Your online store is your business headquarters. It is where people discover your products, make purchases, join your mailing list, and hopefully return for more. Managing that store, especially on platforms like Shopify, takes a fair bit of effort. From SEO and email campaigns to performance tracking and design tweaks, there is always more to do than hours in the day.
That is why many business owners hire a digital marketing agency or specialist to help. But before they can roll up their sleeves and get started, you need to hand over the digital keys. The good news? You do not have to give away your password.
Whether your agency will be handling SEO, running email marketing through Klaviyo or Omnisend, adjusting design settings, or managing sales funnels, here is how to give them the right level of access, securely and professionally.
Why Grant Access Instead of Sharing Logins?
Let us get this out of the way first. Never share your Shopify or email login credentials with an agency. Here is why:
- You lose visibility into who did what
- There is no way to restrict access to specific tools or data
- You risk breaching platform terms of service
- It makes removing access messy if the relationship ends
Luckily, Shopify and major email tools offer user management systems that are safe and designed for collaboration. Using these systems means you stay in control while your agency gets the access they need to do their job properly.
What You Will Need Before You Start
Before granting access, make sure you have the following:
- A Shopify admin account
- Admin access to your email platform (Klaviyo, Omnisend or similar)
- The agency’s email address they will use to access the platforms
- Knowledge on what they will be managing (store design, SEO, email campaigns, analytics, etc.)
Once you are ready, here is the step-by-step guide for each platform.
Part One: Granting Access to Your Shopify Store
Step 1: Understand Shopify’s User Roles
Shopify allows you to add staff accounts. Each account can be assigned different levels of access, depending on what you want the agency to work on.
Roles can include:
- Managing products
- Handling orders
- Viewing reports
- Accessing online store themes and code
- Managing apps and marketing
You can choose exactly what the agency can see and do.
Step 2: Add the Agency as a Staff Member
- Log in to your Shopify Admin
- Go to Settings > Users and permissions
- Click Add staff
- Enter the agency's name and email address
- Select the permissions you want to give (tick individual boxes or select “Full permissions”)
- Click Send invite
The agency will receive an invitation to set up their own login. They will not be able to access your password or change your owner settings.
If your agency is also going to install or manage apps, make sure to tick Apps and Channels as one of their permissions.
Step 3: Review and Revoke Access When Needed
You can remove or edit access any time by going back to Settings > Users and permissions, clicking on the user’s name, and adjusting their roles or removing them altogether.
This is especially important if your contract ends or the agency stops working on your site. Keep your access list clean and updated.
Part Two: Granting Access to Your Email Marketing Platform
Now that your agency can access your Shopify store, the next step is giving them permission to manage your email marketing. Most eCommerce stores in Australia use Klaviyo, Omnisend, or Shopify Email. Let us break down each.
Option A: Giving Access to Klaviyo
Klaviyo is a leading email marketing and automation platform built specifically for eCommerce.
Step 1: Log In and Navigate to Settings
- Go to klaviyo.com and sign in
- Click your profile image in the bottom left corner
- Select Account > Settings > Users
Step 2: Add a New User
- Click Add User
- Enter the agency’s email address
- Choose their role:
- Admin: Can access all features and settings
- Manager: Can build and send campaigns, manage lists and flows
- Analyst: Read-only access to data
- Click Send Invite
The agency will receive an email with access instructions.
Step 3: Monitor and Remove When Needed
Return to the Users tab anytime to change roles or remove access if the collaboration ends.
Option B: Giving Access to Omnisend
Omnisend is another great email marketing platform popular with Shopify users.
Step 1: Log In and Head to Users
- Sign in at Omnisend.
- Navigate to Account Settings
- Click Users
Step 2: Invite the Agency
- Click Invite user
- Enter the agency’s email
- Select a role:
- Admin: Full access to all tools and data
- Manager: Can create and schedule campaigns
- Viewer: Can see data but not make changes
- Click Invite
As always, you can later adjust or revoke their access at any time.
Option C: If You Are Using Shopify Email
Shopify Email is a built-in tool for sending newsletters and promotions. If your agency is working through this system, they only need Marketing permissions inside their Shopify staff account.
Be sure to go back to your Users and permissions tab and make sure the right access is checked under Marketing and Discounts.
What Permissions Should You Give?
It depends on the type of work the agency is doing. Here is a quick breakdown:
If unsure, start with minimal access and increase as needed.
Communication Tips for Working With an Agency
Once you grant access, it is not just about the tech. Good collaboration requires good communication. Set your agency up for success by:
Sharing a Brand Style Guide
Include tone of voice, colour codes, fonts, and design preferences.
Giving Them Context
What are your best-selling products? Are there upcoming promotions? What makes your business unique?
Agreeing on Approval Flows
Will they need your sign-off before sending an email? Decide on turnaround times and feedback processes.
Scheduling Regular Check-Ins
A fortnightly video call or written update can help you stay aligned on strategy and performance.
Mistakes to Avoid When Granting Access
Here are some common errors and how to steer clear of them:
Sharing Your Login
Always use user roles. Never send your email and password to an agency.
Giving Too Much Power Too Soon
Start with the basic permissions. Upgrade later if needed.
Forgetting to Remove Old Users
Periodically audit your users list and remove anyone who no longer needs access.
Not Being Clear About Responsibilities
Make sure everyone knows who is doing what, from campaigns to creative to reporting.
Should You Hire a Digital Marketing Manager?
If you are juggling social posts, email marketing, product updates, and advertising, you may be hitting your limit. A digital marketing manager can help you:
- Build effective sales funnels
- Improve email performance
- Optimise your Shopify store for SEO
- Plan multi-channel campaigns
- Track analytics and tweak accordingly
Hiring the right person means less stress and better results. And it all starts with giving them the tools and access they need to do great work.
At Cemoh, we connect you with Australia’s top digital marketers who are ready to plug into your Shopify store and help you grow. Whether you need someone to manage your email campaigns, create landing pages, or optimise your eCommerce journey, we will match you with the right talent. Hire a digital marketing manager today and unlock the full potential of your store.