What are the most common mistakes to avoid when managing user roles and permissions in WordPress?

1 Assigning too many or too few roles

One of the first mistakes you can make is assigning too many or too few roles to your users. If you assign too many roles, you might give users more access and power than they need, which can compromise your website's security and integrity. For example, if you give a contributor the role of an editor, they can edit and delete other users' posts, which can cause confusion and errors. On the other hand, if you assign too few roles, you might limit your users' functionality and creativity. For example, if you give an editor the role of a subscriber, they can only read and comment on posts, which can frustrate them and reduce their productivity. To avoid this mistake, you should review your user roles and permissions regularly, and assign them according to the needs and responsibilities of each user.

2 Using the default roles without customization

Another mistake you can make is using the default roles that WordPress provides without customization. WordPress offers six predefined roles: administrator, editor, author, contributor, subscriber, and super admin (for multisite networks). Each role has a set of capabilities that define what they can and cannot do on your website. However, these roles might not suit your specific website's goals and structure. For example, if you run a membership site, you might want to create custom roles for different types of members, such as premium, basic, and free. Or, if you run a news site, you might want to create custom roles for different types of journalists, such as reporters, editors, and publishers. To avoid this mistake, you should use a plugin like User Role Editor or Members to create and modify custom roles and capabilities for your website.

3 Not setting up a backup administrator

A third mistake you can make is not setting up a backup administrator for your website. An administrator is the most powerful role in WordPress, with full access and control over your website's settings, plugins, themes, users, and content. However, if something happens to your administrator account, such as losing your password, getting hacked, or deleting it by accident, you might lose access to your website and face serious consequences. To avoid this mistake, you should always have a backup administrator account that you can use in case of emergency. You can either create a separate account with a different email and username, or use a plugin like Emergency Password Reset or WP-CLI to reset your password and restore your access.

4 Not using role-based access control

A fourth mistake you can make is not using role-based access control for your website's content and features. Role-based access control is a method of restricting access to certain parts of your website based on the user's role. For example, you might want to hide some pages, posts, categories, or menus from certain roles, or show them different content or functionality based on their role. This can help you improve your website's security, performance, and user experience. To avoid this mistake, you should use a plugin like Restrict Content Pro or User Access Manager to set up role-based access control for your website.

5 Not updating or deleting unused roles

A fifth mistake you can make is not updating or deleting unused roles on your website. If you create custom roles or use plugins that add new roles, you might end up with roles that you no longer need or use. This can clutter your database, slow down your website, and create security vulnerabilities. For example, if you have a role that has more capabilities than it should, or a role that has no capabilities at all, you might expose your website to hackers or errors. To avoid this mistake, you should update or delete unused roles regularly, and make sure they have the appropriate capabilities and permissions. You can use a plugin like User Role Editor or Members to manage your roles and capabilities easily.

6 Not educating your users about their roles and permissions

A sixth mistake you can make is not educating your users about their roles and permissions on your website. If your users don't know what they can and cannot do on your website, they might make mistakes, break rules, or miss opportunities. For example, if your users don't know how to create, edit, or publish posts, they might waste time, create duplicate content, or violate copyright laws. Or, if your users don't know how to change their password, update their profile, or manage their subscriptions, they might compromise their security, privacy, or satisfaction. To avoid this mistake, you should educate your users about their roles and permissions on your website, and provide them with clear and helpful documentation, tutorials, and support.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?