How to Safely Grant WordPress User Access: A Complete Guide

Many website owners find themselves needing to give others access to their WordPress site—whether to bring on a content creator, developer, or editor.

In this guide, we’ll walk you through the steps of safely granting access, choosing the right permissions, and protecting your website from potential security risks.

This approach ensures you can collaborate while maintaining full control over your site.

To follow along visually, watch the video below for a step-by-step demonstration of each action.

Why Granting WordPress User Access Matters

Running a WordPress site often involves collaboration. By providing specific roles to team members, you can efficiently delegate responsibilities without risking unauthorized changes.

However, understanding each role and what it entails is crucial to protecting your content and functionality.

Accessing the WordPress Dashboard to Add a User

The first step is accessing your WordPress dashboard, where you can add users and manage permissions. Here’s how to start:

1. Go to the Dashboard Menu
   Navigate to Users on the left side of the dashboard.
2. Select “Add New”
   On the Users page, click on Add New at the top. This will take you to a form where you can set up a new account.

From here, you’ll need to fill in details like username, email, and role. Let’s go through these steps in detail.

Filling Out User Information

In the “Add New User” section:

1. Username and Email
   Create a username (e.g., “exampleuser”) and input the user’s email. The email is where the user will receive their account details.
2. First and Last Name
   Adding a name helps identify the user. For example, let’s say the user’s name is Steve Mark.
3. Password and Notifications
   Generate or set a password, then check the Send User Notification box to ensure they receive login details.

Selecting the Right User Role

WordPress provides multiple user roles, each with distinct permissions.

Here’s an overview of these roles:

• Administrator: Full control over all site functions.
• Editor: Manages content but cannot access settings, plugins, or themes.
• Author: Can create and manage only their posts.
• Contributor: Can write drafts but cannot publish them.
• Subscriber: Can read content and manage their profile.

Here’s a closer look at each role and its permissions:

WordPress User Roles and Permissions

1. Administrator

The Administrator role grants full access to the WordPress site, giving users complete control over all settings, content, themes, plugins, and user management.

• Permissions:
  • Access all settings, plugins, and themes
  • Create, edit, publish, and delete any content
  • Manage comments and categories
  • Add, edit, or delete users (including other administrators)
  • Perform site backups and security tasks
• Best for: Trusted site owners, developers, or administrators who need full access to manage and maintain the site.

Note: Only assign this role to users who absolutely need unrestricted control over the site.

2. Editor

The Editor role provides control over content without access to site settings, themes, or plugins.

• Permissions:
  • Create, edit, publish, and delete any posts or pages, including those created by other users
  • Manage categories and tags
  • Approve, manage, and delete comments
  • Upload files and manage the media library
• Best for: Content managers who need oversight of all posts and pages but do not need access to technical settings.

3. Author

The Author role allows users to create and manage only their own content, with limited site access.

• Permissions:
  • Create, edit, and publish their own posts
  • Upload files to the media library
  • Edit their own profile
• Restrictions:
  • Cannot edit or delete posts by others
  • Cannot manage categories, tags, or comments
  • No access to site settings or plugins
• Best for: Regular content contributors or bloggers who work independently on their posts.

4. Contributor

The Contributor role is for users who can create and manage their own posts but cannot publish them.

• Permissions:
  • Create and edit their own posts in draft form
  • Submit posts for review by an Editor or Administrator
• Restrictions:
  • Cannot publish or delete posts, including their own
  • Cannot upload files to the media library
  • No access to categories, tags, comments, or site settings
• Best for: Guest bloggers or entry-level contributors who need supervision before their content is published.

5. Subscriber

The Subscriber role has the lowest level of permissions, intended mainly for sites with membership or subscription-based content.

• Permissions:
  • Read and comment on content if commenting is enabled
  • Edit their own profile and change their password
• Restrictions:
  • Cannot create, edit, or publish posts
  • No access to media, categories, tags, comments, or site settings
• Best for: Regular readers or members who need limited access to interact with site content.

Assigning and Adding a User Role

When adding a user, choose the role that best aligns with their responsibilities.

For instance, if you want to add an Editor:

1. Select Editor from the Role dropdown.
2. Click Add New User to finalize the process.

Once added, the user will receive an email with login credentials, ensuring they can access their new account.

Managing and Deleting User Access

Once a user has finished their tasks, it’s best to delete their access to prevent future issues.

Here’s how:

1. Go to the Users Page
   In your dashboard, navigate to Users.
2. Find and Delete the User
   Select the user you want to remove and click Delete. Confirm this action to complete the process.

Frequently Asked Questions

Conclusion: Protecting Your Site with Smart User Management

Giving access to your WordPress site requires thoughtful user management. By assigning appropriate roles, you allow others to contribute effectively while keeping your site secure.

Be sure to watch the video above for a visual walkthrough of these steps, making it easier to follow along.

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