How to Invite Users to Your Website CMS

Running a website is about more than just creating content. It involves building a team that works well together. You need to invite the right people to your Content Management System (CMS) so that everything runs smoothly, whether they are content creators, designers, or outside partners.

How can you give access? What does it mean to ‘invite users,’? How can you ensure that the right person gets the correct permissions?

This guide explains how to invite users to four popular CMS platforms: WordPress, Shopify, Wix, and Squarespace. We will also discuss platforms like Joomla and Weebly, which offer various ways to manage users and content. We will examine different user types and their required permissions, particularly for critical tasks like website audits.

By the end of this article, you’ll know how to invite the right people to your site and grant them the necessary access for success.

WordPress: How to Invite Users and Set Roles

WordPress is the world’s most popular content management system (CMS), and inviting users is easy. Here’s how to do it:

Type of Users in WordPress

• Administrator: Complete access to all website settings and features.
• Editor: Able to create, modify, publish, and remove any posts or pages.
• Author: Can control their posts but not for others.
• Contributor: Can create and oversee their posts, but are unable to publish.
• Subscriber: Can only manage their profile and see content.

Detailed Step-by-Step Guide

• Firstly, sign in to your WordPress account using your Username/Email ID and Password.
• On the left-hand side, go to Users and select Add New.
• Enter the user’s name, email, website, etc.
• Under the same page, you’ll see the Role dropdown.
• Choose a role, like Editor, Author, or Administrator, for the users you want to give audit access to.
• Click Add New User to send the invitation.
• The user will now appear in the Users list.

Best Practices for Managing User Access

• Review Permissions Regularly: Ensure that only those who need access to the data can obtain it.
• Remove Users When Necessary: If a team member leaves or even no longer requires, just remove their permissions to maintain data security and integrity.

Shopify: Inviting Staff and Managing Permissions

Shopify is a good option for online retail websites. It is very important to invite staff or collaborators when managing a store.

Types of Users in Shopify

• Owner: The main account owner has full access to the site.
• Staff: This person may be granted permission to manage various aspects of the site, such as orders, products, or payments.
• Collaborators: There is also restricted access for external collaborators working on specific tasks.

Detailed Step-by-Step Guide

• Open your browser and search for Shopify Login.
• Click on Shopify: Log in to your Shopify Store.
• Fill in your login details to be redirected to the main page.
• Open the Settings menu and navigate to Plan and Permissions, then click on Account.
• Select Add staff account, fill in the information, and choose the permissions.
• Click Send Invite to give access.
• The user will now have access to the website.

Best Practices for Managing User Access

• Use Data Restrictions: Limit user access to data to protect privacy and security, especially when handling sensitive information.

Wix: Inviting Users and Setting Roles

Wix offers an user-friendly interface that allows users to invite others and easily manage permissions.

Types of Users in Wix

• Admin: They have full access to all configuration and administration tools.
• Editor: They can change both the content and layout.
• Site Editor: They have limited access to some sections, like orders or pages.
• Billing: They can access billing and subscription options.

Detailed Step-by-Step Guide

• Open your browser and search for Wix Login.
• The Wix main page will open.
• Go to Settings and click on Roles and Permissions.
• Select Invite People and enter their email address.
• Choose either Editor or Admin based on their responsibilities.
• Click Send Invitation.

Best Practices for Managing User Access

• Review Permissions Regularly: Keep track of who can access your website and remove access for users when they no longer need it.

Squarespace: Inviting Users and Managing Permissions

Squarespace is a popular option for creative individuals and businesses. This guide will show you how to invite users to your Squarespace site.

Types of Users in Squarespace

• Administrator: They have full access to the website.
• Content Editor: They can create and change content, but they cannot manage site settings.
• Billing: They can access payment settings.

Detailed Step-by-Step Guide

To invite a contributor, follow these steps:

• Go to the Squarespace website and log in with your username and password.
• Once logged in, go to Settings and select Permissions.
• Click on Invite Contributor and enter the user’s email address.
• Choose either the Administrator or Content Editor role.
• Click Send Invitation.

Best Practices for Managing User Access

• Remove Users When Necessary: To protect your website, remove access for people who no longer need it.

Other CMS Platforms

Apart from the four crucial website CMS platforms, check out other CMS platforms. You can invite and manage users on various CMS platforms, including Joomla and Weebly.

Joomla: How to Invite Users and Set Roles

Joomla is a flexible content management system (CMS) that lets you control user roles and access. Here’s a simple guide for inviting users and assigning roles in Joomla

Types of Users in Joomla

• Super User: They have complete access to all features and options, including user administration.
• Administrator: They can manage content and site settings, but cannot manage users.
• Editor: They can create and change content, but cannot publish or access site settings.
• Author: They can write and manage their articles, but cannot publish them.
• Registered: Fundamental user role for people who can access certain parts of the site (usually for a membership platform). 
• Guest: They are limited to accessing publicly available content.

Detailed Step-by-Step Guide

• Open your browser and search for Joomla Login.
• Log in to your Joomla admin dashboard.
• Go to Users > Manage and click New.
• Fill in the user’s information (name, email, etc.).
• Select the appropriate user role based on the access they need.
• Click Save & Close to add the user.

Best Practices for Managing User Access

• Review Permissions Regularly: Regularly review user access levels and adjust their permissions according to their roles. 
• Limit Super User Access: Only allow trustworthy team members to have Super User access to avoid security risks.

Weebly: How to Invite Users and Set Roles

Weebly is a simple CMS platform with easy-to-use tools for managing user roles and permissions. Here’s how you can invite users to your Weebly website:

Types of Users in Weebly

• Admin: They have complete access to all website configurations, content, and design.
• Editor: They can modify and publish content, but cannot access site settings or manage users.
• Author: They can create and edit your posts, but you cannot publish or manage content on the platform.
• Contributor: They can create content, but you cannot publish or change existing posts.

Detailed Step-by-Step Guide

• Log into your Weebly account.
• Click on Settings, then go to Permissions.
• Click Invite a User and enter their email address.
• Select an appropriate role (Admin, Editor, Author, etc.).
• Click Send Invitation to grant access to the user.
• The user can now access the website.

Best Practices for Managing User Access

• Review User Roles: Grant users only the necessary permissions for their role.
• Remove Users When Needed: If a user no longer needs access, remove their permissions immediately to maintain security and prevent unauthorised access.

Final Thoughts

To manage your website securely and effectively, it is essential to engage the right users and assign them suitable roles. Properly managing user access helps operations run smoothly and improves teamwork, whether you need help with technical SEO or preparing for a website audit.

Platforms like WordPress, Shopify, Wix, Squarespace, and even Joomla and Weebly offer tools for managing user permissions. By following the steps in this guide, you can grant your team the necessary permissions to complete their tasks efficiently and safely.

Need a website audit? Don’t wait. Ensure your website runs properly with a professional review. To get started, contact us now.