Team Members and Permissions

Team members are the people who can sign in to your store’s By the Numbers account. Each one is either the owner or a member, and each member has their own set of permissions on top of read access.

Open Team, under Settings in the navigation, to see everyone on your account.

The Team page listing the owner and two members, with their access, status and last active date

How It Works

Owner and Members

Every store has exactly one owner. The owner has every permission and is the only person who can:

invite new team members
change what a member can do
resend or cancel an invitation
remove someone from the store
hand ownership to someone else

Everyone else is a member. Members can see every report, shared dashboard and page your store has. What they can change depends on their permissions.

Members can open the Team page, but they see the list without the controls.

The 4 Permissions

Edit dashboards: create and delete shared dashboards, and share a personal one. Change a shared dashboard’s name, icon, default filters and cards, and share saved views. It also lets them edit or delete anyone’s annotations.
Manage integrations: connect, change and disconnect Klaviyo, Meta, Google and other platforms, and choose which segments sync to them. If your store uses das Pixel, it also covers switching each ad platform’s conversions on or off, and starting or pausing sending.
Manage billing: change the subscription, add or remove support, and apply promo codes.
Export data: download reports and customer lists, and set up recurring exports to email, Google Drive or Dropbox.

A member with none of them is read-only. The Access column shows each member’s permissions as icons, with a summary such as Full access, Read-only or 2 of 4.

Some things don’t need a permission: anyone on your team can use Copilot, add annotations, make personal dashboards, and enter costs on the Costs page.

Seats

Your subscription includes a number of team seats. Each person on the Team page uses one, and so does each invitation not yet accepted, with 2 exceptions:

The owner, if By the Numbers created their account automatically when your store installed it from Shopify.
Anyone whose status is Inactive.

When there’s a limit, the owner sees how many seats are used next to Invite Member.

When every seat is in use, Invite Member is turned off and the page explains why. Removing a member, or an invitation that hasn’t been accepted, frees a seat. Nobody loses access if your team already has more people than seats: you just can’t invite anyone new until a seat is free.

Status and Last Active

The Status column shows where each person stands:

Active: they’ve joined and can sign in.
Invited: they’ve been sent an invitation and haven’t accepted it yet.
Resetting Password: they’ve asked to reset their password and haven’t finished.
Inactive: their account is switched off, and they can’t sign in.

Last Active is the last day they used By the Numbers, or Never.

What It Means for You

Giving the Right Access

Give each person only the permissions their work needs. Someone who only reads reports needs none.

To invite someone or change their access, follow How to Invite a Team Member.

When Someone Leaves

To remove someone, open their row menu and choose Remove from Shop, then Remove. They lose access straight away.

You can invite the same email address again later. No email goes out that time: they’re added to your store straight away.

When you remove someone:

Recurring exports they set up are switched off, not deleted.
A Google Drive or Dropbox connection they made is paused, along with every recurring export that sends files through it. Someone with Manage integrations can reconnect it to start them again.
Connections that belong to the store, such as Google Ads or Klaviyo, aren’t affected.
AI assistants they connected to this store through MCP are disconnected, and their MCP tokens are revoked.

Handing Over Ownership

To make someone else the owner, open their row menu and choose Make Owner, then Transfer Ownership. They become the owner straight away and you become a member. You can only hand ownership to someone who has accepted their invitation.

The owner can’t be removed. To leave, an owner hands over ownership first, and the new owner removes them.

Keeping a Record

Every invitation, permission change, ownership change and removal is listed in the Audit Log, with who made it and when.

Dashboards: what Edit dashboards lets someone change.
Subscription: where people with Manage billing change the subscription.
Integrations: where people with Manage integrations connect your platforms.