will be able to view and change settings in the Marketing section.

After a staff member accepts the invitation to manage the store and follows the special link to sign in to their account for the first time, they can then use Ecwid's regular login page to access the store. If the member is managing several stores with the same staff login, they will each time be asked to choose the store they want to manage upon login.

For store owners, staff members who accepted the invitation to manage the store will be listed in the Current staff members section on the Staff Accounts page.

Staff members can edit their own profile details, such as update password or their login email. If they change their email, the store owner will get a notification.

Editing staff permissions

The store owner can edit permissions for any staff member at any time. This includes granting additional permissions and revoking the ones a staff member already has. After permissions are updated, the staff member will get an email notifying them about their new access scope.

To edit staff permissions:

  1. Log into Ecwid as the store owner.
  2. From your Ecwid admin, go to My Profile → Staff Accounts.
  3. Locate the staff member on the page.
  4. Click Edit Member.
  5. On the opened page, select the permissions you want to give and clear the permissions you want to revoke:
    Editing permissions.png
  6. Click Save.

That’s it! The permissions are now updated.

Removing staff members from your store

The store owner can remove any staff member from the Ecwid store. After the staff is deleted, they can no longer log in to the store admin. Members who have already accepted the invitation to join the store management team will also receive an email about being removed.

As a precautionary measure, you should periodically revise the list of your store’s staff accounts and remove the staff members you do not work with anymore.

To remove a staff account:

  1. Log into Ecwid as the store owner.
  2. From your Ecwid admin, go to My Profile → Staff Accounts.
  3. Locate the staff member on the page.
  4. Сlick Edit Member.
  5. On the opened page, click Remove staff member.
  6. Confirm that you want to delete this staff account.

That’s it! The staff member will no longer have access to your store.

In case you ever want to work with this staff member again, you will need to re-invite them to manage your store.

Related articles:

Switching between Ecwid stores
Multiple stores, one account
Your Ecwid account security

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