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The Complete Guide to Etsy User Roles: Adding Users and More

Managing an Etsy shop can be overwhelming, especially as it grows. In this guide, we’ll cover using multiple user accounts to distribute workload efficiently, and adopting best practices for team communication and role management.

For Etsy sellers, managing your shop can feel like juggling numerous tasks simultaneously. From handling customer inquiries to managing inventory and shipping, there’s a lot on your plate. Wouldn’t it be great if you could share some of these responsibilities?

Well, you can — by understanding and utilizing Etsy’s user roles effectively. This guide will walk you through everything you need to know about Etsy user roles, how to add users, and how to make the most of this feature to streamline your operations.

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Understanding Shop Member Roles

Etsy has a surprisingly wide range of roles you can use to organize your team. Here’s a rundown of the available roles:

Owner: The big boss of the shop. This person is the seller and is responsible for making and/or designing the handmade products. Everything that happens in the shop is ultimately their responsibility.

Assistant: A helping hand! Whether full-time, part-time, or just during busy seasons, an assistant helps with creating items, managing the shop or your Etsy bookkeeping. Just a heads-up, freelance workers have some extra rules to follow. Maker: Anyone helping with the actual making of items. This is different from a Production Partner (more on that later).

Curator: Picks out products to sell (only for vintage or craft supply shops—you can’t use this role for handcrafted items you make).

Customer Service: Someone who helps by chatting with customers and solving their problems. The shop owner still needs to be involved in running the shop.

Designer: The creative brain behind original designs, sketches, patterns, and more. If you get outside help to produce your designs, you need to disclose that in your listings.

Marketer: Helps promote your shop and its products. If you’re thinking of hiring a freelance marketer, make sure to read up on the rules below.

Photographer: Takes all those beautiful photos of your items.

Shipper: Packs up orders and ships them off to customers.

You can also create custom roles if the preset ones don’t quite cover what you need.

Read more: How to hire staff for your small manufacturing business

How to add Shop member roles

Ready to introduce your team to the world? Let’s get started:

  1. Head over to and click on your Shop Manager.
  2. Find the little pencil icon next to your shop name in the ‘Sales Channels’ section
  3. Scroll down until you reach the ‘About’ section.
  4. Under ‘Shop Members’, you’ll see an option to ‘Add a personal bio with some fun facts about yourself’, write something personable here that catches the buyer’s attention.
  5. Next, it’s time for a photo. Click ‘Choose a file’ to upload a photo of the team member. Remember, it must be a .jpg or .png file, and at least 200px by 200px in size.
  6. Type in the member’s name.
  7. Choose the member’s role from the dropdown menu. Here’s a little trick - if a team member wears more than one hat, you can denote all their roles here!
  8. Lastly, add any details you think buyers should know about the team member, but keep it under 250 characters.

Hiring freelancers for your Etsy store

Hiring freelance help can really take the load off when it comes to daily tasks, so you can focus more on being creative and growing your business. According to Etsy’s Hiring Freelance Admin Policy, freelancers can help with a bunch of admin tasks like managing customer interactions, processing orders, handling shipping, and keeping track of Etsy inventory.

By using freelance help, you can make sure these important tasks are taken care of efficiently, even during the busiest times.

Still, Etsy insists you clearly define the roles and responsibilities of these freelancers and make sure they stick to Etsy’s standards and policies so it’s wise to read up on the finer details before you begin the hiring process.

Working with Production Partners on Etsy

A production partner is someone who helps turn your unique designs into actual products. This can be super helpful if you can’t make everything on your own or if you want to scale up your business.

Production partners are third-party folks or companies that handle processes like printing, engraving, casting, or fabricating based on your designs. As the designer, you still need to be in charge of the overall design and creation process.

You’ll need to disclose your production partners on your listings. This helps build trust with buyers and keeps you in line with Etsy’s integrity guidelines.

When you do, include:

  • The partner’s company name or the type of service they provide.
  • The city and country where the production happens.
  • What role they play in your production process.

How to add a production partner

There are a couple of different ways to add a production partner:

  1. While adding or editing a listing, you can add a production partner in the Production partners section of your Listing details OR

  2. In the Listings section of Shop Manager, select at least one listing and choose Editing options, then Change production partners.

Automate Your Business with Craftybase

Let’s face it, managing inventory and keeping track of bookkeeping can feel like a full-time job on its own. That’s where Craftybase comes in to save the day! This fantastic piece of software is designed specifically for Etsy sellers like you, making it a breeze to handle your growing business.

Craftybase takes the hassle out of inventory management by keeping tabs on your stock levels and automatically updating them as sales come in. No more tedious counting and recounting items. Plus, it helps you stay organized by tracking your raw materials and finished products, so you always know what’s available.

And when it comes to bookkeeping, Craftybase has you covered too. It integrates seamlessly with Etsy, pulling in your sales data and making it easy to handle your finances. With detailed reports on profits, expenses, and taxes, you’ll have all the information you need right at your fingertips.

In short, Craftybase is your go-to solution for taking the administrative burden off your shoulders, so you can focus on what you love—creating and selling amazing products.

Try it out and see how it can revolutionize your Etsy business!

Read more: Etsy Integrations: How They Can Scale Your Handmade Business

Why Create More than One Etsy User for Your Shop?

Share the Workload

Running an Etsy shop can sometimes feel like spinning plates. You’ve got to keep an eye on customer messages, update listings, pack orders, and somehow find time to create your amazing products. Spreading out these tasks among a team can make things a lot smoother and way less stressful. Adding users to your shop allows everyone to focus on what they do best, making the whole operation more efficient.

Offer Better Customer Service

Remember that time you missed a customer message because you were knee-deep in crafting? By having a dedicated customer service representative, you can ensure questions and issues are addressed promptly. Happy customers are more likely to come back and leave glowing reviews, which can boost your sales.

Specialize Roles for Better Efficiency

Imagine having a marketer who is solely focused on promoting your shop while a shipper ensures every package is carefully prepared and delivered on time. Each team member can hone in on their specialty, making your shop run like a well-oiled machine. Plus, you’ll have more time to focus on what you love—creating those amazing products!

Need to get your Etsy bookkeeping in control?

Try Craftybase - the award winning inventory AND bookkeeping solution for Etsy sellers. Track expenses and revenue, raw materials and product stock levels (in real time!), order management, COGS, pricing guidance and much more.
It's your new production central.

Start your 14 day free trial

Best Practices and Tips for Multi-User Etsy Shops

Managing Permissions and Access Levels

When it comes to assigning roles, it’s important to remember that not everyone needs access to everything. Etsy makes it easy to control who sees what by letting you manage permissions for each role. For example, your assistant doesn’t need to access financial reports, and your marketer probably doesn’t need to check the order fulfillment status. Keeping permissions tailored to each role not only streamlines communication but also ensures that your sensitive data stays secure.

Effective Communication

An open line of communication among all shop members is essential for smooth operations. Using tools like Slack, Trello, or even simple group chats can help everyone stay on the same page. Regular meetings or updates can also make sure everyone knows what tasks are a priority and if there are any changes in the workflow or new policies to consider. A friendly “check-in” can go a long way in maintaining a harmonious working environment.

Encourage Feedback

Don’t forget to encourage feedback from your team members! They’re on the front lines and may see things that you don’t. Simple suggestions from your shipper or photographer could lead to big improvements in how your shop runs. Plus, showing that you appreciate their input can make your team feel valued and more engaged in the success of your business.

Celebrate Wins

Lastly, don’t forget to celebrate the wins, big and small. Whether it’s a glowing review from a happy customer or hitting a sales target, take the time to recognize these achievements with your team. A little acknowledgment can boost morale and motivation, making your shop a happier place to work.

Read more: Training and managing staff for your maker business

Conclusion and Next Steps

Congratulations on getting through all that info! You’re now well-equipped to make the most out of having multiple users in your Etsy shop. Remember, dividing tasks and making use of the unique skills each team member brings can truly elevate your business.

So, what’s next? Take a moment to review your current shop setup and think about where you could use an extra hand. Maybe it’s time to bring in a photographer to make your products shine, or perhaps a marketer could help spread the word about your amazing creations.

Don’t be afraid to experiment and see what works best for you. As long as you keep communication open, manage permissions wisely, and celebrate your team’s successes, you’re on the path to building a smooth-running, thriving Etsy shop.

Happy selling, and here’s to your continued success!

Nicole Pascoe Nicole Pascoe - Profile

Written by Nicole Pascoe

Nicole is the co-founder of Craftybase, inventory and manufacturing software designed for small manufacturers. She has been working with, and writing articles for, small manufacturing businesses for the last 12 years. Her passion is to help makers to become more successful with their online endeavors by empowering them with the knowledge they need to take their business to the next level.