WordPress Roles and Capabilities Trump User Levels

When someone signs up on a WordPress blog, the default role is as a subscriber. Once a subscriber logs in they can view and edit their profile, which includes things like username, password and contact info, but that’s all they can do. A subscriber can’t write a post, edit a page or upload any files. A site member would need higher privileges to do any of those things.

To handle various levels of user privilege, a system was developed in WordPress that was originally called the User Level System. In this system many capabilities were identified and these capabilities were classified according to the level of authority required or the privileges needed to perform certain tasks.

For example, a higher level of privilege was deemed necessary to edit another writer’s post. Accordingly, a user level that is now called Editor was given a variety of capabilities ranging from edit_others_posts to delete_published_posts. A lower user level, now called Author, was awarded a slimmer set of capabilities and it doesn’t include modifying others’ work.

Make Sure Site Visitors Can Register

To make sure your visitors can sign up to your blog, see the General Settings page under “New User Default Role” for a spin box that has the options of subscriber, administrator, editor, author and contributor. Default role is subscriber.

If you want people to be able to register on your blog, tick the Membership box next to “Anyone can register”, then click on the Save Changes button at the bottom of the page to make it so.

User Levels Supplanted by Roles

WordPress introduced user levels in version 1.5, but quickly replaced them in version 2.0 with Roles and Capabilities. User levels are deprecated since WP 3.0, but we may see them used in older plugins or themes, so it’s worth knowing about them. Basically, higher user levels have more privileges and can write, edit, post, publish and manage more than their lower-level counterparts.

The lowest user level equates with the subscriber role. Subscribers can sign in, see and modify their own profile, and besides that they can read posts and pages and comment.

The highest user level is reserved for the site administrator or blog owner and that would include level_0 up through level_10, the highest user level.

Prior versions of WordPress had 11 levels from level_0 to level_10, with level_0 being the lowest level and least capable, while level_10 users were able to do anything and everything with the WordPress blog.

WordPress defines users as the blog visitors who register and login to the web site. The Administrator is created during installation of the WordPress software. The Admin level has absolute power over all other users being able to add or delete users, edit their writings and promote or demote anyone to a different role.

Roles correspond to the old user level system like so:

  • Subscriber = level_0
  • Contributor = level_0, level_1
  • Author = level_0 to level_2
  • Editor = level_0 to level_7
  • Admin = level_0 to level_10

Many blog owners don’t need any special roles as they are the Admin and they control everything with their personal online spaces. Beyond the Admin there is a new level called Super Admin that comes into play when a network of sites needs to be administered. Multisite WordPress installations came into use as user levels were being deprecated, so there is no equivalent user level number for the Super Admin.

Capabilities for Standard Roles

The standard roles in WordPress are Administrator, Editor, Author, Contributor and Subscriber, in order of decreasing privilege.

The Admin user is created when WordPress is installed. Administrators have all capabilities, including the privileges to install, activate, edit and delete plugins, install, delete, edit or switch themes, edit or delete any post or page whether published or private, edit the dashboard, manage users, categories, links, options, comments and files, and import or export parts or all of the WordPress blog.

Editors have fewer privileges than admins, but they have the powers to manage their own and other’s posts. They can edit and delete pages or posts whether they’re published or private. Editors have the capabilities to manage categories, links and comments, and they can upload files. Editors can post code in pages, posts and comments, so make sure you trust your editors because they can post HTML markup or even JavaScript to your blog.

Authors have fewer privileges than editors and they all center around writing posts. Authors can publish, edit and delete the posts they create, even published ones. However, they cannot edit or delete other’s posts. Authors cannot create or alter Pages. They can upload files to add new media, and of course, read and comment on posts.

Contributors have even fewer privileges than authors. Contributors can edit, delete and read their own posts. Posts created by Contributors will be held in moderation for an Editor to approve and publish.

Finally, Subscribers have but two capabilities. They can read posts and they can view and update their own profile.

Modifying and Managing Roles

Several WordPress plugins exist for managing roles and capabilities. The plugins listed here get very high marks at the WordPress Plugin Directory.

Members Plugin

Members plugin is described as an “extensive role and capability management system” that allows you to create, edit and delete roles and capabilities for those roles. Using shortcodes, this plugin lets you control access to your content, including the ability to make the entire site and its RSS feed private.

Role Scoper Plugin

Role Scoper plugin is a complete solution for assigning permissions and roles to specific pages, posts or categories. Independent of WP roles, users of any level can be elevated to read or edit any content. Alternatively, content can be restricted from any user regardless of their WP roles or capabilities.

User Access Manager Plugin

User Access Manager plugin lets you “manage the access to your posts, pages and files”. Reading and editing permissions for pages and posts are assigned via user groups. Registered users are placed into user groups for which appropriate access rights have been created. User groups can supplement or take the place of WP roles for providing or preventing access to pages and posts.

Advanced Access Manager Plugin

Advanced Access Manager plugin is a “powerful and flexible Access Control tool” that supports single and multisite WordPress installations. Roles can be created and capabilities assigned per role. The Dashboard and Admin menu can be filtered to show only the important bits for each role.

User Role Editor Plugin

User Role Editor plugin allows you to create new roles and customize their capabilities. Options include setting the default role for new users, removing capabilities from users, deleting roles no longer needed, and changing capabilities on a per user basis.

Gary’s ultimate guide for assigning user levels to roles and capabilities is most useful for those wanting to modify or create plugins and themes. Many code snippets are shared in this post for assigning capabilities, testing whether a user has a certain capability, and adding new roles and capabilities.

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