A shop rarely grows alone. Once the first orders start rolling in, you need help — someone packing parcels, someone answering customer questions, maybe a social media pro. With Shopyai's team management, you invite staff in seconds, give them exactly the rights they need (not more, not less), and keep full control of your shop at all times.
Invite staff in 30 seconds
Go to Settings → Team, click "Invite staff", enter an email and role — done. The invitee receives a mail with a secure invite link. The link is valid for 24 hours and works exactly once. After a single click and a secure sign-in, the new staff member is active in your shop with exactly the rights you defined.
Six fine-grained permissions
Not everyone needs access to everything. A support rep needs to see orders but not create products. A product manager works on the catalog but shouldn't manage payouts. Shopyai splits access into six clear permission categories that you can toggle independently per staff member:
Each category has three levels: no access, read, or write. A typical social media manager, for example, gets marketing:write and analytics:read — they can run campaigns and see results, but cannot change orders or prices.
Activity log — every change visible
As soon as someone on your team changes something, it lands in the activity log. You see exactly: who did what and when? Price changed, order canceled, discount code created, new staff invited — all traceable. The log is visible only to the owner; staff members themselves don't see it. You get the oversight without making your team feel watched.
All sensitive data — especially customer email addresses — is shown masked in the log (e.g. a***@g****.com). Your staff names stay readable, but no customer data ends up in logs that multiple people can access.
Invitation digest — never forget a pending invite
Sent someone an invitation but they haven't accepted yet? Without a reminder, it easily gets forgotten. Shopyai sends you a daily invitation digest at 8:00 AM: a compact overview of all pending invitations per shop — who, when invited, hours left until expiry. With one click you can nudge them, renew the invitation, or revoke it.
Ownership transfer — a safe handover
Sometimes the full ownership needs to be transferred: selling to a partner, a family handover, switching the legal entity. The ownership transfer flow is built exactly for that — secure, traceable, revocable.
- 1. Start the transfer — The current owner enters the email of the new owner.
- 2. Confirmation email — The new owner receives an accept link by email. The token only lives in the mail body — never in logs, never in the dashboard, never in metrics.
- 3. Acceptance — The new owner clicks the link, signs in, and confirms.
- 4. Handover — Ownership switches immediately. The old owner becomes a staff member with read rights (or can be removed).
- 5. Cancel anytime — Until acceptance, the current owner can stop the transfer with one click.
Security that stays out of the way
Multiple people with access to the same shop also means multiple attack surfaces. Shopyai solves this with security mechanisms that run in the background:
- Invitation tokens expire after 24 hours — no reuse of an old link
- Brute-force protection: after too many wrong tries, the token is locked
- Email masking in logs and UI wherever possible
- Audit log for every sensitive action (invite, revoke, remove, transfer)
- AES-256 encrypted transfer tokens in the database
- Rate limiting on invite actions to prevent bulk-invite spam
The AI assistant helps with team management
You can manage your team through the AI assistant too — via chat: "Invite [email protected] as an order manager" or "Show me all pending invitations". The assistant always confirms critical actions (invite, removal, role change) via the safety gate — nothing is executed without your explicit confirmation. The assistant sees emails only in masked form; real customer data never flows into the LLM context.
Integration with other Shopyai features
Team management ties in tightly with other areas. Staff accounts work with live chat (any staff member can take over customer questions), with email marketing (campaign approval gated to marketing permissions), and with the Telegram bot (everyone with chat permission receives escalated customer inquiries on their Telegram).
You decide who has which rights — and you see every change in the activity log. Invitations expire after 24 hours, ownership transfer is revocable until accepted. No chaos, full control.
Conclusion
A shop is teamwork. With Shopyai's team management you handle it cleanly: invitations in seconds, fine-grained roles, a traceable history, and a safe way to transfer ownership if needed. Whether you hire a part-time packer or sell the whole business — the process stays just as simple as it is secure.
FAQ
Does every additional staff member cost extra?
No. Team management is included as a plugin in the PRO and HERO plans and you can invite as many staff as you need — most shops have between 2 and 20 staff accounts. The free Basic plan only has the owner account.
Can a staff member expand their own rights?
No. Only the owner can change roles, invite new staff, or remove someone. Even staff with settings rights have no access to team management. Sensitive actions stay with the owner.
What happens to data when I remove a staff member?
The account instantly loses access to the shop, but created data (products, orders, campaigns) is preserved and still visible in the activity log. The staff member can no longer log in or change anything — the shop belongs to you, not to the staff member.
Can I reuse role templates?
Yes. When inviting, you can pick from saved role templates (for example "Packer", "Customer Service", "Marketing") so you don't configure individual permissions each time. Templates are stored per shop.