Module 9 – Managing Site Users

In this module we will cover:

• Understanding WordPress user roles
• Inviting a new user to your site
• What the new user will experience after being invited
• Changing a user’s role
• Removing a user from your site

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Why This Matters

Your club website may have more than one person helping keep it up to date — a secretary who posts meeting minutes, a treasurer who updates fundraiser pages, or an incoming president who needs admin access. WordPress handles this through user roles, which control what each person can see and do inside the site dashboard.

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Understanding User Roles

Before you add anyone, it helps to know what access each role gives. There are five roles available on your Kiwanis club site:

Role	What They Can Do
Administrator	Full access. Can manage all content, settings, plugins, and other users.
Editor	Can create, edit, publish, and delete any post or page — including content written by others.
Author	Can create, edit, and publish their own posts only.
Contributor	Can write and edit their own posts but cannot publish them. An Editor or Administrator must approve and publish their work.
Subscriber	Can only log in and manage their own profile. Cannot edit any site content.

Tip: For most clubs, a second club officer who helps manage the site should be given the Editor role. Only assign Administrator to someone you fully trust, as that role can change settings and remove other users — including you.

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Step 1: Go to the Users Menu

From your site dashboard, look at the left-hand navigation panel. Hover over Users then click Add User or use the direct link: https://wiki.site.kiwanis.org/wp-admin/user-new.php

You will see two sections on this page: Add Existing User at the top, and Add User below it.

Step 2: Determine Which Section to Use

• If they already have a Kiwanis site account (for example, they help manage another club’s site or a district site) — use the Add Existing User section at the top of the page.
• If they have never had a Kiwanis site account — use the Add User section below it.

Not sure? Just ask them. If they’ve never received a “Kiwanis Sites” activation email before, they are new.

Option A: Adding an Existing User

In the Add Existing User section, fill in the following:

• Email or Username — Enter the person’s existing username or email address.
• Role — Select the appropriate role from the dropdown.
• Skip Confirmation Email — Leave this box unchecked. The system will send them an email asking them to confirm the invite. If you check this box, they will be added without any notification.

Click Add Existing User to save.

Option B: Adding a Brand New User

In the Add User section, fill in the following:

• Username — Create a username using the person’s first initial followed by their last name, all lowercase. For example, Jane Smith becomes jsmith. See the username tips below before filling this in.
• Email — Enter the person’s email address.
• Role — Select the appropriate role from the dropdown (see the table above if you are unsure).
• Skip Confirmation Email — Leave this box unchecked. The system will automatically send the new user an activation email. If you check this box, they will not receive the email and will have no way to log in.

Click Add User to save.

Tip: In both sections, leave Skip Confirmation Email unchecked. That confirmation email is how the person gains access to the site.

Choosing a Username

Usernames follow the format of first initial + last name (e.g. jsmith for Jane Smith). Keep the following in mind:

• Usernames must be unique across the entire Kiwanis Club Sites network, not just your club site. If the system tells you the username is already taken, the person may have an account elsewhere on the network — try the Add Existing User section instead using their email address.
• If the username is taken and they are definitely a new user, modify the username to make it unique. There is no required format for resolving duplicates — just choose something recognizable and consistent, such as using their full first name (janesmith) or adding a middle initial.
• Once a username is created it cannot be changed, so take a moment to confirm the spelling before saving.

What the New User Will Experience

After you add them, the system automatically sends an email from [email protected] with the subject line Kiwanis Sites. That email contains the link they need to activate their account and set their password.

Direct the new user to Module 1 – Accessing the Site for step-by-step instructions on completing their activation and logging in for the first time.

Tip: Ask the new user to check their spam or junk folder if they don’t see the activation email within a few minutes.

Changing a User’s Role (Optional)

If you need to adjust someone’s role after they’ve been added — for example, an incoming president who now needs Administrator access:

1. Go to Users in the left-hand navigation panel.
2. Click the user’s name to open their profile.
3. Scroll down to the Role dropdown.
4. Select the new role.
5. Click Update User to save.

Removing a User from Your Site (Optional)

If someone has left the club or should no longer have access, remove their account promptly.

1. Go to Users in the left-hand navigation.
2. Hover over the user’s name. A set of action links will appear below it.
3. Click Remove.
4. Confirm when prompted.

Tip: Removing a user does not delete their content. Any pages or posts they created will remain on the site. You can reassign or delete that content separately if needed.

A Note on Security

Only assign Administrator access to people who genuinely need it. Every Administrator on your site can change settings and remove other users — including you. When a club officer changes roles or leaves, remove their site access promptly. This is part of the security-first mindset covered in Module 0 – Site Security.

Congratulations!

You now know how to add users, assign the right roles, and manage site access. Keeping your user list current is one of the simplest and most effective things you can do to keep your site secure. Great work!