Staff who can see every sale the store makes

You take Reports away from the new starter, and the Home page keeps showing them the day's takings. It is one of those Shopify details that only ever gets discovered the awkward way, and the reason is simple: there is more than one permission here.

The question itself repeats for years, in ordinary words:

Just wondering if there is a way to restrict a point of sale employee from accessing all the data for the store?

— zeezeep, 10 May 2025

There are three permissions, not one

This is the part most merchants miss. Removing Reports alone leaves two other pages showing the same numbers, and Shopify's own descriptions say so:

• Home — "allows users to view the Home page, which includes sales information and other store data"
• Dashboards — "allows users to view the Overview and Live view pages"
• Reports — "allows users to view and create reports, which includes sales information and other store data"

Three different pages, three different switches, and each one on its own is enough to show somebody your revenue. If you only ever turned off Reports, Home has been reporting to them the whole time.

And these three are not the whole list. In the B2B section below, Shopify names Marketing alongside Analytics and Home as a page carrying unfiltered sales data — so if the person has that permission, check it too before you call this done.

Cost and margin are a separate switch again: View cost and Edit cost control whether a staff member sees what you paid. And on Plus there is one more — the ability to stop selected staff exporting store data, which Shopify added as a Plus feature in January 2019.

Want one person to see one set of numbers? Describe who should see what and we will build it →

What you cannot do is choose

Here is the wall, and Shopify states it plainly: "You can't specify which reports users can access." A Shopify staff member said the same thing in reply to a merchant asking for exactly that:

At this time it is not possible to grant access for staff members on a report-by-report basis; you can make it so that they can either access your entire Reports section of the Shopify admin, or not at all.

— Victor_5, Shopify staff, 4 January 2022

So the choice Shopify offers is all of it or none of it. The merchant's actual question — this person should see their own sales and not the shop's — has no setting, and the related limit sits underneath it: "Within a store you can't restrict permissions to individual orders, products, or customers."

That is why the answer is never "find the right checkbox". It is: take the permission away, and put back the one slice that person is supposed to have.

The till is a separate question, and it resolves

If what you want is a POS staff member not seeing the shop's takings on the device, Shopify has the switch. The role permission View analytics for device's location — "Point of Sale staff can view the Daily Sales report for their location" — can be set to Denied.

And Shopify's own warning is the thing to get right: if that same person also has admin access, "they can also view analytics in the admin … for all locations." Denying it at the till does nothing for somebody who can sign into the admin, which is how most of these go wrong in practice.

If you have B2B reps, Shopify admits the leak itself

This one deserves its own section, because it catches people who did everything right. Shopify's B2B feature lets you restrict a sales rep to the company locations they are assigned to. Then, on Shopify's own page about it:

You might want to avoid assigning Analytics, Marketing, and Home permissions as those pages contain sales data that isn't filtered for the company locations they're assigned to, even when Restrict permissions to assigned company locations is active.

Read what that advice costs. The restriction works where it works — customers, orders, draft orders, companies — and Analytics, Marketing and Home show unfiltered company-wide sales straight through it. Shopify's remedy is to withhold those three permissions, which also takes away the figures the rep is supposed to see: their own accounts, their own territory, their own numbers.

So a merchant following Shopify's guidance correctly ends up with a rep who can see either everything or nothing. That is the gap this page exists for.

What an app can and cannot do here

Worth knowing before you go shopping, because the category looks bigger than it is. Reporting apps are good and cheap — Report Pundit has a free tier under a thousand lifetime orders, then $9 a month, with 2,057 reviews at 5.0 — but notice what they are actually selling. Its own vendor blog says the problem out loud: "Shopify does not let you choose access to only certain reports", and the app's answer is to distribute reporting outside the store rather than restrict it inside.

That is the structural fact behind all of this, and it is the same one that limits us. Of three listings checked, none claims to hide anything inside Shopify's own admin, and the ones that advertise custom staff permissions apply them inside their own interface — a separate point-of-sale screen, a separate reporting portal. An app can add a screen to the Shopify admin. Nothing can take one away.

Which is why the honest architecture is: remove the permission with Shopify's own switch, then give that person one screen that shows what they are allowed to see.

Which route is yours

A related and different question: if what you need is staff seeing only their own location's orders rather than its figures, that has its own answer and it runs the opposite way — the order list cannot be restricted at all, while reports can be removed completely.

What Shopivibe does

You describe who should see which numbers, and that is what they get. "Our two reps see the accounts they are assigned to — their orders, their monthly total, their outstanding balances — and nothing from anybody else's territory. Shop staff see today at their own till and no store totals at all."

The shape is the one the sections above arrive at. Shopify's own permissions do the taking away, which is free and immediate. What we build is the giving back: a screen of your own, inside your Shopify admin, holding exactly the figures that person is entitled to and none of the ones they are not — the rep's own company locations, the till's own day, the manager's own region.

It is yours to describe rather than a template to pick: which people, which accounts, which numbers, and whether anybody gets a figure emailed to them on a Monday instead of having to go and look. When the shape changes — a new rep, a new store, a territory moved — the screen follows, which is the part that quietly fails when this is done by hand.

Shopivibe solves the problem in your store and keeps what it adds maintained, including when Shopify changes something underneath. If the app cannot complete your request on the spot, somebody at Shopivibe takes it on straight away and has it working in your store within 24 hours, included in the plan at no extra charge. Shopivibe is free during early access, with 3,500 credits included. Credits beyond the included 3,500 cost $0.06 each.

Ready to stop choosing between all and nothing? Describe who should see which numbers →