WordPress Guide: Steps to Setting Up a Multi-User Admin Site

WordPress developers and webmasters can use user roles to detail the permissions that each person has to operate in a WordPress site, for example, setting Role A to only publish a specific type of product, Role B to publish another type of product, and Role C to specialize in publishing blog posts.WordPress allows you to assign each user different permissions levels. We'll explain why these roles are important, describe the different roles and their permissions, and how to create and modify user profiles, as well as how to manage these roles with plugins.

What are WordPress user roles and why are they important?

WordPress' user roles feature allows you to control how others participate in the administration and backend operations of your website. If you're the only person using WordPress, this may not be too important. But once you start involving other people in the content management of your WordPress site, user roles become very important. You definitely don't want others to be able to do whatever they want on your WordPress site, and by setting up different roles and permissions, you can better control their access and operating privileges.

What are the different types of WordPress user roles?

There are six main user roles in WordPress, and they are listed below in order of how many actions the user can perform:

1. Super Administrator.
2. Administrator.
3. Editors.
4. Author.
5. Contributors.
6. Subscribers.

We'll go over the permissions and what each role can do.

How does the Super Admin user role work in WordPress?

If you manage a WordPress multisite network, then the main role you need to understand as the owner of the company is that of a super administrator. The super administrator has the ability to make major changes to the entire network.

This means that they have the highest access to add or remove sites, make changes to any WordPress site within the network, install and uninstall plugins, add or remove users, manage site content, change settings, and so on - they can do almost anything.

Who should have access to the Super Administrator role

This role is only enabled if you have multiple sites in your WordPress setup and someone needs access to all of them. Only those who are fully trusted and can be responsible for managing all WordPress sites should be given the role of Super Administrator.

So how does the admin user role work in WordPress?

You might be the WordPress administrator. Usually, people who install a WordPress site automatically become administrators. Administrators can give others administrative privileges.

Administrators have many permissions, such as changing site settings, adding or removing plugins, managing users and roles, publishing and editing content and files, and modifying code.

However, in these cases, the administrator's privileges will be limited:

1. Their website is one of a multi-site network.
2. The Super Administrator role has been set up.

In this case, ordinary administrators won't be able to upload or delete themes and plugins, or change user information, these permissions go to the super administrator.

Who should have access to the administrator role

The administrator role should only be granted to those one or two people you trust very much. Because administrators can do anything on a WordPress site, always think twice before giving someone this role.

How does the Editor user role work in WordPress?

The Editor role is primarily responsible for managing and assisting other users on the CMS, such as authors and contributors. Editors are responsible for monitoring and collaborating to ensure the quality of content.

In WordPress, editors primarily manage Posts and Pages. They are able to create, edit, delete, publish and manage their own or others' content. They are also responsible for managing comments and categories to help organize the content of the site.

However, editors have limited access and they cannot change plugins, themes or other settings that affect the entire site.

Who should have access to the editorial role

The editor role is usually given to those responsible for content management, curation and updating, such as a content director or content team. Editors don't have access to all the features of administrators, but they do have extensive access to and management of content in the CMS.

How does the Author User Role work in WordPress?

Author roles are designed for users who only manage their own posts. In WordPress, authors are free to create, edit, delete and publish their own posts, and can upload images and other media files. However, authors cannot manage or edit the pages of the site, nor can they modify content created by other users. Simply put, authors do not have administrative access to the site and can only control their own posts.

Who should have access to the author role

Author roles are great for people who just want to publish their own posts on a WordPress site. They can only handle and manage their own posts.

How does the Contributor User role work in WordPress?

The Contributor role is very similar to the Author role, but different. Contributors can write their own articles, edit and delete them, but they can't directly publish articles or upload images and other media files. This means that an editor or administrator needs to review and publish a contributor's article before it can be made public. Just like authors, contributors can't edit the pages of a website, and they don't have administrative access to the site.

Who should have access to the contributor role

If you want someone else to write the article, but want to review it before it's published, then the contributor role is a good fit.

How does the Subscriber user role work in WordPress?

Subscribers in WordPress are mainly just reading posts. Because posts can be seen by anyone who visits a WordPress site, the subscriber role is rarely actually needed.

Subscribers cannot write articles, edit content, delete content, or publish anything. They do not have permission to manage the site.

Who should have access to subscriber roles

Subscriber roles have relatively little functionality, as they have the same permissions as regular visitors to the site, mainly to read posts on WordPress.

How do I manage and configure WordPress users and roles?

Here are some suggestions for creating and managing user profiles and roles:

1. Always try to limit the permissions of your users and give them only the minimum permissions they need to accomplish their tasks. Figure out what administrative and content management permissions they really need.
2. Keep the number of administrators and editors as small as possible. These roles have access to almost every setting on your WordPress site, so only assign them to those you really trust.
3. To add a new user in the WordPress admin dashboard, add or update a user by going to the "Users" section of WP Admin.
4. Regularly check and update the permissions of existing users to ensure that their access levels are appropriate.
5. Using a specific WordPress role management plugin (such as theUser Role EditormaybePublishPress Capability) to modify role permissions, create new roles and set permission limits. These plugins allow you to adjust various permissions in detail.

Guide to Adding WordPress Users and Roles

Create New User
We want to add a new user. This can be done in the WordPress menu by clicking on "Users" and then selecting "Add New User".

This will open a new form for updating the new user's details:

Here, you need to fill in the details such as username, email, first name, last name and website information of the new user.

Administrators can choose to automatically generate a new password or set one manually. They can then notify new users via email that their account has been created.

Assigning WordPress Roles

Finally, there is a "character" drop-down menu that allows you to assign new users their respective roles:

Depending on what a new user does, you can assign them a role that is appropriate, like the default role we discussed earlier. If you have the Admin plugin installed, more role options will appear in the drop-down menu for you to choose from.

I hope this guide to WordPress user roles has been helpful. Learn what the different roles do, set up the right roles for your content team, and follow best practices to keep your WordPress site secure.

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