A Complete Guide to WordPress User Roles and Permissions

WordPress makes it easy to add new users to your website. These users can work on your site based on the role and permissions you assign them.

However, many new WordPress users are unaware of these user roles and permissions. As a result, they give strangers full admin access to their business websites, risking sensitive customer and business data.

In this guide, we’ll explain WordPress user roles and permissions in detail and show you which user role to assign when creating new users.

What Are WordPress User Roles and Permissions?

Using WordPress user roles and permissions grants you full control over your WordPress website and helps you improve your website security.

WordPress allows you to create many users for your website. You can also enable user registration on your website, allowing other users to sign up.

When you add a new user to your website, you can assign them a specific user role. You can also define a default user role for your site, which will assign automatically to new users that create an account.

Each user role has specified capabilities, or permissions, that define the actions a user can perform on your website.

WordPress Default User Roles

WordPress offers five default user roles:

1. Administrator Role

On a typical WordPress website, the administrator role is the most powerful one. Users with this role have the ability to create new posts, edit existing ones, and delete them.

In addition, they can install, edit, and delete WordPress plugins and themes.

Most importantly, admin users can create and delete users and update information about existing users, such as passwords.

This role is designated for site owners and grants you complete authority over your WordPress site.

If you have a multi-user WordPress site, you need to be careful when assigning the administrator user role to anyone.

Access Level: High level of access. Manage users, plugins, themes, and site settings.

2. Editor Role

Users with the editor role in WordPress have full access to your website’s content sections.

They can add, edit, publish, and delete any post on the site, even those published by others. An editor is also able to moderate, edit, and delete comments.

However, editors can’t change your site’s settings, install plugins and themes, or create new users.

Access Level: Manage posts of all users. Plus, publish and edit their own and others’ posts.

3. Author Role

Users with the author role are able to write, edit, and publish their own post. They can also remove posts that have already been published.

Authors are unable to create new categories while creating posts, but they can chose from existing ones and add tags to them.

Furthermore, authors can access comments, even those that are under review. However, they cannot moderate, approve, or delete any of them.

Plus, they don’t have access to site settings, plugins, or themes, making it a relatively low-risk user role. The only exception is that they can remove their own published posts.

Access Level: Only publish and edit their own posts but not those of other users.

4. Contributor Role

Users with the contributor role can create new posts and edit them, but they cannot publish them.

When writing posts, they can choose existing categories and add their own tags.

The most important drawback of the contributor role is that they are unable to upload files. As a result, can’t add images to their posts.

Contributors can see all website comments but cannot approve or delete them.

Finally, because they do not have access to website settings, plugins, or themes, they cannot make any changes to your site.

Access Level: Create and edit posts but not publish them. Submit posts for review.

5. Subscriber Role

Users with the subscriber role may access your WordPress site, edit their user profiles, and change their password.

They are unable to create posts, view comments, or do any other actions within your WordPress admin area.

This user role is very handy if you have a membership site, an online store, or any other website where users can register and log in.

Access Level: The lowest level of access. Only manage their own profile.

Bonus: Super Admin Role

This user role is only available within a WordPress multisite network.

Users with the super admin role have the ability to add and delete sites in a multisite network. In a WordPress multisite configuration, they can also install plugins and themes, add users, and perform network-wide tasks.

It’s like having full administrative control over all network sites.

Access Level: The highest level of access. Perform any action on the website.

How to Customize Existing User Roles and Permissions in WordPress

The default WordPress user roles suit most websites and blogs effectively.

For example, if you run a WordPress blog, the ‘Editor’ role can be assigned to a senior content strategist. The ‘Author’ user role can be assigned to a content writer. While, the ‘Contributor’ role can be assigned to a guest writer.

But sometimes, you might want to customize the permissions and capabilities to match your site’s unique requirements.

For example, the default author role allows post-publishing and deletion, which you might want to restrict.

In such cases, many plugins are available to customize user roles. One such plugin is a Members plugin. It lets you create, manage, and change user roles across your website.

To use it, install and activate it. Upon activation, go to Members » Roles from your WordPress admin menu and click on the user role you want to edit.

For example, we will update the ‘Author’ role, but you are free to select the ideal role for your needs.

This will take you to a screen where you may completely configure the capabilities for that role.

To delete a capability from the role, choose the ‘Deny’ box. To add a new capability, check the ‘Grant’ box.

Here, we will check the ‘Deny’ option for the Delete Posts user access.

If you do not check a box next to an available position, the user will not have that capability.

Once you’ve done configuring your role, click the ‘Update’ button.

The changes you make will be applied to all existing users with that role, as well as all new users who are assigned that role.

How to Create Custom User Roles in WordPress

You can also create new user roles in WordPress, each with its own set of capabilities.

To do this, you will use the same Members plugin.

Simply go to Members » Add New Role, and give your new role a name.

For example, you can create a developer role that can be assigned to a WordPress developer with particular permissions.

The left-hand column has various sections with lists of available capabilities. We will go to the ‘Appearance’ tab and then give the capability to edit, install, and update themes.

Finally, click the ‘Add Role’ button to save the user role.

Next, create a new user and give them the new user role.

To do this, navigate to Users » Add New User and enter your new user details.

Next, scroll down to the bottom. You will see a ‘User Roles’ section.

Simply check the user roles you want to assign to the new user and click the ‘Add New User’ button.

That’s it. You created a new WordPress user role and set it to a new one.

WordPress User Role & Capabilities – Conclusion

In conclusion, understanding WordPress user roles and permissions is essential for managing site security and workflow.

By assigning the right role to each user, you ensure that sensitive site areas remain protected while empowering team members to contribute effectively.

Whether you assign the administrator role for full control or the subscriber role for basic access, WordPress allows you to customize roles to meet your unique needs.

Use this guide to make informed decisions on roles and permissions, ensuring that your site runs smoothly and securely.

Properly managing user roles is a powerful step toward building a well-organized and safeguarded WordPress website.

For more, check out these other helpful resources:

• How to Change WordPress Fonts [6 Easy Ways]
• How to Duplicate a Page In WordPress [Easy Ways]
• WordPress Featured Image Size: A Complete Guide

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