A colleague offers to update your website’s opening hours or write the next article. Before you forward your own login, give them an account that matches the work they will do.
In WordPress, each person can have a separate username and a role that controls what they can change. You can keep your owner account for managing the site while someone else handles the content.
This guide covers a standard WordPress website with its own user accounts. WordPress Multisite networks, membership systems and online shops may have additional rules or roles. A WordPress user account is separate from your hosting, domain, email and billing accounts.
1. Agree on the work and choose a role
Start with a specific task: update the Contact page, publish a weekly article, or prepare a draft for approval. Then choose a role using the default WordPress permissions below.
| Work the person will do | Role to consider | What to understand |
|---|---|---|
| Update pages and manage articles across the website | Editor | Can publish and manage other people’s content as well as their own. |
| Write and publish their own blog posts | Author | Suits someone responsible for their own articles; it does not normally include editing Pages. |
| Prepare their own posts for someone else to review | Contributor | Cannot publish or upload media by default. |
Administrator provides broad control over the site, including users, plugins and settings. Give it only to someone whose agreed work requires that access. Editor is also a substantial permission: it is not limited to one page.
These are WordPress’s default roles. Plugins can change their capabilities.
For a fictional example, imagine a training centre in Kumasi asking Akua to update course dates on existing pages. Editor may fit that ongoing job. If Akua only drafts news posts for the owner to approve, Contributor may be sufficient.
If your website has been built for you, include account access in the handover discussion. Agree on who maintains the site and who approves published changes.
2. Open WordPress as the site administrator
Use your usual WordPress dashboard login. Nakroteck customers can start with the relevant hosting service in their account to find the available WordPress tools, then open the site’s administration area.
Check the domain before continuing, especially if you manage several websites. In WordPress, look for Users → All Users and check whether your colleague already has an account.
If you cannot see the Users menu or add accounts, ask the site owner or administrator to handle this step. A content-editing account may not have permission to manage users.
3. Create the colleague’s account
For a new person, open Users → Add New. The label may appear as Add New User.
- Enter a distinct username, such as
akua-content. - Enter an email address the colleague controls and can receive messages at.
- Add their name so the account is easy to recognise later.
- Keep a strong generated password and leave the account email notification enabled.
- Select the role you agreed on. Check it deliberately rather than accepting the default.
- Save with Add New User or the equivalent button shown.
akua-content is a synthetic example. Use the real colleague’s details only on your own site; no sample password is needed for this walkthrough.
WordPress documents the new-user fields. Its current account notification includes a link for the recipient to set their password. Let your colleague use that link and keep their password private.
If WordPress reports that the email address is already in use, find the existing user under All Users and review that account instead of creating a second identity.
4. Check the account with an unpublished draft
Ask your colleague to sign in using their own account in a separate browser profile or on their own device. Keep your administrator account available while they test.
For a writing role, ask them to create a short draft titled “Practice draft” and save it without publishing. Check that they can complete the agreed task and that the draft belongs to the expected author.
For someone editing pages, agree on a small change and review the preview together before updating the live page. A content task might be checking the wording beside your WhatsApp and call buttons.
If a required control is missing, compare the task with the assigned role and any plugin restrictions. Decide what permission is needed before changing the account.
If the account email does not arrive, verify the address, check spam and confirm the user appears under All Users. The colleague can try Lost your password? on the site’s usual login page. Repeatedly creating users will not repair an email delivery problem. If you need help, contact Nakroteck with the domain and exact error, keeping passwords and setup links private.
5. Review access when the work changes
Record who has access, their role, the agreed task and a date to review it. Keep the account list current when a staff member changes responsibilities or an outside contractor finishes a project.
An administrator can edit a user’s role from Users → All Users. If you decide to delete a departing person’s account, check the content ownership options carefully. Select the option to attribute their content to an appropriate existing user when you want that content to remain. Review the selection before confirming, then check the relevant pages and posts afterward. WordPress explains these controls in its Users screen guide.
Changing your own password will not remove someone else’s separate account. Review that person’s access directly.
Your next step: choose one colleague who needs website access, agree on their task and role, and have the site administrator create or review their individual account. Check one unpublished draft together before handing over routine publishing.
Need help choosing the right setup?
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