Every colleague should have their own user account. That way you know who changed what, and when someone leaves you can close their access without changing everyone's password.
New user
System › Permissions › All Users
Click Add New User and fill in the fields on the User Info tab:
- User Name - used to sign in.
- Email - for password resets.
- Password - at least 7 characters with letters and numbers.
- Interface Locale - choose the language the admin should be shown in.
- Your Password - your own password to confirm the change.
On the User Role tab, choose a role.
The role decides which parts of the admin the user can access. Click Save User. Send the password to your colleague through a different channel from the user name.
Limited access
System › Permissions › User Roles
For a colleague who only edits products or only handles orders, create a role with Add New Role. On the Role Resources tab, choose Custom and tick only the parts they need (for example Sales or Catalog).
A colleague no longer works with you
Open the user and set This account is to Inactive. Save.
You can also delete the account. An inactive account keeps the record of who did what.
Common problems
A colleague is locked out after several wrong passwords
In System › Permissions › Locked Users, select them and unlock them.
The admin is in the wrong language
Set Interface Locale on the user to the right language, or the user can change it themselves in the menu under their name at the top right (Account Setting).