Your team is everyone who can get into your shop’s back office. Invite people by email and give each one a role. Buyers never see the back office at all.
Roles in plain wordsLink to Roles in plain words
- Staff: for a helper who makes, packs and posts. They see orders, products, stock, customers, pages and reviews, but not money matters, discounts, emails, the design or settings, and they can’t give refunds.
- Admin: nearly everything, including refunds, the design and settings. They can’t manage the team or the plan.
- Owner: everything. Every shop has one owner.
There are only three roles, so there’s nothing to tick box by box. If someone needs to do more, give them a different role.
What each role can doLink to What each role can do
In your back office: StaffWhat each role can do, beside your team on Staff, shows each role with how many of the 15 areas it can use. Press Show the details under a role for the whole list, with a tick beside each thing it can do and a line through each thing it can’t.
The same list shows when you invite someone or change their role, so you can see what they’ll get before you save.
Inviting someoneLink to Inviting someone
In your back office: Staff- Step 1: Go to Staff and press Invite someone.
- Step 2: Add Their name if you like, and their Email address.
- Step 3: Under What can they do?, choose Staff or Admin, then press Send invite.
They get an email with a link that signs them straight in, with no password to choose. If they already have a Handsold account, from helping another shop say, your shop is added to it.
Every shop has one owner, so nobody can be invited as Owner. A shop can send up to 20 invites and sign-in links a day.
How your team signs inLink to How your team signs in
The link in an invite works once and lasts 15 minutes. After that they can sign in with a link whenever they like, or press Set a password on Sign-in and security if they’d rather use one.
If a link runs out, there are two ways to get a fresh one:
- You press Manage beside them on the Staff page, then Send a sign-in link.
- They go to the sign-in page, type their email, press Continue, then Send me a sign-in link instead.
Changing someone’s roleLink to Changing someone’s role
In your back office: Staff- Step 1: On Staff, press Manage beside them.
- Step 2: Under Role, choose Staff or Admin. The box underneath says what they’ll be able to do.
- Step 3: Press Save role. It works straight away, so they see the change next time they open a page.
The owner can’t be given a different role or removed: every shop has exactly one.
Removing someone from the teamLink to Removing someone from the team
In your back office: StaffPress Manage beside them, then the Remove button with their name on it, and confirm with Remove them. From that moment they can’t get into your shop’s back office.
They keep their Handsold account and any other shops they help with, and everything they changed stays in the Activity log. You can invite them again any time.
Seeing what someone changedLink to Seeing what someone changed
In Manage, See their changes opens the Activity log showing only that person’s changes, newest first. On your own row it says See your changes.
Screens only the owner seesLink to Screens only the owner sees
- Staff: inviting people, changing roles and removing them.
- Plan & fees: the shop’s plan, its fees and the AI help left.
- Download your shop: a copy of everything, because it holds your customers’ details.
- Their data, on a customer’s page: sending someone everything you hold about them, or deleting it.
The first two have an Owner only label beside their title, and they don’t show in anyone else’s menu. The Activity log is for the owner and admins; staff don’t see it.