How to Manage Users and Roles in WordPress

Whether you’re building a bustling blog, an online store, a membership site, or a company intranet, there’s one thing they all have in common — users.

WordPress isn’t just a platform for publishing content. It’s a full-fledged content management system (CMS) that allows multiple people to collaborate — each with their own permissions, responsibilities, and access levels. That’s where user roles come in.

Imagine running a news site: you might have authors who write articles, editors who polish and schedule them, and administrators who manage everything behind the scenes. Or think about an eCommerce store: you’ve got customers, shop managers, and maybe a support team. In both cases, giving everyone full access would be a recipe for chaos. 🔥

User management is the solution. WordPress gives you a flexible way to assign roles and control what each user can (and can’t) do. It’s simple on the surface — but under the hood, it’s surprisingly powerful.

In this guide, we’ll walk you through everything you need to know to manage users like a pro, including:

👥 Understanding user roles and capabilities
🛠️ Adding, editing, and removing users
🔐 Customizing permissions and creating new roles
🧠 Best practices to keep your site secure and organized
📦 Handy plugins that make user management easier than ever

Whether you’re a beginner or a growing WordPress site owner, this guide will help you stay in control — and keep your site running smoothly, securely, and collaboratively.

👥 Understanding WordPress User Roles

At the heart of WordPress user management is the role-based access control system. This system assigns specific permissions (called capabilities) to different types of users, depending on what they need to do.

Think of roles like job titles in a company. Each role has certain responsibilities, and only people in those roles can perform specific actions — like publishing a post or installing a plugin.

🔑 What Are Capabilities?

Capabilities are the individual permissions that determine what a user can do. For example:

edit_posts – Can edit blog posts
publish_pages – Can publish static pages
delete_users – Can remove users from the site

A user’s role is simply a collection of these capabilities.

📋 Default WordPress Roles

Out of the box, WordPress gives you five main user roles (plus a sixth for multisite installs):

Administrator
Editor
Author
Contributor
Subscriber
Super Admin (Multisite only)

Each role has more or fewer permissions based on its purpose — from full control (Administrator) to limited viewing rights (Subscriber).

🎯 Why Roles Matter

Using roles correctly allows you to:

🛡️ Keep your site secure by limiting access to sensitive features
🤝 Collaborate with multiple users without stepping on toes
📈 Scale your site by assigning the right tasks to the right people

💡 Pro Tip: Never assign “Administrator” to anyone unless they absolutely need full control. Mistakes (or malicious actions) can happen fast at that level.

Now that you know what roles are, let’s break them down one by one so you know exactly what each one can do.

🧩 Default WordPress Roles Explained

WordPress comes with five main user roles (six if you’re using Multisite). Each one is designed for a different level of access and responsibility. Understanding what each role can — and can’t — do is crucial for managing your site effectively.

👑 1. Administrator

The Administrator is the boss of the WordPress site. This role has complete control over everything, including:

🔧 Installing and deleting themes and plugins
🛠️ Managing users and their roles
✍️ Editing and publishing any content
🔐 Accessing site settings and tools

Use with caution! Give this role only to trusted users who need full access.

📝 2. Editor

The Editor manages all content-related tasks. Editors can:

✅ Publish, edit, or delete any post or page (even from other users)
🗂️ Moderate comments
📅 Manage categories and tags

They can’t change settings, manage plugins, or add users.

✒️ 3. Author

Authors are responsible for writing and publishing their own content. They can:

✍️ Create, edit, and publish their own posts
🖼️ Upload media files (featured images, etc.)

But they can’t:

🧼 Edit or delete posts from others
🧩 Access site settings, plugins, or themes

🖋️ 4. Contributor

Contributors can write and edit their own posts — but not publish them. Their content must be reviewed and published by an Editor or Admin.

This role is ideal for guest writers or occasional contributors.

👀 5. Subscriber

The most limited role, Subscribers can only:

👤 Manage their own profile
🔐 Log in to access restricted content (on membership or private sites)

Perfect for forums, comment-based communities, or content-gated sites.

🌐 6. Super Admin (Multisite Only)

If you’re running a WordPress Multisite network, the Super Admin oversees the entire network. They can:

🏗️ Manage all sites in the network
🔌 Install network-wide themes and plugins
👥 Add or remove site administrators

💡 Quick Recap: Admins control everything, Editors manage all content, Authors handle their own posts, Contributors submit drafts, and Subscribers just log in.

Next, let’s learn how to add, edit, or remove users within your WordPress site.

🛠️ How to Add, Edit, or Delete Users

Managing users in WordPress is straightforward once you know where to look. Whether you’re bringing a new team member on board, updating a profile, or removing inactive accounts — it all starts in the Users section of your dashboard.

👥 Where to Find User Management Tools

From your WordPress dashboard, go to:

Users → All Users

Here you’ll see a list of everyone registered on your site, their roles, and quick actions for editing or deleting.

➕ Adding a New User

To add someone new:

Navigate to Users → Add New
Fill out the following fields:
- Username (required)
- Email (required)
- First/Last Name (optional)
- Website (optional)
- Password (can auto-generate)
- Send User Notification (email login info)
- Role – choose from the available roles
Click Add New User

🧠 Tip: Be careful when assigning roles. Don’t give Administrator access unless absolutely necessary.

✏️ Editing a User Profile

To edit a user’s profile or change their role:

Go to Users → All Users
Hover over a username and click Edit
From here, you can:
- Change the user’s name, contact info, or password
- Update their bio, display name, and color scheme
- Modify their role and capabilities (if you have permission)

🗑️ Deleting a User

To remove a user:

From Users → All Users, select the user
Click Delete
You’ll be asked what to do with their content:
- Delete all content (not recommended unless it’s spam)
- Attribute content to another user (ideal for posts you want to keep)

That’s it! WordPress makes it easy to grow and maintain a well-managed user base with just a few clicks.

🎛️ Managing User Permissions & Capabilities

WordPress roles are great out of the box, but sometimes you need more control. Maybe you want an Author to upload files, or limit an Editor’s ability to delete posts. That’s where customizing capabilities comes in.

🔍 What Are Capabilities Again?

Capabilities are the building blocks of roles. Each capability is a specific permission, such as:

edit_posts – Edit blog posts
upload_files – Upload images and media
manage_options – Change site settings

Each role in WordPress is simply a group of these capabilities.

🔧 Customizing Capabilities (Without Code)

You don’t have to be a developer to tweak capabilities — there are excellent plugins that make this easy:

User Role Editor – Add or remove capabilities from any role using a user-friendly interface.
Members (by MemberPress) – A powerful plugin to manage roles, create new ones, and fine-tune access.
Advanced Access Manager (AAM) – Offers advanced control over roles, content access, and even admin menus.

⚠️ Important: Be careful when modifying roles. Removing key capabilities can accidentally lock users (or yourself!) out of important features.

⚙️ Creating Custom Roles

If the default roles don’t fit your workflow, you can create new ones tailored to your needs. Plugins like User Role Editor allow you to:

🆕 Create a new role from scratch or clone an existing one
✅ Assign only the exact capabilities required
🔄 Assign the role to users manually or automatically

This is especially useful for membership sites, eCommerce stores, and editorial teams with unique roles (like “Reviewer” or “Support Agent”).

🧠 When to Customize Permissions

🔐 To restrict sensitive features (like plugin installs) from non-admins
📋 To delegate responsibilities (e.g., letting someone manage comments but not posts)
💼 To support business-specific roles (e.g., “Client,” “Vendor,” or “Moderator”)

With the right tools, WordPress becomes much more than a blogging platform — it becomes a collaborative, permission-driven ecosystem tailored to your needs.

✅ Best Practices for User Management

WordPress gives you powerful tools to manage users, but it’s up to you to apply them wisely. Whether you’re running a blog, a company site, or an online store, good user management is essential for security, productivity, and peace of mind.

🔐 1. Use the Principle of Least Privilege

Only give users the access they need — and nothing more. If someone just needs to write content, don’t give them Editor or Admin privileges.

🧠 Think of it like this: Would you give a house key to the gardener when they only need access to the yard?

🧪 2. Audit User Roles Regularly

As your site evolves, users come and go. Make it a habit to review who has access and whether their roles are still appropriate.

✅ Remove or downgrade roles for former employees or contributors
🔄 Review all Admin accounts at least monthly
🔍 Use a plugin like WP Activity Log for transparency

🔑 3. Use Strong Passwords & Two-Factor Authentication (2FA)

One of the most common entry points for hackers is weak passwords. Encourage (or enforce) the use of strong passwords and add 2FA using a plugin like:

Wordfence
WP 2FA
iThemes Security

👤 4. Limit Admin Accounts

Only assign Administrator roles to users who absolutely need full access. Admin accounts can install plugins, delete users, and even break your site.

🗑️ 5. Don’t Leave Old Accounts Hanging

Inactive user accounts are a hidden security risk. If someone hasn’t logged in for months and no longer contributes, remove them or downgrade their role.

📧 6. Set Notification Preferences

Use plugins or custom code to send notifications when:

🆕 A new user registers
🛠️ An Admin logs in or changes settings
⚠️ Unusual login activity is detected

🔁 7. Create a User Management Policy

For business sites or teams, formalize how you manage user roles and access:

📋 Document who gets what access and why
🛎️ Define approval workflows for new user creation
📆 Schedule regular audits and backups

🔐 Pro Tip: Always have at least two Administrator accounts — one for you, one as a backup. But no more than needed!

By following these best practices, you not only improve your site’s security — you also create a more organized, efficient, and collaborative environment.

🏁 Conclusion: Mastering WordPress User Management

Managing users and roles in WordPress might seem simple on the surface — and it can be. But when done thoughtfully, it becomes a powerful way to streamline collaboration, enhance security, and maintain full control over your site.

From understanding default roles like Administrator, Editor, and Subscriber, to customizing capabilities and enforcing best practices, you’ve now got a solid foundation for managing your WordPress community like a pro.

Whether you’re a solo creator, an agency managing dozens of contributors, or a business securing sensitive operations, smart user management is one of the keys to success in WordPress.

🚀 Final Tips

🧠 Think roles-first: assign only what’s needed
🔐 Use strong passwords and two-factor authentication
📋 Keep your user list clean and current
🛠️ Use the right tools (plugins, logs, and alerts)

Keep your user ecosystem healthy, and your site will run smoother, safer, and more efficiently.

Now it’s your turn: Head to Users → All Users in your dashboard and take stock — who has access to what? Is everyone in the right role? It’s a small step that makes a big difference.

💡 Got questions about advanced user permissions or building a membership system? Drop them in the comments — let’s make WordPress easier, together!