Each team member requires a user to access ShipHero platforms and mobile applications. As a best practice, we recommend that every team member has their own user and does not share credentials. ShipHero users can have unique settings and be assigned different permissions and roles.
Table of Contents
- How to Create a User
- Common Errors when Creating Users
- User Settings Definitions
- Additional Settings for 3PL Users
- How to Deactivate a User
How to Create a User
To create a new user, go to the Users and Roles page. From app.shiphero.com, go to My Account > Users. From shipping.shiphero.com, open the side menu and click Users & Roles.
- On the Users tab, click the Create User button in the top right corner of the page.
- Fill in the user Details and Settings. All fields marked with an asterisk are required. Click Continue to move to the next section.
- Check the boxes next to each App Setting required for the user, then click Continue.
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Check the box next to the Role(s) that apply to the user, or close the window if a role will be assigned later.
In this step, the option to create a new user role is also available. Click the Create Role button. See Creating and Managing User Roles for more information.
Pro-Tip
Plus addressing (also called sub-addressing) lets you create unique email variations by adding a + symbol and a custom tag before the @ symbol. For example, info+username@domain.com. All emails sent to the variation are delivered to the main inbox.
ShipHero treats plus addresses as unique email addresses, making them a practical solution for creating accounts for pickers and packers who do not have individual company email addresses.
When a user created with a plus address resets their password, the reset email is sent to the main inbox, meaning the address before the + symbol.
Password Minimum Requirements
- A minimum of 12 characters
- Must include an UPPERCASE character
- Must include a lowercase character
- Must include a number
Common Errors when Creating Users
Two errors commonly appear when creating users. Both are resolved from the Users & Roles page or the Billing page.
User Limit Reached
When the user limit is reached, a prompt appears on the Users & Roles page. To increase the number of seats, go to My Account > Billing and adjust as needed. The user making the adjustment must have permission to access the Billing page.
The maximum number of additional users you can add from the Billing page is 300. If your account has reached this limit and you need more, contact ShipHero Support for assistance.
Email Already in Use
When an error states that an email is already in use, the address is associated with a different ShipHero account. Each user must have a unique email address. Use a different email address for the new user, or contact ShipHero Support for assistance.
User Settings Definitions
The following settings are available when creating or editing a user. Settings with hyperlinks have additional documentation.
Details Section
| Setting | Definition |
|---|---|
| Position |
The user's job title in the warehouse. Select an option from the dropdown. Examples: manager, lead, associate, temp worker. For brand accounts, this field is informational only. For 3PL accounts, it is used to calculate labor costs. |
| Multi-factor authentication (Toggle On/Off) |
Multi-factor authentication (MFA) is a multi-step account login process that requires users to enter more information than just a password. |
| Activate user (Toggle On/Off) | On by default when creating a new user. Toggle this off when a user needs to be deactivated. |
| Admin (Toggle On/Off) |
This role has full permissions and can create and update roles. |
Payroll Section
The Payroll section holds two fields. Hourly rate is the user's hourly pay rate, entered in your account currency. Payroll id is the user's ID in your payroll processor, which you can use to match ShipHero users to your payroll records.
For brand accounts, both fields are informational only. For 3PL accounts, they are used to calculate labor costs.
Note for 3PLs: Position, Hourly rate, and Payroll id feed the Labor Cost Dashboard. See Understanding Labor Cost Dashboard Calculations and Metrics.
Settings Section
| Setting | Definition |
|---|---|
| Default Print Station | When the user prints an invoice or label, it will go to the printer set up on the station selected. |
| Default Order Status | The status of the orders the user will see by default on the mobile app. |
| Default Warehouse | The user will see only information related to this warehouse. |
| Allowed Warehouses |
The warehouses the user has access to. |
| Default Store | The user will see only information related to this store. |
| Default language | Languages other than English are supported in select sections only. English is used as default elsewhere. |
App Settings
| Setting | Definition |
|---|---|
| Display items' locations on order (Mobile) | Deprecated setting. Locations show by default on the mobile device when processing orders. |
| Display items' SKU on order (Mobile) | Deprecated setting. SKUs show by default on the mobile device when processing orders. |
| Bulk ship QA | Forces user to scan all items when packing a sample order. |
| Tote QA | Forces user to scan all items from a tote before shipping. |
| All items must be packed before printing labels | The print labels button and its command barcode will be disabled until all items have been packed. |
| Do not allow user to change their warehouse while shipping | Blocks a user from switching their warehouse when shipping. |
| LPN Confirmation QA |
Forces the user to scan LPNs to confirm them. |
| Do not allow a user to change their assigned tags while picking | Blocks a user from changing their assigned tags while picking on the mobile device. |
| Allow Manual Product Search in Putaway | Lets the user search for a product by name or SKU during putaway instead of scanning it. |
| Enforce all pick scans |
Requires the user to scan items for the full pick quantity. Manual quantity input is disabled. Requires the Beta Multi-Item Batch (MIB) picking flow. Learn more about the Mobile Picking Interface. |
| Single Item Batch Pick Rows | Only shows products in these locations when this user is in Single Item Batch Pick mode. |
| Multi/Single Item Batch Order Tag Filter | Filters batches to select orders that have the specified tag, in addition to the status filter. |
| Voice Picking - Enable sound feedback | Allows the app to announce the next task while picking on the mobile device. |
| Voice Picking Speed | The speed at which the app reads the next instruction while picking on the mobile device. |
| Voice Picking Language | Language the app will speak in. Select from the dropdown. |
| Sound Feedback - Enable sound feedback | Plays sounds on erroneous barcode scans. |
Enforce all pick scans: This setting requires the updated Multi-Item Batch (MIB) picking flow. If your account is still using the legacy MIB experience, contact ShipHero Support to request access to the updated flow.
API Access
The API Access section at the bottom of a user's page controls whether that user can reach your ShipHero data through the Public API. This includes the ShipHero MCP and the ShipHero Public API Skill, which connect AI assistants to your ShipHero data. Set API access per user, and change it at any time.
| Setting | Definition |
|---|---|
| Enable API Access | Allows this user to access the Public API. Clear the checkbox to remove a user's API access at any time. |
| Enable Data Exports Access |
Gives this user access to Data Exports through the Public API. This setting requires Enable API Access, and Data Exports must be enabled on your account. |
Important
Users created going forward do not have API access by default. An administrator must select Enable API Access to grant it. Users that existed before this change were opted in automatically to preserve their current permissions, and an administrator can disable access for any of them at any time.
For third-party developer users, API tokens and data export access are managed on the Developer Users page instead. See How to Obtain API Access and Refresh Tokens. To learn what AI assistants can do with API access, see Overview: ShipHero AI Toolkit.
Additional Settings for 3PL Users
3PLs can create users for their account or in their clients' accounts. Only users created at the 3PL account level can make inventory changes and process orders in the 3PL's account.
- 3PL users have access to the 3PL dashboard, the customers' information, and the warehouse assigned to the user.
- 3PL client users have access only to their own dashboard, and no other customer's information. See 3PL - Managing 3PL Client Settings for more information.
Adding Users to a 3PL and 3PL Client Account
When adding users in a 3PL account, an additional dropdown appears on the Users & Roles page next to the Create User button. This dropdown controls which account you are managing and creating users for.
- My Account: Manage users for the 3PL account.
- Clients: Select a client from the list to manage users for a 3PL client's account.
Additional 3PL User Settings Defined
Customers is available for 3PL users only. It sets the 3PL client accounts the user can navigate in and out of. Learn more about Switching Between 3PL Clients' Accounts.
Note for 3PLs: The Position, Hourly rate, and Payroll id fields are available on all accounts, but 3PL accounts use them to calculate labor costs. See Understanding Labor Cost Dashboard Calculations and Metrics.
How to Deactivate a User
To deactivate a user, toggle off the Activate user setting. The user is removed from the active users list and can no longer access the platform.
Important Notes when Deactivating Users
- Users cannot be deleted, only deactivated. This keeps previous activity records intact for reporting.
- Deactivating a user does not automatically adjust billing. Reduce the number of additional users on the Billing page as needed.
When there are unused licenses on your plan, the following prompt appears on the Users & Roles page: "You have unused licenses on your plan. You can manage the total users for your plan here."