Set Up Shopify Staff Permissions for Send To Many

Give Shopify staff accounts the permissions they need to create Sends, upload recipient spreadsheets, and manage multi-recipient checkout settings in Send To Many.

Some Send To Many screens load data from Shopify using the signed-in staff member's own Shopify permissions. The product picker, customer search, and discount code list all work this way. If a staff account is missing a permission, that screen shows a "Server error" or comes back empty, even though the same screen works for the store owner.

This tutorial lists the Shopify permissions to give each team member, depending on what they do in Send To Many. Shopify permissions are separate from Send To Many's own user roles, which control what each person can do inside the app.

Before you start

• You need to be the store owner, or a staff member who can manage other staff in Shopify.
• Decide what each person will do: create Sends and upload spreadsheets, manage Send To Many settings, or both.
• If you're on a Growth plan or above, also set each person's Send To Many role (Admin, Manager, or Staff).

Permissions for staff who create Sends

Give these permissions to anyone who uploads spreadsheets, builds Sends, or sends invoices to gifters.

Shopify section	Permissions to turn on	Used for
Apps	Access to all apps, or to Send To Many only	Opening the app
Orders	View	Viewing recipient orders and gifter orders
Drafts	View, Create and edit	Gifter invoices and draft orders, and checking the customer's email in Step 1
Drafts	Apply discounts	Only if you add discount codes to Sends
Products	View	Choosing and matching products in Step 2
Customers	View, Create and edit	Finding, creating, and updating the gifter in Step 1
Discounts	View, create, and delete	Choosing a discount code for a Send
Content › Files	View, Create	Only if you upload files to line item properties, such as logos

To cancel or refund recipient orders, also turn on Orders › Cancel and the Returns and refunds permissions your team uses. See Cancel and refund multi-recipient orders.

Permissions for staff who manage settings

Give these permissions, on top of the list above, to anyone who sets up multi-recipient checkout, the inquiry form, or product custom fields.

Shopify section	Permissions to turn on	Used for
Online store	Themes	Adding the Send To Many app blocks to your theme
Online store	Blog posts and pages	Choosing pages in checkout and inquiry form settings
Products	View	Choosing products and collections in checkout and inquiry form settings
Content › Metaobject definitions	View, Create and edit	Setting up product custom fields
Content › Entries	View, Create and edit	Setting up product custom fields
Customers › Companies	View	Choosing a company for staff order entry

Set up permissions in Shopify

1. In Shopify admin, go to Settings › Users.
2. Select the staff member, or click Add users to invite someone new.
3. In Permissions, turn on the permissions from the tables above. Use the search box at the top of the list to find each one.
4. In the apps section, give access to all apps or select Send To Many. Without this, the staff member can't open Send To Many.
5. Click Save.
6. Ask the staff member to log out of Shopify and log back in, so the new permissions take effect.

tip

Save the permissions as a preset with Save preset so you can apply them to the next person in one click.

Troubleshooting

If a screen works for you but not for a teammate, compare their Shopify permissions with yours first.

• "Server error" when adding products to a Send: turn on Products › View.
• Customer search in Step 1 finds no one, or you can't create a customer: turn on Customers › View and Create and edit.
• The customer email check in Step 1 fails: turn on Drafts › View and Create and edit.
• The discount code list is empty: turn on Discounts › View, create, and delete.
• You can't open Send To Many at all: give the user access to all apps, or to Send To Many, in their permissions.

After changing permissions, have the staff member log out and back in, then try again.

Next steps

• Set Send To Many user roles and access control
• Create a corporate gifting order from a spreadsheet
• Configure Send presets and order generation settings
• Install multi-recipient checkout in your Shopify theme
• Set up product custom fields for multi-recipient checkout
• Enter orders for customers with staff order entry
• Map spreadsheet columns to Shopify order metafields