How to give staff their bookings without Shopify admin access

Give staff a staff portal: one link for the whole shop, where each person signs in with their own PIN and sees only their own bookings. They can check their day on their phone, add a booking, move one or block time off, without an account in your Shopify admin and, if you choose, without seeing customers’ email addresses or phone numbers.

What staff actually need

Someone who does the appointments needs three things: their own schedule for today and the coming days, a way to add or move a booking when a client calls or walks in, and a way to block time they can’t work. They rarely need your orders, products, payouts or store settings.

Why not a Shopify staff account

A Shopify staff account is a login to your store’s admin. Even with narrow permissions it is the wrong tool for a calendar: it is built around orders and products, it is one more account to manage when someone leaves, and it brings staff into the place where your store’s money and customer data live. A staff portal gives only the calendar.

What to keep from staff

Decide before the first person signs in:

• Customer contact details. Showing names and services is usually enough. If staff don’t call or write to clients themselves, keep emails and phone numbers with you.
• Other staff’s calendars. Most staff only need their own. A manager may need the whole team.
• Prices and payments. Staff can add a booking that is paid up front through a payment link, without handling the money themselves.

Setting it up

1. Give every person a PIN of their own, never a shared one, so you can see who did what and change one person’s access without touching the others.
2. Send the one portal link to the team and ask each person to add it to their phone’s home screen, so it opens like an app.
3. Decide who sees contact details and who sees the whole team, and tell staff.
4. When someone leaves, remove their PIN the same day.

How Rezervito’s Staff Portal works

In Rezervito, our booking app for Shopify (launching November 2026), the Staff Portal is one link for the whole shop, in your logo and colours. Each staff member signs in with their own PIN; after too many wrong PINs from one network, signing in pauses for a few minutes. Staff can install the portal on their phone’s home screen and stay signed in; changing or clearing someone’s PIN signs them out on every device.

In the portal, staff see their bookings in day, week or month view, add a booking (with a payment link when the service is paid up front), drag a booking to a new time, and block time off. The same rules apply as online: a booking can’t be added over another one or outside working hours. With Show customer contact details in the Staff Portal turned off, staff see customers’ names but not their email or phone number, in the portal or in their emails. From the Studio plan, the Manager role lets a chosen person manage the whole team’s calendar.