Getting started: Install and set up Easyteam for Shopify POS

Easyteam adds time tracking, scheduling, checklists, and sales commissions to the Shopify POS devices your team already uses in store. Everything runs inside Shopify, so there's no separate system for your staff to learn.

This guide takes you through a complete first-time setup: installing the app, approving billing, getting your staff into Easyteam, adding the Easyteam tiles to your POS devices, confirming that a real clock-in works, and handing it over to your team. Most stores finish in about 20 minutes.

To complete this setup, you need Shopify store owner access, or a Shopify staff account with permission to install apps and customize Shopify POS.

On this page

Follow these sections in order the first time you set up Easyteam.

• Before you start
• Install Easyteam from the Shopify App Store
• Approve your subscription and start the free trial
• Check your staff and locations in Shopify
• Add your staff to Easyteam
• Assign PIN codes for POS clock-ins
• Add the Easyteam tiles to Shopify POS
• Run a test clock in and clock out
• Roll out Easyteam to your team
• Set up the rest of Easyteam
• Troubleshoot setup issues

Before you start

Easyteam builds on your existing Shopify setup, so it helps to have a few things in place in Shopify first:

• A Shopify store with Shopify POS. Easyteam works best with Shopify POS on tablets, iPhone and Android phones, and Shopify POS Go devices.
• Your store locations are set up in Shopify. Easyteam uses your Shopify locations to separate schedules, time cards, and reporting by store.
• Your team members have Shopify staff accounts. This is highly recommended rather than mandatory, and it's how most stores run Easyteam. You can add staff without a Shopify account too.

Install Easyteam from the Shopify App Store

Easyteam installs like any other Shopify app, directly into your Shopify Admin. In the App Store the listing is named Easyteam POS Time Clock In. Once installed, it's simply Easyteam in your Shopify Admin and on POS.

Steps:

1. Go to the Easyteam listing on the Shopify App Store.
2. Click Install.
3. If you manage more than one Shopify store, select the store that you want to install Easyteam on.
4. Review the permissions that Shopify shows, then continue.

After installing, Easyteam opens inside your Shopify Admin under Apps > Easyteam. You'll use this area for staff, timesheets, schedules, and settings.

Approve your subscription and start the free trial

Easyteam bills through Shopify, so the charge appears on your regular Shopify invoice. There's no separate credit card to enter and no separate account to create.

Use this calculator to see your estimated monthly price before starting your free trial.
You can cancel your free trial at any point after this screen.

After installing, Shopify shows an approval screen for the Easyteam subscription. Click Approve to start your free trial immediately.

Your 14-day free trial gives you full access, and you won't be charged until the trial ends. You can uninstall at any time before then.
For more information about pricing, refer to the Easyteam Pricing Guide.

About the "maximum charge" notice

The Shopify approval screen may warn that your maximum monthly charge could be up to $320 USD. This looks alarming, but it is not what you will be billed.

Shopify requires apps to declare an upper limit on the approval screen, and this figure is that ceiling, not your price. You can safely approve it. The $320 ceiling only becomes relevant for stores with more than 50 employees, in which case, a member of our team will reach out after installation to set you up correctly.

To check your charges at any time, go to your Shopify Admin > Settings > Apps and sales channels > Easyteam > Billing and usage charges.

Check your staff and locations in Shopify

Easyteam imports your team from Shopify, so it pays to get the Shopify side in order before you import.

Before moving on, check the following in your Shopify Admin:

• Your team members have Shopify staff accounts. This is highly recommended, not mandatory. A Shopify account means Shopify recognizes the person and attributes their POS sales to them, which is what makes commissions and sales reporting work. Add anyone who's missing under Shopify Admin > Settings > Users, or refer to Shopify's Staff accounts documentation. Team members without a Shopify account can still be added to Easyteam directly.
• Make sure your POS locations are set up. You can re-sync new or updated locations to Easyteam later.
• POS staff have the right POS permissions. Two permissions are important for Easyteam: Manage POS UI Extensions (needed by whoever is setting up Easyteam and adding the Easyteam tiles) and Use Apps (needed by anyone who will use an Easyteam tile, e.g. to clock in). You can review these under Manage Shopify POS roles, or refer to Shopify's POS roles documentation.

Add your staff to Easyteam

Once your Shopify staff are in place, importing them into Easyteam takes a couple of minutes. You can bring in your whole team at once.

Steps:

1. From your Shopify Admin, open Easyteam and go to the Staff page.
2. Click Add new staff.
3. Select the staff members that you want to import, then click Add staff members.
4. For each staff member, complete the required fields: Email, Permission level, PIN code, and Locations.
5. Click Add to Easyteam.

Some details, such as names and emails, are imported from Shopify automatically.

Please note that the PIN code is not imported automatically, as it cannot be read outside of Shopify Admin. You will need to enter it manually for your staff members.

Every staff member also needs at least one location. Without one, they can't be scheduled at that store or appear in its Manager View. For more information, refer to How to assign staff members to specific locations.

Your team now appears on the Staff page with a status of either Active or Missing PIN.

Choose each person's permission level

Permission level is required during the import, and it controls what each person can see and do:

• Admins — full access, including pay rates, settings, and billing.
• Managers — schedules, timesheets, and Manager View for their own locations, without seeing others' pay or sensitive details.
• Staff — their own shifts, time cards, and time-off requests.

Managers and staff only ever see the locations they're assigned to. For the full breakdown of permissions, refer to Manage staff member profiles and permissions.

Recommended: set each person's wage

An hourly rate or salary isn't mandatory, but it's highly recommended. It's what lets Easyteam turn hours into money: labor cost as a percentage of sales, overtime cost, and payroll. It's far easier to enter now than to backfill later.

Add team members who don't use Shopify

Some team members, such as stockroom or back-office staff, may not have a Shopify account. You can add them to Easyteam directly. They'll be able to do everything else, but because Shopify doesn't recognize them, POS sales can't be attributed to them for commissions or sales reports.

Steps:

1. From the Easyteam Staff page, click Add new staff.
2. Click Add non-Shopify staff.
3. Enter their details and save.

These staff members receive an email invitation to set a password, and can then use Easyteam on the web or on their phone.

For more detail on both methods, refer to How do I add new staff members?. You can also organize your team further by assigning job positions.

Assign PIN codes for POS clock-ins

Staff clock in on a shared POS device by entering a personal PIN code, which is how Easyteam knows who is clocking in. Anyone without a PIN cannot clock in, so finish this before your next shift starts.

Steps:

1. From the Easyteam Staff page, click a staff member. Use the tabs at the top of the table to filter for Missing PIN.
2. Enter a 4 to 6 digit PIN code.
3. Click Save.

The staff member's status changes to Active once a PIN is saved.

For more information, refer to How to assign PIN codes to my staff.

Add the Easyteam tiles to Shopify POS

Easyteam appears on Shopify POS as tiles on the POS home screen. We recommend adding all three:

• Clock In/Out — how staff start and end their shifts and breaks. This is the essential one.
• Manager View — lets managers see who's working, who's late, and who's on break, and take action on behalf of staff.
• Store Checklists — opening, closing, and daily task lists your team completes on shift.

We recommend adding them from the Shopify Admin, which sets up every POS tablet or device at once. The POS home screen management tool is called a smart grid, and editing it updates every device assigned to that grid.

Steps: Open your smart grid

1. From your Shopify Admin, go to Point of Sale > Settings, or open the smart grid settings directly.
2. Click Smart Grid.
3. Select the smart grid that you want to use, or click Create New.
4. Click Customize.

Steps: Add the Easyteam tiles

1. In the left menu, click Add tile > Embedded Apps.
2. Click Easyteam.
3. Add the Clock In/Out, Manager View, and Store Checklists tiles.
4. Click Apply in the top right.

The tiles appear on your POS devices within a few minutes.

To learn more about how the POS home screen works, refer to Shopify's smart grid documentation.

To set up just one device, you can follow the same steps on the POS itself: tap + Add tile on the POS home screen, then App > Easyteam, and choose the same three tiles.

For more information, refer to Add Easyteam tiles to Shopify POS.

Run a test clock in and clock out

Before you tell your team Easyteam is live, do one clock-in yourself. It confirms in under a minute that tiles, staff records, and PINs all line up.

Steps:

1. On the POS home screen, tap the Clock In/Out tile.
2. Enter your PIN code on the pin pad. Your shift starts immediately, with no further confirmation needed.
3. Tap the Clock In/Out tile again and enter your PIN. Easyteam recognizes that you're already clocked in and shows the time you've worked.
4. Tap Clock Me Out.
5. In your Shopify Admin, open Easyteam and go to Timesheets to confirm that your test shift appears.

Once a staff member clocks out, the shift becomes a finalized time card that you can review, edit, approve, and export.

Open Timesheets on Easyteam back in Shopify Admin and you should now see the shift in progress. Clock out using the same POS tile to end this shift.

Roll out Easyteam to your team

Your store is ready, and Easyteam starts working the moment you add people and tiles.

What happens automatically

• Everyone you added receives an email inviting them to install the Easyteam mobile app.
• If you use Easyteam Payroll, your employees also receive a separate email to complete their payroll onboarding.
• Your tiles appear on Shopify POS at every location assigned to that smart grid, usually within a few minutes.

What your staff need to do

Very little. Staff can be scheduled for shifts and can clock in and out with their PIN straight away, without setting anything up first.

There is one thing worth asking them to do: choose their notifications. By default your team is notified when a schedule is published, along with payroll notifications.
Everything else, such as upcoming shift reminders and time-off decisions, has to be subscribed to individually under Settings > Notifications.

Installing the mobile app is also worth encouraging, since it's how staff get push notifications, check their schedule, and request time off. For more information, refer to How to Set Up Easyteam on Mobile and Setting up notifications.

What your managers need to do

Managers can also start immediately. They sign in with their existing Shopify user to open Easyteam in the Shopify Admin, where they can build schedules and review timesheets, and they use the Manager View tile on POS during the shift.

The exception is managers who want Easyteam outside of POS and the Shopify Admin, on the web or on their phone. They need to set an Easyteam password once, at easyteam.io/welcome.

We recommend managers subscribe to notifications too, so they hear about late clock-ins, missed clock-outs, and time-off requests of their team as they happen.

Set up the rest of Easyteam

Your team can now clock in and out, which is the foundation for everything else. Start with the module your store needs most:

• Time tracking — breaks, overtime, clock-in restrictions, and reviewing, approving, and exporting time cards.
• Payroll — pay your team from the hours you've already tracked. Available as an add-on in the US and Canada.
• Schedules — build, publish, and repeat weekly schedules, and let staff see their shifts.
• Notifications — email, SMS, and push alerts for late clock-ins, missed clock-outs, and schedule changes.

Easyteam also covers checklists, sales commissions, time off, breaks, and retail goals. Browse the Easyteam Help Center for the full list.

Troubleshoot setup issues

A staff member doesn't appear when importing

They likely don't have a Shopify staff account, or they aren't assigned to that location in Shopify. Add or update them in your Shopify Admin, then import again.
If they'll never have a Shopify account, add them with Add non-Shopify staff instead.

The Easyteam tiles don't appear on POS

Check the following:

• The smart grid you edited is assigned to that store location.
• Swipe left and right on the POS home screen, in case the tile was added to another page.
• Close and reopen Shopify POS. New tiles can take a few minutes to sync.
• The user adding tiles has the Manage POS UI Extensions permission, and the user tapping the tile has the Use Apps permission.

More information and troubleshooting steps about time tracking can be found in in Set up time tracking on Shopify POS.

View all Getting Started articles

Updated on: 03/08/2026