Employee Management

Add employees individually or in bulk. Manage roles, groups, language preferences, magic-link login, and perform bulk operations.

Last updated: March 2026

Adding employees

There are two ways to add employees to a company: manually one at a time, or in bulk via CSV import.

Manual — Add individual employees

1
Open the company
Go to Companies, click your company, and open the Employees tab.
2
Click "Add Employee"
Click the Add Employee button.
3
Fill in required fields
First name, Last name, Email, and Role are required.
4
Set optional details
Choose a group, language, phone number with country code, and clothing size fields (if configured for your shop).
5
Check "Send welcome email"
Sends a magic login link to the employee immediately after saving.

Screenshot: Add employee form showing all fields including role selector and language dropdown

CSV Import — Bulk add employees

The CSV import wizard lets you add many employees at once. It uses a 3-step process: upload, preview, and results.

1
Download the CSV template
Go to the Employees tab and click Import CSV. Download the provided template.
2
Fill in the template
The template has the following columns:

Column	Required	Notes
First Name	Yes	Employee's first name.
Last Name	Yes	Employee's last name.
Email	Yes	Must be unique within the company. Used for login.
Role	Yes	EMPLOYEE, BUYER, or ADMIN (case-insensitive).
Language	No	Two-letter locale code: en, da, de, es, fr, it, nl, no, sv, fi, pl, pt, ja, ko, zh.
Purchaser Groups	No	For BUYER role only. Comma-separated group names.
Phone	No	Phone number without country code.
Country Code	No	Two-letter ISO country code, e.g. DK, DE, US. Used for phone prefix.
Size fields	No	Jacket size, pants size, shoe size — column names match your shop's size field configuration.

3
Upload the filled CSV
Back in TeamCo, click Import CSV, select your file, and click Upload.
4
Review the preview
TeamCo shows a preview of all rows with validation results. Rows with errors are highlighted. You can fix issues in your CSV and re-upload, or proceed with valid rows only.
5
Confirm import
Click Import to create all valid employees. A results summary shows how many were created, skipped, or failed.

Screenshot: CSV import wizard — step 2 showing preview table with validation results

Duplicate emails (employees that already exist in the company) are automatically skipped during import — they are not overwritten.

Employee roles

Every employee has one of three roles. The role determines what they can do in the portal.

Role	Can do
Employee	Browse assigned catalogs. Place orders for themselves. View their own budget and order history. Update their profile and language.
Buyer	Everything an Employee can do. Plus: place orders on behalf of other employees. Approve or reject orders from their assigned groups. Access group-level order reports.
Admin	Everything a Buyer can do. Plus: manage employees (add, edit, deactivate, delete, bulk operations, CSV import). Manage groups, catalogs, locations, and company settings in the portal. Full reporting access.

Typical setup: Most employees get the Employee role. One or two people per department get Buyer to handle approvals. One or two people per company get Admin to manage the account.

Magic-link login

TeamCo uses passwordless magic-link authentication. Employees never need to create or remember a password.

How it works:

1
Employee goes to the portal login page
The portal URL is your Shopify store's /apps/teamco path. A direct link is typically shared during onboarding.
2
Employee enters their email address
They type their email and click Send code.
3
Employee receives a 6-digit code by email
The code arrives within a few seconds.
4
Employee enters the code
They type the 6-digit code on the login page. They are now logged in.
5
Session stays active
The session remains active for the duration set in the company's Max Session Hours setting (default: 8 hours). Activity extends the session automatically.

You can also send a direct magic link from the employee detail page. Go to the employee, click Send login link, and the employee receives a one-click link that bypasses the code entry step. This link is valid for the duration set in Token Expiry.

Employee profile fields

Language preference

Each employee can have their own language preference. TeamCo supports 15 languages:

Danish (da) · English (en) · German (de) · Spanish (es) · French (fr) · Italian (it) · Dutch (nl) · Norwegian (no) · Swedish (sv) · Finnish (fi) · Polish (pl) · Portuguese (pt) · Japanese (ja) · Korean (ko) · Chinese (zh)

The language affects both the portal UI and automated emails sent to that employee. You can override this shop-wide in Settings → Email Templates.

Phone & country

Employees can have a phone number stored with their profile. When you select a country, the phone country prefix is automatically populated (e.g. selecting Denmark adds +45).

Size fields

Clothing and equipment size fields (jacket size, pants size, shoe size, etc.) can be configured per shop in Settings → Size Fields. Once configured, they appear on employee profiles and can be pre-filled during checkout.

Deactivating and removing employees

Action	Effect	Reversible?
Deactivate	Employee cannot log in to the portal. Their data (orders, budget history) is preserved.	Yes — reactivate at any time.
Delete	Permanent removal. Employee and all associated data is deleted.	No — requires 3-second countdown confirmation to prevent accidents.

Deleting an employee is permanent. If an employee is leaving temporarily (e.g. parental leave), use Deactivate instead of deleting.

Bulk operations

On the employee list, you can select multiple employees using the checkboxes and perform bulk actions:

Change status — Activate or deactivate multiple employees at once.
Change group — Move multiple employees to a different group.

Select employees by clicking the checkbox in the first column. Use the checkbox in the header row to select all employees on the current page.

Screenshot: Employee list with checkboxes selected and bulk action dropdown open

Company admins can do this too. Employees with the Admin role have access to all employee management features directly in the portal — they do not need to log in to the Shopify admin.

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