University Marketing & Communications

December 19, 2012

Add users and choose user roles in WordPress

By University of Washington

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How to add users to UW WordPress sites

The Marketing Web Team has simplified the WordPress log-in process so that users only need their UW NetID. This means it is very important to add new users using their UW NetID and UW email, otherwise they will not be able to access your WordPress Dashboard.

Note: You must be an Administrator in order to add a new user to your site.

  1. Select Users > Add New from the left-hand menu of your WordPress Dashboard.
    • Adding a New User: Go to Users > Add New
  2. Under the “Add New User” section of the next page: Enter the new user’s UW NetID in the Username field, enter their UW email address in the E-mail field, and select their Role.
    • Adding a New User: Fill out Username and Email
    • Note: See the About User Roles section lower on this page for more information about what each role allows.
  3. Click the blue Add New User button below the information you just entered.
  4. You should see a yellow confirmation at the top of the page that reads “User has been added to your site.”
    • Adding a New User: Confirmation
    • Note: If you see a red error message instead, please refer to the Troubleshooting section below.
  5. New users may receive a confirmation email and will need to click the confirmation link to be added.

About user roles

For more in-depth information about user roles and permissions, please read Roles and Capabilities in the WordPress Codex.

When adding a user, you are presented a number of options for user roles. Below is a brief summary of what tasks each role allows:

  • Subscribers can only manage their WordPress profile.
  • Contributors can write and manage their posts but not publish them.
  • Authors can publish and manage only their own posts (but not pages) and upload files.
  • Editors can publish and manage posts and pages they and other users have created, manage and approve comments, and upload files.
  • Administrators have access to most administration features and can add/update users, manage posts and pages, approve comments, but cannot install or activate plugins.
    • Note: We recommend assigning Administrator permissions to a very limited number of users per each site, and only granting users with intermediate to advanced WordPress knowledge an Administrator role.

Troubleshooting

Did you receive the below error message after following the steps in How to Add Users to UW WordPress Sites?
Adding a New User: User Already Exists Error

This error message means that the user you tried to add is already in the UW WordPress system. To add that user to your site:

  1. Make sure you are on the Add New User page. If not, select Users > Add New from the left-hand menu of your WordPress Dashboard.
  2. From the “Add Existing User” section, enter the new user’s UW NetID in the “E-mail or Username” field.
  3. When entering the user’s UW NetID, a drop-down with their NetID and email address should appear. Select their correct UW NetID from this drop-down field.
    • Adding a New User: Add User Error
  4. Select their user role from the Role field.
  5. Click the blue Add Existing User button.
  6. You should see a yellow confirmation at the top of the page that reads “User has been added to your site.”
    • Adding a New User: Confirmation
  7. Your new user has been added and can now log in using their UW NetID.