Define the colleague’s actual content work
Give each editor a named WordPress account with the smallest role that covers the agreed content work.
Decide which content actions the colleague needs before assigning a WordPress role. The application owner should specify whether the colleague must write only their own posts, edit other authors’ content, publish pages, moderate comments or change site design. WordPress roles are bundles of capabilities; an Editor can manage and publish a broad range of posts and pages, while an Author is narrower. Check the current site’s roles, especially where plugins or custom code have changed capabilities, rather than choosing a role solely by its label.
Only an authorised WordPress administrator should create users. A WordPress role does not create a DirectAdmin, database or WHMCS identity. Do not share the existing admin password to save time: it removes individual accountability and can expose site settings beyond the handover task.
Create an individual account through WordPress
In the site’s Users area, use the supported add-user flow for the named colleague, their own email address and the agreed role. Check the recipient before sending any invitation or password setup message. Use a unique authentication method and the site’s available second-factor control if configured. Record who approved the role and when access should end. Keep one separate, known authorised administrator for recovery; do not demote or delete the last administrator during a content handover.
Where the colleague needs to edit existing pages, a narrow role may be insufficient. That is a reason to revisit the task and role, not to hand over the administrator account by default. WordPress documentation lists capabilities for each standard role and the Users screen shows how an administrator manages accounts.
Verify permitted content actions and restricted settings
Ask the colleague to sign in from a separate session and complete a harmless draft or approved test edit. Confirm they can perform the intended task, including publishing only if that was approved. Have the site administrator check that the account does not have unintended user-management, plugin or site-setting capabilities. Do not ask the colleague to probe hidden platform or another customer’s paths. Keep the test draft private or remove it according to the content process.
For example, have the new editor save a draft and verify the agreed content permissions in that account. The built-in Editor role can manage other authors' content, so choose a narrower role if that exceeds the handover.
Remove the old route after handover
When the new account works, remove access for a departing collaborator or reduce an old over-privileged role. Before deleting a WordPress user, decide who retains ownership of their existing posts; WordPress may offer content attribution choices. Review any shared application, email or hosting credentials separately. If the new account cannot complete its work, retain the administrator recovery route and adjust only the documented missing capability or role with owner approval.
Frequently asked questions
Is Editor the same as hosting administrator? No. It is a WordPress content role and gives no hosting-panel rights.
Can an Author edit another person’s page? Standard roles differ; check the exact task against the site’s current role capabilities before assigning access.
Sources and technical references
Related guides
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