SmartBiz’s User Access Management (UAM) feature allows you to add staff users to your account so your team members can manage your store using their own login credentials.
This improves security, prevents credential sharing, and helps multiple people operate the store smoothly.
This guide explains the Seller Journey (adding and managing staff) and the Staff Journey (how invited staff can access and switch stores).
In this article
What Staff Users Can Do
Seller Journey: Add & Manage Staff Users
Staff Journey: Accessing & Managing Stores
FAQs
What Staff Users Can Do
Staff users receive full access to your SmartBiz account except the following restricted features:
Google Analytics
WhatsApp Business Account (WABA)
Video Commerce
They can view and manage products, orders, website appearance, catalog, shipping setup, and more — making it ideal for teams handling operations, catalog updates, marketing, and fulfillment.
Seller Journey: Add and Manage Staff Users
Step 1 Open Settings
Click Settings from the left-side menu to begin managing user access.
Step 2 Go to “User Roles and Permissions”
Click User Roles and Permissions to view all active, invited, and cancelled users.
Step 3 Click “Add User”
Click Add User to invite a new staff member.
Step 4 Enter User Details
Fill in the relevant details
Click Invite User to send the staff access invitation.
Step 5 Track Invitation Status
Inside User Roles and Permissions, you can track all user statuses:
Active
Invited (pending acceptance)
Cancelled (rejected or revoked)
Step 6 Manage User Actions
Click the Action menu next to any user to:
Copy the invite link and share it again
Revoke the invite
Remove user access (for active users)
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Once a user accepts the invite, they automatically move from Invited → Active.
If they reject it, they move to Cancelled.
Step 7 Manage Store Access (Optional)
Click Store Details to see connected stores and manage access.
Step 8 View All Stores Connected to Your Account
Click on the kebab menu (3 dot menu)
From here, you can:
Set a store as your default store
Leave a store
Staff Journey: How Staff Users Access and Switch Stores
Once a staff user accepts an invite, they can log in and operate SmartBiz normally with full access (except restricted features).
1. Staff Access Levels
A staff user can:
Have staff access to multiple SmartBiz stores
Have admin access only for the store they personally created
2. Switch Between Stores Easily
Staff users can move between stores using the store dropdown on the right side of the top bar.
3. Set a Default Store
Staff users can select any store as their Default Store so that every time they log in, they automatically land on that store’s dashboard.
4. Create Their Own Store
If a staff user doesn’t own a store yet, they will see “Set up your own store” and can create one directly.
FAQs
1. Can I limit what a staff user can access?
Currently, staff users get full access except:
Google Analytics
WABA
Video Commerce
Role-based permissions will be expanded in future updates.
2. Can staff users manage shipping?
Yes.
Staff can link ShipRocket using the primary user’s credentials.
3. Can I remove or block a staff user?
Yes.
Go to User Roles and Permissions → Action → Remove User.
4. Can a staff user work on more than one store?
Yes.
A staff user can have access to multiple stores but can be admin only for the store they created.
5. What happens if I revoke an invite?
The user moves to Cancelled and cannot join unless invited again.
Best Practices
Using User Access Management (UAM) helps sellers run their SmartBiz store more efficiently and securely, especially when multiple people are involved in daily operations.
Why sellers should use UAM
- Avoid sharing login credentials
Each team member gets their own login, which is safer than sharing the main account password. - Improve accountability
Since each user accesses the store through their own credentials, it becomes easier to track who is handling store activities. - Ensure business continuity
If one person is unavailable, another staff user can continue managing orders, catalog updates, or customer-related tasks without disruption. - Distribute work across teams
Different staff members can handle catalog updates, order fulfillment, marketing, or website management at the same time. - Reduce operational risk
Access can be removed immediately if a staff member leaves, without changing the main account credentials.
Recommended best practices for sellers
- Add only trusted team members as staff users
- Regularly review active users under User Roles and Permissions
- Remove access for inactive or former staff users promptly
- Use separate staff logins instead of sharing the admin account
- Set a default store correctly if managing multiple stores
Strategic note:
User Access Management is especially useful as your business grows because it creates a more professional workflow, improves security, and allows smoother team collaboration during high-order periods.