Orderline Orderline

Staff access and location permissions in Orderline

Invite team members, limit them to a location, and control who can manage statuses, drafts, and audit logs.

What staff access is for

When more than one person works orders, you need:

  • Each person to sign in with their own access
  • Optional location limits so warehouse staff only see work for their site
  • Optional permissions so not everyone can change production statuses, open drafts, or view audit logs

Orderline staff access builds on Shopify staff accounts and your Orderline plan. It does not replace Shopify’s own staff settings; it controls what people can do inside Orderline.

For routing line items to internal locations (warehouse vs store), see the multi-warehouse tutorial when published — that is work routing, not the same as staff location filters.

Video: Staff access and location permissions in Orderline

Requirements

RequirementWhy
Shopify plan that supports staff (Shopify plan and above, not Basic)Invites and multi-user staff depend on Shopify’s staff system
Orderline Pro or Pro+Staff access (including location assignment for the team) is on Pro and Pro+; Starter is for solo use
Admin in OrderlineOnly admins can open Settings → Staff and invite or edit members

On Shopify Basic, you can still use Orderline fully as the store owner. Multi-person staff logins are limited by Shopify and by plan — see pricing and the FAQ on Basic plan staff.

Open staff settings

  1. Open Orderline from your Shopify admin.
  2. Go to Settings.
  3. Open Staff (team members).

If you are not an admin, Orderline shows that you need admin access to manage staff.

Invite a staff member

  1. On Team members, click Invite staff member.
  2. Enter their Email (required).
  3. Optionally enter a Name.
  4. Optionally set Assigned Location:
    • No restriction — they can use location filters for any location they are allowed to see.
    • A specific location — used with the filter checkbox below.
  5. If you chose a location, optionally enable Only see orders at this location.
  6. Optionally enable Admin access for full Orderline admin rights.
  7. Click Send Invite.

They receive an email with a link to activate. Pending invites appear in the list with a pending status; you can Resend invite or Revoke access from the row actions.

Permission flags such as “Can create custom statuses” are set when you Edit the member after invite (see below), not on the invite form.

Edit location and permissions

  1. On the staff list, click Edit for a member.
  2. Adjust Location and Only see orders at this location if needed.
  3. Under Permissions, set:
ControlWhat it does
Admin accessFull admin rights in Orderline (bypasses individual permission flags).
Can create custom statusesCreate, edit, delete, and reorder statuses on the Statuses screen. Assigning statuses on orders does not require this — any authenticated staff can move orders through stages.
Can view draft ordersSee the drafts area and work with draft orders. Without it, drafts are hidden.
Can view audit logsSee audit logs. Without it, that screen is hidden.
  1. Click Save Changes.

Admins automatically have all permissions.

How location filtering works for staff

When a member has an assigned location and Only see orders at this location is on:

  • Orderline treats that location as a lock for their orders board.
  • They primarily see line items whose effective location matches (Shopify location or Orderline internal override).
  • Location filter controls on Orders may be restricted so they cannot browse other sites’ work.

When No restriction is selected (or filter is off), they are not locked to one location (subject to being admin vs member for other permissions).

This matches multi-location production: warehouse staff only see warehouse work; storefront staff only see store work. How you assign lines to locations is a separate topic (line-item location routing / multi-warehouse tutorial).

What staff can always do (core orders)

These do not require “Can create custom statuses”:

  • View orders they are allowed to see
  • Move orders or line items through production statuses (stage assignment)
  • Day-to-day order processing on the Orders screen

Managing the status list itself (names, categories, colors, reorder) requires Can create custom statuses (or admin).

Day-to-day admin checklist

  1. Confirm Pro or Pro+ and a Shopify plan with staff support.
  2. Invite each teammate by email from Settings → Staff.
  3. Set location + “Only see orders at this location” for site-based teams.
  4. Edit permissions: statuses management, drafts, audit logs.
  5. Resend invite if they did not activate; revoke when someone leaves.