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WPBeginner» Blog» Beginners Guide» Beginner’s Guide to WordPress User Roles and Permissions

Beginner’s Guide to WordPress User Roles and Permissions

Last updated on March 1st, 2019 by Editorial Staff
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Beginner’s Guide to WordPress User Roles and Permissions

WordPress comes with a user role management system which defines what a specific user can and cannot do on your website. Knowing these user roles and permissions are essential as your WordPress site grows. In this beginner’s guide to WordPress user roles, we will compare each WordPress user roles and permissions in an easy to follow infographic.

Out of the box when you install WordPress, there are five default user roles:

  1. Administrator
  2. Editor
  3. Author
  4. Contributor
  5. Subscriber

You can see a full comparison between each user role by viewing the infographic below:

Beginner's guide to WordPress User Roles Infographic [Thumbnail]

Alternatively, you can read the summary of each user role permissions below. We will also cover how to create new user roles and/or customize existing WordPress user roles.

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If you don’t like the video or need more instructions, then continue reading.

Let’s start by looking at each default user role and their permissions.

1. Administrator

On a regular WordPress install, Administrator is the most powerful user role. Users with the administrator role can add new posts, edit any posts by any users on the site, and even delete those posts.

They can install, edit, and delete plugins as well as themes. Most importantly an administrator user can add new users to the site, change information about existing users including their passwords as well as delete any user (yes other administrators too).

This role is basically reserved for site owners and gives you the full control of your WordPress site. If you are running a multi-user WordPress site, then you need to be very careful who you assign an administrator user role.

We also recommend that you read this article: Should You Give Admin Access to Plugin Developers for Fixing Bugs?

2. Editor

Users with the editor role in WordPress have full control on the content sections your website. They can add, edit, publish, and delete any posts on a WordPress site including the ones written by others. An editor can moderate, edit, and delete comments as well.

Editors do not have access to change your site settings, install plugins and themes, or add new users.

3. Author

As the name suggests, users with the author role can write, edit, and publish their own posts. They can also delete their own posts, even if they are published.

When writing posts, authors cannot create categories however they can choose from existing categories. On the other hand, they can add tags to their posts (See: Categories vs Tags – Which one is better for SEO?).

Authors can view comments even those that are pending review, but they cannot moderate, approve, or delete any comments.

They do not have access to settings, plugins, or themes, so it is a fairly low-risk user role on a site with the exception of their ability to delete their own posts once they’re published.

4. Contributor

Contributors can add new posts and edit their own posts, but they cannot publish any posts not even their own. When writing posts they can not create new categories and will have to choose from existing categories. However, they can add tags to their posts.

The biggest disadvantage of a contributor role is that they cannot upload files (meaning they can’t add images on their own article).

Contributors can view comments even those awaiting moderation. But they cannot approve or delete comments.

They do not have access to settings, plugins, or themes, so they cannot change any settings on your site.

5. Subscriber

Users with the subscriber user role can login to your WordPress site and update their user profiles. They can change their passwords if they want to. They cannot write posts, view comments, or do anything else inside your WordPress admin area.

This user role is particularly useful if you require users to login before they can read a post or leave a comment.

Bonus: Super Admin

This user role is only available on a WordPress Multisite Network. Users with the super admin user role can add and delete sites on a multisite network. They can also install plugins and themes, add users, and perform network wide actions on a WordPress multi-site setup.

Customizing Existing User Roles

Default WordPress user roles are designed to have capabilities that fits the requirement of most websites. For example if you run a magazine site, then you can assign Editor user role to your senior staff and author user role to the junior staff. You can assign contributor user role to your guest authors and subscriber user role for your site visitors.

But what if you wanted to modify the permissions of an existing WordPress user role?

One thing we do not like about the author role is that not only can they publish their own posts, but they can also delete them after it’s published. This can undermine your entire editorial workflow. Also can be disastrous if a paid author leaves on bad terms and decides to delete all the posts they wrote (the ones you paid them for).

Let’s suppose that you want to modify the author user role, so that the authors cannot delete their posts once they’re published.

First thing you need to do is install and activate the Capability Manager Enhanced plugin. Upon activation, go to Users » Capabilities to modify user roles.

Editing user capabilities in WordPress

Next, select the user role you want to edit from the top box in the right column and then click the load button. This will load users capabilities in the boxes on the left.

All you need to do is uncheck the capabilities that you want to remove from that user role. For example, in this case we want to remove the capability to delete published posts from authors. We will uncheck ‘Delete Published’ capability. Once you are done, scroll down to the bottom of the page and click on the save changes button to store your settings.

Creating Your Own Custom User Roles in WordPress

You can create your own custom user roles in WordPress with your own set of capabilities by using the same Capability Manager Enhanced plugin. After installing and activating the plugin, go to Users » Capabilities and enter the user role name under ‘Create New Role’.

Adding a custom user role in WordPress

For example, a magazine site may need some staff member to actively moderate comment. In that case, you may want to create a user role that can only moderate comments. All you need to do is create a new user role, and then select the moderation comment option from under ‘Other WordPress Capabilities’.

For more detailed instructions, please see our tutorial on how to add/remove capabilities to user roles in WordPress.

We hope this article helped you understand WordPress user roles and permissions. You may also want to check out our guide on 21 great plugins to efficiently manage multi-author blogs in WordPress.

If you liked this article, then please subscribe to our YouTube Channel for WordPress video tutorials. You can also find us on Twitter and Google+.

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83 Comments

Leave a Reply
  1. Traci says:
    Apr 7, 2021 at 3:18 pm

    I am building a website in wordpress for a company. They want a dedicated page for sales or specials but they want to be the one’s handling updating that page each week. Can I give them permission only to post pictures and write add information for the sale items?

    Reply
    • WPBeginner Support says:
      Apr 8, 2021 at 9:25 am

      It sounds like you would want to set them as the author role and set them as the author of that page.

      Reply
  2. Harish says:
    Mar 3, 2021 at 5:01 am

    Is there any limitation for user roles count?

    Reply
    • WPBeginner Support says:
      Mar 3, 2021 at 9:49 am

      No, but you would want to ensure you are not adding roles for every user normally as multiple users can use the same role.

      Reply
  3. Maame says:
    Dec 21, 2020 at 3:22 pm

    Hi,
    Is it possible to customize the role of a shop manager? I would like to make some features accessible to them

    Reply
    • WPBeginner Support says:
      Dec 22, 2020 at 9:30 am

      Yes, we cover the default roles in this guide but more roles can be added or modified

      Reply
  4. DannyO says:
    Oct 19, 2020 at 10:59 am

    Great writeup. Very close to what I was searching for.
    Mine is a bit different,
    I have a custom made plugin which I want to assign someone to manage the role. He needs to be entering data on a daily basis in dashboard of this custom plugin. But under the Type-Specific Capabilities, I dont see the name of this plugin. How can I achieve this then, when I cant see the custom plugin name?

    Reply
    • WPBeginner Support says:
      Oct 20, 2020 at 10:22 am

      You would want to reach out to the plugin’s creator for what permissions are required to be able to use your plugin.

      Reply
  5. Katherine says:
    Sep 20, 2020 at 3:18 am

    Hi! I work for a site and I’m was assigned Editor. But for some reason, I can’t delete drafts, published articles, or media from Gallery that aren’t mine. The Trash/Delete option just isn’t anywhere on-screen. Is there anything I can do?

    Reply
    • WPBeginner Support says:
      Sep 21, 2020 at 2:57 pm

      You would want to reach out to the admin of the site to ensure there haven’t been any changes to the permissions for your role.

      Reply
  6. luka sheklashvili says:
    Aug 27, 2020 at 5:21 pm

    Hi,

    We have a website where is possible to buy food
    We have customers and also we have accountant

    which premmision will be best for accountant to do his/her work

    we are using woocomerce platforme of ecomerce

    Reply
    • WPBeginner Support says:
      Aug 28, 2020 at 10:52 am

      You would want to take a look at the default WooCommerce roles added and you can add or modify the role depending on the access you want to give.

      Reply
  7. Kshitij Gajam says:
    Jun 1, 2020 at 1:24 am

    Hi,
    Thanks for the great article! it is neatly structured and presented.

    I would like to know is it possible to restrict access up to 3 blogs for users who dont subscribe to the website. Only after subscribing they get full access. If yes, how can I do it? Is there a plug in or I have to code?

    Reply
    • WPBeginner Support says:
      Jun 2, 2020 at 8:46 am

      For what you’re looking for, you would want to take a look at membership plugins below and you would need to reach out to the support for what you’re wanting to use for if they have that available.
      https://www.wpbeginner.com/plugins/5-best-wordpress-membership-plugins-compared/

      Reply
  8. Felicia Kay says:
    Apr 22, 2020 at 5:31 pm

    I have recently started a new job with a local law firm and we have purchased a form building tool for our WordPress site. My role permissions have been set to Editor, am I able to access it as an editor to build the new form(s) we need?

    Reply
    • WPBeginner Support says:
      Apr 23, 2020 at 9:56 am

      It would depend on the specific plugin. If you reach out to the plugin’s support they should let you know what permissions are needed for using the plugin

      Reply
  9. lynda says:
    Mar 22, 2020 at 10:34 pm

    I have been a WordPress user for many years and decided several months ago to combine two blogs. At that time I added the user name of the other blog as a user on my primary blog. Now that second user appears as the author of posts. It appears as the writer of replies to comments. How do I change this?

    Reply
    • WPBeginner Support says:
      Mar 24, 2020 at 8:41 am

      If you do not want your additional user to be on the site you can delete that user and attribute all of their content to your a different user

      Reply
  10. Maude says:
    Feb 28, 2020 at 8:55 pm

    Hi, do you know if there is a way to create a user who will have access to everything, but can edit nothing. I want to show someone how my website is built so we can talk about it, but I want to be sure he can’t mess anything up.

    Reply
    • WPBeginner Support says:
      Mar 2, 2020 at 11:21 am

      That would heavily depend on your site and the plugins you are using, you may want to send screenshots or share screens for what you are wanting.

      Reply
  11. Jerusha says:
    Jan 17, 2020 at 5:04 pm

    Hi, I have just started my blog. And installed a new theme. My site is not even live yet … it still had the ‘coming soon” page, however today I discovered I have 308 subscribers under the ‘user’s title on my dashboard… how is that possible?

    Reply
    • WPBeginner Support says:
      Jan 21, 2020 at 8:55 am

      Your site may be allowing user registration, for more on that you would want to take a look at our article here:
      https://www.wpbeginner.com/beginners-guide/how-to-allow-user-registration-on-your-wordpress-site/

      Reply
  12. Imran says:
    Dec 11, 2019 at 6:15 am

    And what if a disgruntled author goes to “edit” her post and then removes all the content and then click on “update” button.

    This would be a rare case but possible even if you disallow her to “delete published” posts.

    Reply
    • WPBeginner Support says:
      Dec 11, 2019 at 9:49 am

      If you are concerned about that, you could disable the ability to edit published posts

      Reply
  13. Segun Wonda says:
    Oct 2, 2019 at 3:10 am

    Hello, thank you for this great article.
    I have a question please.

    After modifying my author role to stop author from deleting their own post with this plugin, will the modification still be active when I disable or delete the plugin?

    Reply
    • WPBeginner Support says:
      Oct 2, 2019 at 9:41 am

      Yes, your changes should still be active when you remove the plugin.

      Reply
  14. sam thandi says:
    Sep 25, 2019 at 12:12 pm

    i was searching for one of your articles in which you showed how to create user like Editorial Staff can you please give me link to that article. thanks

    Reply
    • WPBeginner Support says:
      Sep 26, 2019 at 10:24 am

      It would depend on what you mean. If you’re wanting more editorial options you could take a look at our article here: https://www.wpbeginner.com/plugins/how-to-improve-your-editorial-workflow-in-multi-author-wordpress-blogs/
      If you wanted to hide the author’s name we have our article here:
      https://www.wpbeginner.com/wp-themes/how-to-remove-author-name-from-wordpress-posts/

      Reply
  15. Pablo says:
    May 16, 2019 at 5:57 am

    I can see that there are more user categories now, in addition to the 5 mentioned here. Participant, Moderator, Spectator… Cant see the permissions for these! Any ideas where to find them?

    Reply
    • WPBeginner Support says:
      May 16, 2019 at 10:55 am

      If you have other plugins that add user roles those would likely be why you have the extra roles

      Reply
  16. Infoneter says:
    May 14, 2019 at 3:53 am

    Nice and useful information. thanks

    Reply
    • WPBeginner Support says:
      May 14, 2019 at 11:36 am

      You’re welcome :)

      Reply
  17. Kirk Bullen says:
    Mar 26, 2019 at 10:02 pm

    Great post.. And great site. It’s my ‘Go To’ site, for everything I need, and have learnt so much.

    What I want to do, is create a Movie Mod User. So that they can Add Movies/Shows. But I don’t want to give all Admin permissions. They would only require to use the Plugin used to add these Movies/Shows. All it.would require them to do, is use the Import Movie/Show. Then once added, have the ability to edit the Movie/Show. So that they can add the Movie/Show Collection/Genre.

    Is there a plugin available that you know of, that gives permissions to use selected Plugin Admin abilities? I have tried Editor User. But it doesnt show the ‘Import’ option.

    Any advise is greatly appreciated.

    Reply
    • WPBeginner Support says:
      Mar 27, 2019 at 11:18 am

      It would depend on what you are using to import the movies, if it is a plugin you should be able to reach out to the plugin’s support for what permission is required to import the movie/show.

      Reply
  18. Steveo says:
    Feb 4, 2019 at 11:56 am

    Users >> Capabilities does not exist. Got another idea?

    Reply
    • WPBeginner Support says:
      Feb 4, 2019 at 4:25 pm

      You may want to ensure that the plugin was activated successfully on your site.

      Reply
  19. sultan haider says:
    Jan 21, 2019 at 8:13 am

    I have school chains in multiple cities and i want to each school have

    their login and password and add students in own schools records and

    admin have access all schools records.
    Its possible with wordpress or not.

    Reply
    • WPBeginner Support says:
      Jan 23, 2019 at 11:42 am

      It is possible but you would likely need to have a custom plugin created to do something that specific.

      Reply
    • Tony says:
      Jul 30, 2019 at 8:32 am

      Suggest you use multisite capability, each school can have their own subdomain.

      Reply
  20. Emzee says:
    Dec 16, 2018 at 1:26 pm

    How to check what permissions I have as a user on wordpress site please? Sorry am a beginner?

    Reply
    • WPBeginner Support says:
      Dec 17, 2018 at 4:10 pm

      Hi Emzee,

      Using the capability manage enhanced you can see what permissions a user has on your site.

      Reply
  21. shubhangi says:
    Jun 16, 2018 at 3:38 pm

    Great post now i can ad more author without confusion thanks friend

    Reply
  22. Mithilesh Yadav says:
    Jun 15, 2018 at 12:25 am

    How to send notification mail by Guest User in WordPress

    Reply
  23. Marianne says:
    Apr 10, 2018 at 3:45 am

    Good day!
    Thanks for the explanation. I was wondering is there also a date stamp when the user has registered?

    regards,

    Reply
  24. Kagan says:
    Mar 25, 2018 at 8:51 am

    i am using wholesale plugin. we want open manuel order from order woocommerce dashboard

    But when i add product wholesale prices are not shown. is it possible to make this wtih user roles plugins. if so which one should we use

    thank you

    Reply
  25. chintan says:
    Feb 23, 2018 at 9:51 am

    Hi i want make a two type of login page first is customer and second is Service provider (like a amazon seller).

    service provider uplode it’s services , and it can edit it’s services.
    how i do that?

    Reply
  26. beth says:
    Sep 8, 2017 at 3:42 pm

    Hi. I created some new users but they have yet to receive their email notification. How long does it take for that to be generated?

    Reply
  27. LaVonne Carlson says:
    Aug 31, 2017 at 7:03 pm

    Is it possible to setup a user with permission to edit only a particular page? I’m running a website for a Boy Scout troop, and I want the boys to be able to upload and rearrange photos on the gallery page, but not make any other changes to the site.

    Reply
    • Gulfam says:
      Sep 13, 2017 at 5:07 am

      I’ve also problem related to your question, want to allow user only on specific plugin and page to post things.

      Reply
  28. Fahad Rafiq says:
    Aug 23, 2017 at 2:37 pm

    How can we remove underscore from users name in wordpress users tab?
    Like if name entered is First Second, it will appears as First_Second.
    Any fix.?

    Reply
  29. John says:
    Jul 18, 2017 at 5:27 am

    Whenever my writers try to past an iframe into their stories it vanishes when saving. From a little bit of testing this occurs up to Editor level which also gives publishing ability — which I don’t want them to have.

    I’ve got both adminimize and user role editor installed. Staff writers have a custom user role editor setting of Staff Writers.

    How can I overcome this limitation on inserting iframes?

    Thank you

    Reply
    • WPBeginner Support says:
      Jul 18, 2017 at 8:45 pm

      Hey John,

      The capability to add iframes is part of unfiltered_html capability. However, allowing user roles the ability to add unfiltered html is too risky and not recommended. You should look for other ways to manage this. For example, if this iframe embed is from a third party service provider, they they might already have a WordPress plugin.

      Reply
      • John says:
        Jul 19, 2017 at 1:36 am

        Thank you. Ordinarily I would agree. But these are inhouse writers who need this capability. The most common is Facebook video embeds getting the iframe from Embedded Video & Live Video Player.

        We also embed YouTube and other video in the body of the stories often and this explains why the html table that has been prepared for them to use by simply replacing the URL doesn’t work.

        The rest of what the different level of access – editor, copy editor, photo editor, contributor, and staff writer can see and access is regulated using adminimize and user role editor.

        What is the risk of giving unfiltered html access to inhouse staff?

        Thank you

        Reply
        • WPBeginner Support says:
          Jul 19, 2017 at 10:58 am

          Hey John,

          With unfiltered html capability, users will have the ability to add malicious code which could get executed as soon as the post content is saved.

        • John says:
          Jul 20, 2017 at 1:13 am

          Ok. Thank you. That won’t be an issue in this instance. But very useful to know.

  30. Akhil says:
    May 28, 2017 at 5:53 am

    Is it possible to delete a post by another author.?

    Reply
    • WPBeginner Support says:
      May 29, 2017 at 12:34 pm

      Hey Akhil,

      If you are an administrator or editor on that site, then yes you can delete posts created by another author.

      Reply
  31. Jake says:
    May 14, 2017 at 4:45 am

    I am not getting a lot of “email subscribers” via the subscribe widget to my blog but I do receive a lot of “New user registration” notifications from WP of people that are set up as their user role as “subscribers” and so my WP admin has a list of these people and their email addresses.

    As far as I can tell, when I create a new post, no one with the user role “Subscriber” is being notified. Why else does WP give me their email address if not to notify them? Perhaps I am doing something wrong? How do I notify the hundreds and hundreds of people in this list?

    Reply
    • WPBeginner Support says:
      May 14, 2017 at 10:04 pm

      Hi Jake,

      Please see our guide on how to add email subscriptions to your WordPress blog.

      Reply
  32. Imtiaz Ahmed says:
    May 2, 2017 at 8:00 am

    hi, I have many Editors on my website, how I can strict, I mean editors are not able to edit Admin post. I want this on my website

    Regards:
    Imtiaz Ahmed

    Reply
    • WPBeginner Support says:
      May 2, 2017 at 9:16 am

      Hey Imtiaz,

      The editor user role gives users permission to edit any posts. You should change their user role to author or contributor. You can also edit permissions of a user role or create new user roles using plugins.

      Reply
  33. Gary Wicks says:
    Mar 20, 2017 at 3:11 am

    I have a question if I have 300 subscribers what does that mean? Does it mean people subscribed to make a comment? I have no idea where these came from as I only have a few actual comments posted. Does this mean they were all spammers that Akismet software rejected? So the comments did not show but they are all in my users list as subscribers to make comments?
    Or is this rss feed or what is it?

    Reply
  34. Steve Root says:
    Mar 9, 2017 at 5:29 pm

    The role attribute selection on my theme has both an Allow and a Deny column. If a particular attribute is only enabled when checked what is the purpose of the Deny column (twenty-sixteen)?

    Reply
  35. deppak says:
    Jan 6, 2017 at 1:34 pm

    Hi there,
    Great post!

    I created a custom role cloning the “administrator”, is it possible for administrators to change between the two? I can see the administrator can change all others’ role, but can it change its own through the back-end dashboard/menu?

    Thanks!

    Reply
  36. Anne Cohen says:
    Oct 14, 2016 at 10:39 am

    Hi. Thank you for the post! Very helpful, but one more question….

    Can Contributor writers DELETE their articles when they’re published?
    What about when they’re pending?

    Let’s say they had a change of heart? I just noticed a contributor alter an article that I was already editing/pending. I didn’t think that was possible.

    Reply
  37. Abhiney says:
    Sep 4, 2016 at 10:10 pm

    Hi,
    I am facing issues with the user creation. I am looking to create an editor for my website but despite deactivating all plugins, changing passwords etc,for the new user – when I try to login in through the ‘New User’ credentials it says – “Sorry, you are not allowed to access this page.”

    Can you please help.

    Reply
  38. Debbie N. says:
    Sep 2, 2016 at 2:27 pm

    Can I give permission to use a backup plugin but not other plugins? I see you can add more capabilities but I can’t figure out how to set it up for that. Thanks for any help.

    Reply
  39. Obed Aikins says:
    May 10, 2016 at 10:17 am

    Hi, nice post, very useful. i’m a college student developing a site for publishing hostels information and also book into it using wordpress. i want to create custom agent/landlord roles in WP. please help

    Reply
  40. Stuart says:
    Feb 15, 2016 at 2:56 am

    Users with the subscriber user role can login to your WordPress site and update their user profiles. They can change their passwords if they want to. They cannot write posts, view comments, or do anything else inside your WordPress admin area.
    This user role is particularly useful if you require users to login before they can read a post or leave a comment.

    I don’t understand this. So if a subscriber is logged in can they or can’t they comment on a post?

    Reply
    • WPBeginner Support says:
      Feb 16, 2016 at 11:42 pm

      Yes they can comment on a post.

      Reply
  41. Alan Jordan says:
    Oct 24, 2015 at 1:26 pm

    This was really helpful. Thank you.

    Reply
  42. Jez Butler says:
    Sep 10, 2015 at 8:24 am

    Great descriptions – thanks! Is there any way to set an Administrator role for individual sites on a multisite install? TIA, Jez

    Reply
  43. deepak says:
    Jul 13, 2015 at 8:00 am

    hi
    i am collage student and i make the website on school on wordpress so i want to create the dynamic menus that was static.
    how can we do?

    Reply
    • dbutler says:
      Jul 8, 2016 at 11:25 am

      Please you clarify your question.

      Reply
    • denarius says:
      Jul 11, 2016 at 7:54 am

      Hi Deepak,

      I would like to help you. What do you mean by “create the dynamic menus that was static”? Please clarify your question.

      Thanks

      Reply
  44. Mike Mullin says:
    Jul 3, 2015 at 12:44 pm

    Can you customize the Admin role (I’d live to remove some of the capabilities like adding/removing Users) within the standard WP install or do you need a plugin like this?

    Reply
  45. Amruta says:
    Jul 3, 2015 at 7:36 am

    Hi,

    I wants to upload video in my Website but the video size is 102 MB,
    And i don’t want to show that suggestion video which shows after end the video, like You tube.
    Is you have any idea about the Plugin or Site so i can link my video in website ?

    Thank You

    Reply
  46. Susan says:
    Jun 25, 2015 at 4:19 pm

    Could you change the Editors role to add/edit users. The permissions to the Admin role can be overwhelming.

    Reply
    • WPBeginner Support says:
      Jun 26, 2015 at 11:51 pm

      Yes you can do that.

      Reply
  47. olivia says:
    Jun 24, 2015 at 2:47 am

    Is it worth mentioning that the Author Role can’t create/edit/delete Pages?

    Reply
    • rcanu says:
      Jan 7, 2018 at 7:54 pm

      Yeah I think that will be helpful! It will also be helpful if we can enumerate page levels of access for other page roles.

      Reply
  48. Blair Jersyer says:
    Jun 21, 2015 at 12:18 pm

    Hi,
    You wrote two time “5” in role list.
    Nice post anyway.

    Reply
    • WPBeginner Support says:
      Jun 21, 2015 at 11:25 pm

      Thanks for notifying us. We have fixed the mistake.

      Reply

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