Understanding Website User Roles

Overview of Website Roles

Your website includes built-in roles to keep access organized. Each role has a set of capabilities that covers common tasks, so you do not need to hand pick permissions for every user.

Administrator

Administrators can do everything, including installing themes and plugins, changing settings, managing users, and editing all content. Give this role only to trusted owners or senior managers.

Editor

Editors manage and publish any content on the site, including posts and pages created by others. They cannot change sitewide settings or install plugins, which keeps them focused on content operations.

Author

Authors can write, edit, and publish their own posts, upload media, and manage comments on those posts. They cannot edit pages or posts created by others.

Contributor

Contributors can write and edit their own drafts, but they cannot publish or upload media. An Editor or Administrator must review and publish their work, which is useful for guest writers.

Subscriber

Subscribers have a profile and can log in, but they cannot create or edit content. This role suits sites with member-only content or newsletters that require an account.

Recommended Role Settings for Clients

For most client teams, assign Administrator to one or two primary owners, Editor to content managers, Author to regular writers, and Contributor to guest writers who should not publish directly. Use Subscriber for customers or members who only need to log in to view protected content.

Avoid giving Administrator to anyone who only works on content. Limit high-privilege accounts, require strong passwords, and enable two-factor authentication when available. Review users quarterly and remove accounts that are no longer needed

How to Add a New User: Step-by-Step Instructions

Log in to your Website Dashboard.

Go to Users → Add New.

Enter the Username and Email Address (required).

Optional fields: First Name, Last Name, Website.

Set a strong Password or let your website generate one.

Choose a User Role.

Click “Add New User”.

Common Mistake Tip: Avoid using personal email addresses for business user accounts.

Editing or Removing Existing Users

How to Edit a User

Go to Users → All Users in your website dashboard and click the username you want to edit. This opens their profile page.
Update details like name, email, role, or generate a new password. Click Update User to save.

How to Delete a User

From Users → All Users, hover over the username and click Delete. When prompted, choose whether to reassign the user’s content to another account or delete it permanently, then confirm.
Best practice: Create a fresh backup before deleting any user. This protects content and settings if you need to restore.

Resetting or Changing User Passwords

Option 1: User self-service

Direct the user to the login screen and have them click Lost your password?. They will receive a reset link at their account email and can set a new password.

Option 2: Admin reset

Go to Users → All Users, open the user’s profile, and click Set New Password or Generate Password. Share the new password securely and remind the user to change it after logging in.
Security tip: Use unique passwords for every account and enable two factor authentication if your security plugin supports it.

Managing User Access and Security

Restricting Dashboard Access

If you need finer control, install a role management tool such as User Role Editor. You can clone roles, remove capabilities, or create a custom role that fits your workflow without giving full admin rights.

Monitoring and Temporary Access

Use security tools like Wordfence or SolidWP to monitor logins, set rate limits, and receive alerts for suspicious activity. For short term work by a developer or a ZatroX team member, create a new admin account labeled Temporary with an expiration reminder, then remove it when the task is complete.

Common Questions

Can I limit what my editor can see or change?
Yes. Editors manage content but cannot change site settings or plugins. For tighter limits, create a custom role with a role editor plugin.

How do I create a login for my marketing team?
Add each person as an Author if they publish their own posts, or as an Editor if they need to review and publish work from others. Avoid admin unless they truly need full control.

Why can’t I see the Add New User button?
You may not have sufficient permissions. Only Administrators can add users. If you are an admin and still do not see it, a security plugin or multisite settings could be hiding it.

What is the difference between Author and Contributor?
Authors can write, upload media, and publish their own posts. Contributors can write drafts but cannot upload media or publish. An Editor or Administrator must publish for them.

Troubleshooting

User did not receive the invite email
Ask them to check spam or promotions. Confirm their email is correct, then resend the invitation. If issues persist, use a transactional email plugin or check your host’s email settings.

Cannot add users
Make sure you are logged in as an Administrator. If you manage registrations, confirm the relevant setting in Settings → General and verify that no plugin is restricting user creation.

Security error on login
A security plugin may be blocking attempts. Check your firewall logs, clear IP blocks as needed, or temporarily disable the offending plugin. If you are on a ZatroX plan, contact ZatroX Support for help.

Summary

Adding and managing users in your website is straightforward when you choose the right role, keep admin access limited, and maintain good security habits. Edit users from Users → All Users, remove accounts you no longer need, and always back up before making major changes.

Use strong, unique passwords and two factor authentication, keep an eye on login activity, and give temporary admin access only when necessary.

Need help setting user roles for your team? Contact ZatroX Support for assistance.