When you need someone to be able to make changes on your site, such as updating pages or creating blog posts, you need to grant them permission.
If they have a WOU email address, their WordPress login can be linked to their WOU Portal login, so they don’t have to remember a separate password. If the person doesn’t have a WOU email address, contact Ron or Danielle for help; this tutorial covers WOU people only.
You’ll need their WOU username to do this. Let’s say the person’s email address is “firstname.lastname@example.org”. That means their username is “example”. Basically, you’ll check whether they already have a WordPress account; if they do, you’ll grant permissions to that account, and if they don’t, you’ll create it and grant the permissions.
- On your site’s Dashboard, go into the Users menu and click “Add New”.
It might look like this: or this:
- This is the page you’ll see. It contains two forms; you will only use the top one. Don’t use the bottom one unless instructed by UCS; that form creates an account not linked to a Portal account, which will be more complicated for the owner to use.
- In the Add Existing User section, type the username. After you stop typing, WordPress will check whether there are any users with similar names. Assuming the user already has a WordPress account, their email address will be displayed below the text box.
- If no email address showed up, the user doesn’t have a WordPress account yet. Go to the separate section below.
- If you did see an email address, they already have a WordPress account. Keep following the instructions from here.
- Next, click the menu to choose what kind of access to give them.
- There’s generally no need to add someone as a Subscriber; it doesn’t give them any real permissions on your site, except possibly to leave comments on blog posts, if you have any of those in your site.
- Choose Contributor if you want them to be able to create new pages and posts, but not publish them unless reviewed by someone with a higher level of access.
- Choose Author if you want them to be able to publish new pages and posts, and edit the ones they have created.
- Choose Editor if you want them to also be able to edit pages and posts created by other people (including by you.)
- Choose Administrator to give them full control of the site, equal to your own.
- If you want, you can check this box to prevent them from getting an automated notification that their access has been granted. This is up to you.
- Click the Add Existing User button. Most likely you’ll see a message saying that the user was added:
- If you see that message, you’re finished. The remaining steps show how to deal with problems that may occur.
- The most common error you might see says that the user didn’t exist. If this happens, you’ll need to create their account.
- To create a new account that is linked to their Portal login, don’t use the “Add new user form” on this page. Instead, you need to add them as a directory authenticated user, which is a separate item in the Users menu:
- You’ll see a form that looks much like the “Add existing user” form. Enter their username and choose their access level:
- As with the other form, you have the option not to send the automated email notification.
- Click the “Add New User” button, and you should see a message that the user has been created.
- At this point, you are finished. If you got an error, or anything strange happened during this process, or you have questions, then please contact Ron.