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How to manage WordPress users – Everything about WordPress users

We all need help every so often with our daily tasks and when a website becomes successful, every bit of help you can find will allow you to spend more time on creating more content for your users. WordPress allows you to designate roles to your current users or add a brand new user altogether.

Although Akismet helps a lot when it comes to lowering the work load on you by completely removing spam and Disqus offers a better comment system altogether, adding new users is something that every WordPress admin should know. You can find our tutorials regarding both of these plugins here and here respectively.

Adding a new user

To add a new user all you have to do is simply go to your dashboard and find the option that says “Users” on the left menu, upon hovering over it a few options will show up, simply click the “Add New” option to do so.

WordPress - Add new user

You’ll end up on a page that looks like this.

WordPress add new user screen

Let us go through the various options and explain what they are.

Username

This is the username of the user you’ll be creating, it cannot be changed later and it will also be used to login to the website.

Email

This is the email address of the user, in case the password is forgotten all recovery emails will be sent to this address.

This can be changed later, all notification emails sent by your WordPress site will also be sent to this email address.

First Name

First name of the user.

Public display of the username is often not preferred because the username is what people use to sign in on the website, because of this reason another name can be displayed instead of the username.

Last Name

Last name of the user, chosen for similar reasons to the first name. Public display of the name can be any combination of the First name, Last name or it can be the username.

Website

An optional field with a link to the user’s website. If any exists.

Password & Repeating it

The password you’d like to assign to the user, using websites such as random.pw to generate random strings of characters is often preferred. Allowing the user to change it later.

Send Password?

This is very important if you don’t have direct contact with the user, the password and other login credentials can be sent directly to the email address of the user along with a link to log in on the website from.

Role

You can define the user’s permission level. We’ll discuss this at the end of this guide.

Editing an existing user

Instead of clicking the Add New button when hovering over the users button, either click the Users button itself or the “All Users” option to it’s right.

WordPress all users

WordPress user page

After hovering over a user, an edit button will pop up, simply click it and you’ll be taken to another page.

WordPress Edit user page

A lot of the options are shared between this page and the Add new user page, let us just discuss the options that aren’t included on that page.

Visual Editor

You can select this to disable WordPress’ visual editor while writing. Allowing you to work in completely pure HTML.

Color Scheme

You can select a color scheme of your choice to feel “at home” while going through your dashboard.

Keyboard Shortcuts

Comment moderation is a tedious task without plugins like Disqus to help you, this option allows you to mark comments as spam, move them to trash, approve them or edit them with the press of a single button on your keyboard, you can also move between comments without ever having to touch the mouse itself.

Further information on keyboard shortcuts can be found here.

Nickname

This is what shows up on the website if selected from the dropdown menu of “Display public name as”. If you do not want your username to be broadcasted then simply change this to something else and select it from the public name dropdown menu.

Biographical Info

This info can be shown on the user’s public profile. It can be a simple bio.

Passwords

You can change the passwords of your users from here, in case they forget it.

The roles

Now that we’re done with everything else. Let us talk about the main perks of having WordPress users. Here’s the roles and a basic description of what powers they have on your website.

WordPress roles and user permissions

Subscriber

Subscribers are basic users, they only have the power to read through your website.

Contributor

Contributors are allowed to read and edit posts, allowing them to make new posts as they please. They’re also allowed to delete unpublished posts.

It should be noted that they aren’t allowed to delete published posts, they’re also not allowed to edit published posts nor publish posts themselves. Files cannot be uploaded by contributors either.

Newly hired or content creators that are currently under a testing phase are placed under this category.

Authors

Authors are a level ahead of contributors, being able to edit and delete both published and unpublished posts, they’re also able to upload files to the website and publish posts themselves.

Content creators are usually given this role.

Editors

Editors can not only deal with everything that has something to do with posts, rather it be private, published or draft ones but they also have the permission to add new pages to the website, delete or edit existing ones and moderate the categories, links and comments on the website.

Administrators

Administrators are able to do nearly everything that the super-admin (the person that can give roles) is able to do. Whether it be updating the website’s design, looks, plugins, themes, create new users or even export & import the entire website.

They have free access to all permissions except being able to remove the super admin or manage networks. A super admin can remove an administrator but not vice versa.

Additional in-depth information can be found over here about the various roles and their permissions.

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