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How to Add a Staff Member?

POS Time Tracker uses Shopify staff. You do not create staff members inside POS Time Tracker.

Phillip Araujo avatar
Written by Phillip Araujo
Updated over a week ago

STEP 1: ADD THE STAFF MEMBER IN SHOPIFY

  1. In Shopify Admin, add the staff member in your Shopify staff settings.

  2. Make sure they have access to Shopify POS (if they will clock in/out on a POS device).

  3. Make sure their email address is correct (needed for the staff portal magic link and schedule emails).

  • Collaborators and “invited” users may not appear as staff in POS Time Tracker.

  • POS Time Tracker identifies staff by their Shopify Staff ID.

STEP 2: CONFIRM THEY APPEAR IN POS TIME TRACKER (SHOPIFY ADMIN)

1) Open POS Time Tracker in Shopify Admin.

2) Go to Staff.

3) Search for the staff member by name.

If you can’t click into the staff member yet, that usually means they have not become “active” in POS Time Tracker.

STEP 3: MAKE THEM ACTIVE (RECOMMENDED)

A staff member becomes active in POS Time Tracker after they have clock activity or a scheduled shift.

Choose one:

  • Option A: Have them clock in once (Shopify POS)

    1. On a POS device, have the staff member clock in using the POS Time Tracker tile.

    2. Refresh POS Time Tracker > Staff in Shopify Admin.

  • Option B: Add them to the schedule once (Shopify Admin)

    1. In POS Time Tracker (Shopify Admin), go to Schedule.

    2. Add a shift for the staff member and save/publish.

    3. Refresh POS Time Tracker > Staff.

Important: Only staff who clock in or have scheduled shifts count toward your plan’s staff limit.

STEP 4: (OPTIONAL) ASSIGN SCHEDULE LOCATIONS

If you schedule by location, you can restrict which locations a staff member appears under in the scheduler.

  1. In POS Time Tracker (Shopify Admin), go to Staff.

  2. Select one or more staff members.

  3. Choose “Assign Schedule Locations”.

  4. Select the location(s) they should appear in.

Tip: If you leave all locations unselected, the staff member can appear on schedules for any location.

TROUBLESHOOTING: I DON’T SEE THE STAFF MEMBER

Try these in order:

  1. Confirm the staff member exists in Shopify staff settings and is not a collaborator-only account.

  2. Confirm they have a first name (and optionally last name) set in Shopify.

  3. Refresh POS Time Tracker in Shopify Admin and search again.

  4. Have them clock in once from Shopify POS OR add them to the schedule once, then refresh.

  5. If it still does not appear, contact support with your shop domain and the staff email / Staff ID.

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