Managing Users and Permissions
Giving each colleague the right level of access keeps your site secure and prevents accidental changes. A good permissions setup means people can do their job without being able to break things they should not touch.
This article explains the common roles, how to add or remove people, and the golden rule of granting only the access someone genuinely needs.
Common Roles
Most systems group permissions into named roles so you do not have to set each capability by hand.
- Administrator: full control, including settings and users — keep this to very few people.
- Editor: can publish and manage all content.
- Author/Contributor: can write but with limited publishing rights.
- Viewer: read-only access for reporting.
Adding and Removing People
When someone joins or leaves, update their access promptly. Dormant accounts are a common security weakness.
- Open the Users area in your admin menu.
- Choose Add new and enter their details and role.
- Ask them to set their own password via the email invite.
- When someone leaves, deactivate or delete their account the same day.
Frequently Asked Questions
Should everyone be an administrator for simplicity?
No. Limit administrators to one or two trusted people. Fewer admins means fewer ways for a mistake or breach to cause serious harm.
If you need a hand with any of this, your Progressive Robot delivery team is ready to help. Raise a ticket from the Support area of your client portal or speak to your account manager and we will guide you through the next steps.