How to Manage Multiple WordPress Users: An Actually Useful Guide

How to manage multiple WordPress Users
Cynthia Bartz • September 1, 2016

If you are using WordPress for your website, at some point you’re going to need to add other people as users to your WordPress Admin. You might need to have multiple WordPress users if you have an editor, a writer helping you write content, a sponsored blog post, a virtual assistant uploading things for you, or another employee helping you manage your website. Whatever the reason, at some point you will need to have accounts for multiple WordPress users. This article shows you where to add users, how to remove a user you no longer want to have access, and how to edit settings for your users.

I recommend that you create a new account for each person that needs access to your WordPress website. We’d like to believe that everyone is trustworthy and would never do anything nasty to your site, unfortunately you never know. Plus, it is a heck of a lot easier to remove one bad user than it is to change the password and communicate the new password to everyone who logs in under that user.

Even if all of your WordPress users are the best people ever, you will have times when you and another user will need to be logged in to WordPress at the same time. If you only have one user account then you will constantly be kicking each other off, so it’s well worth your time to set up a new user account for each person who needs to access the backend of your website.

Where are Users in WordPress?

Login to your WordPress Admin. The Users manager is located in the left hand menu in your WordPress Admin towards the bottom. In the Users manager you will find a list of all users who have access to your WordPress website, as well as a menu for your personal profile settings.

users-menu-dashboard

Important Note: You Must be an Admin

You must be an administrator to add, remove, or edit users. If you do not see the “User” menu on the left, then you are not an Administrator. You will need to contact the person who created your website, your hosting vendor, or the person who gave you the login in the first place to be given Administrator access to your site.

In my opinion, if you are the owner of the business, you should have Administrator access to your website. It is your website after all.

How to Add Multiple WordPress Users

Step 1: Add New

Click the “Add New” button in the left hand menu underneath “Users”, or click the blue button at the top of the Users Manager Panel.

add-new

Step 2: Username and Other Fields

User Name and Email

Give your new user a username and enter their email address. It is important to note that the username and email cannot be changed once created. To login you can use either the email or username associated with the account. So, even if you can’t remember your username, you can use your email.

Be intentional with how you choose usernames for new users on your website. This is especially important when you have multiple WordPress users. My preference is to always make the username FirstnameLastname. It is easy to remember and doesn’t require much thought on your part. Plus, when your VA emails you in a panic because they couldn’t remember their login, you’ll know exactly what it is without having to login and check.

username-email

It is also important to note that you can only have one user account per email address. So if you have a shared email address, such as support@yourwebsite.com or info@yourwebsite.com, you will only be able to create one user connected to that email address.

Remaining Fields

If you want, you can include their full name and website. These fields are not required and can be changed by the user after they log in. I find it helpful to have at least the name filled out so it’s easier to sort the users to find the one you are looking for in the User Manager, especially if you are not using the FirstnameLastname naming convention for the username.

Password

By default WordPress will create a crazy secure, generated password. Unless you are creating a new profile for yourself, I would leave the generated password as it is. You’ll also want to leave the “Send the new user an email about their account.” box checked. WordPress will send them an email with an option to create a new password for themselves.

Video: How to Change Your Password in WordPress:

password

Step 3: Set the User Role

When you have multiple WordPress users, it is important to set the role for each new user you add. User roles determine what that user has access to and whether or not they can publish content without someone reviewing it. You can always promote or demote users as needed. Just like the usernames, be intentional with the roles you set for your users. Read More About User Roles: 5+ WordPress User Roles: Prevent People from Wreaking Havoc.

role

Step 4: Save Your New User

Click the blue “Add New User” button at the bottom of the screen. This step super important. If you don’t save the user, WordPress will not create the account.

add-new-user

How to Remove or Edit a WordPress User

Remove a User

Removing a user is really really easy. If you need to delete a user for whatever reason, just click the red “Delete” button right underneath the username in the User Manager. You will be asked to confirm that you want to remove the user.

remove-user

Edit a User

As the administrator of your website you can edit all the settings associated with any user, the same as if you were logged in as that user. You can change the name displayed on the website, their bio, password, and more. For the most part I do not edit the settings of my other users. The only time that I edit a user is to change their password so they can login. Just know that you have this as an option.

Summary

You can add, remove, and update multiple WordPress users in the “Users” Manager in the left-hand menu in the WordPress Admin. Using multiple WordPress users instead of using one login for multiple people will give you greater control over your website. Setting up multiple WordPress users also makes it easier to remove people who you no longer want to have access to your site.

WordPress User Roles are Confusing.

Not sure what role your users should have? If you make everyone an Administrator, you will probably get in trouble. Learn more about each role and who should have access in next week’s post. Don’t miss the article! Sign up to get information every week on how to improve your website and branding.




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