Users and Access

Updated 11 November 2026

Overview

This article explains the Users page, where you add teammates and choose their access. Every person on your team signs in with their own login and gets only the access you give them. The person who connected the store is the Owner. Everyone else is added on the Users page, where six access boxes decide what they can see and do.

Use the menu on the left to quickly navigate this article.

Before you start

• A connected store. The person who connected it is the Owner.
• The email address of each person you want to invite.

The Users page

In the admin, go to Tools > Users.

The page is a table of everyone with access to the store: Name, Email, Access badges, Last active and Status. Status reads Active, Invited or Deactivated. Last active reads Never for an invitation nobody has opened, and Not recorded yet for a member ReturnZen has no visit recorded for. The Owner carries an Owner badge. Two buttons sit in the header: Add User, and Transfer Ownership for the Owner only.

Screenshot

Tools > Users, the table with an Owner, an Admin and an Invited teammate showing Resend and Revoke

Add a user

1. Click Add User.
2. Enter First name, Last name and Email.
3. Tick at least one access box (see below).
4. Click Add User.

ReturnZen sends an invitation email naming the store and the person who invited them. Until they accept, their status reads Invited with Resend and Revoke. Revoke asks Revoke the invitation to their name, with the line The link in their email stops working.; click Revoke Invitation. The invitee sets up their login from the email and lands on the first page their access allows: Returns, or Reports when that is the only box ticked.

Note: Names are set when the invitation is created. People change their own name afterwards under My Profile in the account menu.

Screenshot

The Add user dialog with the name and email fields and the six access boxes

The six access boxes

• Admin: everything except billing, the Shopify connection and the Owner. Ticking Admin ticks every other box.
• View returns: see returns and their timelines. No changes.
• Returns: receive, inspect, approve and process returns, buy and regenerate labels, create manual returns inside the policy, and edit the block and allow lists. Ticking Returns ticks View returns.
• Reject returns: reject a return. Needs Returns.
• Policy exceptions: create a return that waives the policy: outside the window, a final sale item, a workflow block, a fee. Needs Returns.
• Reports: view and export reports.

Each box has a button with its number of permissions. Click it to open the list of what that box lets a person do, written in plain words. A blue mark shows a permission the box includes.

Edit, deactivate or remove a user

Clicking a teammate's name in the Name column opens the same form as Add user, titled Edit and their name. From there:

• Save Changes: saves a changed set of access boxes.
• Deactivate User: blocks their login at once. They are signed out everywhere, including any other store they belong to, and their name stays on every timeline entry. Reactivate User lets them sign in again with the access they had.
• Remove User: takes them out of the store. They are signed out everywhere and lose this store from their account; their name stays on old timeline entries.

The Owner

The Owner is the person who connected the store. Only the Owner can see Account, connect, test, replace or disconnect the Shopify connection, or transfer ownership. The Account page's Plan card reads Early access and Billing is managed separately during early access. Plan selection will appear here once plans launch. Nobody can narrow, deactivate or remove the Owner, and nobody can remove themselves. The Owner always has Admin.

Transfer Ownership hands the store to another active user. The new Owner manages billing, the Shopify connection and ownership; you stay on as an Admin.

What each role sees

Pages a role cannot use are hidden from the menu, and the server refuses them too, with one sentence such as "Your role cannot change settings. Ask a store admin."

• Home, Analytics and Reports: Owner, Admin and anyone with the Reports box.
• Return Processing, Warranty Processing, Find an Order and the Return Events Feed: Owner, Admin, Returns and View returns.
• Blocklist & Allowlist: Owner, Admin and Returns.
• Everything under Policy, Shopper, Shipping and Tools: Owner and Admin only.
• The alerts bell: Owner and Admin.
• Shopper Portal, Help, My Profile and Sign Out: everyone.

A login with Returns only can create a manual return, and that return gets the same policy checks the shopper portal applies: the return window, final sale tags, workflows and fees. A login with Policy exceptions, an Admin or the Owner can waive them, and no workflow runs on the return they create.

Note: Stores that existed before the Users page arrived were converted on deploy day: the installer became the Owner and everyone else became an Admin. Narrow them on the Users page if a warehouse or support login does not need Admin.

FAQ

Can a user see settings without being able to change them? Not today. Settings are Admin only. View returns and Returns see the returns pages, not settings.

Can two people be the Owner? No. One Owner per store. The Owner can transfer ownership to another active user with Transfer Ownership.

A teammate signed in and sees This account is not linked to a store yet. Their login is not attached to any store. Check that the invitation went to the exact email address they signed in with, and resend it from the Users page if not. The screen has a Sign Out button.

Where do I change my own name, password or two-step sign-in? Under My Profile in the account menu. Those details belong to you, not to the store, and the same login opens every store you belong to.

Please reach out to support@returnzen.app with any additional questions.