How to Give Someone Multisite Network Access: Guide By Rocon

How to Give Someone Multisite Network Access: If you want to manage multiple domains, the most effective method is a WordPress multisite network. Network access can be given to users that then allows them to manage individual sites, content, or even the entire network depending on the rights already set.

This simple how-to walk you through the two-step process of allowing access to a multisite network with considerations on user role, permission and best practices you should follow for secure access.

Understanding Multisite User Roles and Permissions

Before granting access, it’s essential to understand the different roles within a WordPress multisite network:

• Super Admin: This role has the highest level of access across the entire multisite network, including the ability to install plugins, manage themes, and control network-wide settings.
• Site Administrator: Administrators can manage individual sites within the network, including adding new users, managing content, and customizing settings. They do not have access to network-wide options.
• Editor, Author, Contributor, Subscriber: These roles are similar to standard WordPress roles but apply to individual sites within the network, each with specific content management permissions.

Adding a New User to the Multisite Network

There are two primary ways to grant someone access to a WordPress multisite network:

• Adding the user at the network level (granting access across the entire network)
• Adding the user at the individual site level (giving access only to a specific site within the network)

Adding a User at the Network Level

1. Log in to the Network Admin Dashboard:
   • In the main WordPress dashboard, hover over your site’s name in the top-left corner and select Network Admin > Dashboard.
2. Navigate to the Users Section:
   • In the Network Admin dashboard, go to Users > Add New.
3. Add the New User:
   • Enter the user’s username and email address.
   • Select Add the user without sending them a confirmation email if you want to immediately add them to the network.
   • After adding the user, you’ll need to assign them a role. By default, new users are assigned the Subscriberrole on the main site in the network. You can change their role later or add them to specific sites with elevated roles.

Adding a User to an Individual Site in the Network

If you want to restrict a user’s access to a specific site within the multisite network:

1. Go to the Site’s Dashboard:
   • In the Network Admin dashboard, go to Sites > All Sites.
   • Hover over the site where you want to add the user and click Dashboard to enter the site’s individual admin panel.
2. Add the User to the Site:
   • In the site’s dashboard, go to Users > Add New.
   • If the user already exists in the network, type their username or email address to add them to this specific site.
   • Assign them a role (e.g., Administrator, Editor, Author, etc.), depending on the level of access you want them to have on this site.
3. Assigning Permissions:
   • Choose the user role carefully:
     • Administrator: Full control over the site.
     • Editor: Can manage and publish all posts, including those by other users.
     • Author: Can write and publish their own posts.
     • Contributor: Can write but cannot publish posts.
     • Subscriber: Has read-only access, ideal for limited site interaction.

Assigning Super Admin Access (Optional)

If the user needs control over the entire network, you can assign them the Super Admin role. However, this level of access should be granted sparingly as it gives full control over every aspect of the multisite network.

1. Go to the Network Admin Dashboard:
   • In the main dashboard, navigate to Network Admin > Dashboard.
2. Assign Super Admin Role:
   • Go to Users > All Users.
   • Locate the user you want to grant Super Admin access.
   • Click Edit under their name and check the box labeled Grant this user Super Admin privileges.

Configuring Site and Network Settings

Once the user has been added, it’s essential to configure settings and permissions properly to ensure they have the right level of access:

• Network-Wide Plugins and Themes: Only Super Admins can install or remove plugins and themes for the entire network. Site Administrators can only activate or deactivate network-installed plugins and themes on their specific sites.
• Content Permissions: Editors, Authors, and Contributors have specific permissions within each site to manage posts, media, and comments. If the new user will be creating or managing content, choose the role that matches their needs.

Providing Access and Customizing Permissions

While WordPress roles are predefined, you can further customize permissions by using plugins that offer role management capabilities. Here are a few plugins that can help manage and customize permissions:

• User Role Editor: Allows you to modify permissions for each role, create custom roles, and adjust access settings as needed.
• Members: This plugin provides a straightforward interface to manage roles and capabilities, letting you fine-tune user access.
• Multisite User Management: Automatically assigns new users to specific sites within the multisite network, making it easier to manage users across multiple sites.

Using these plugins, you can restrict or expand the permissions of each user role to tailor access exactly to your needs.

6. Testing User Access and Resolving Issues

After setting up user access, it’s essential to test the permissions to ensure everything is functioning correctly:

1. Verify User Permissions:
   • Have the user log in and navigate the network or individual sites to confirm they have access to the correct areas.
   • Confirm they can access specific sections of the dashboard, content areas, and plugins as per their role.
2. Resolve Common Issues:
   • Forgotten Passwords: If a user has trouble logging in, advise them to use the Forgot Password option on the login page to reset it.
   • Access Denied Errors: These may occur if permissions aren’t correctly assigned. Recheck the user’s role and, if necessary, adjust using plugins like User Role Editor to grant or restrict specific capabilities.
   • Login Redirects: Occasionally, login redirects may loop if cookies or browser settings interfere. Clearing cookies or using a private browsing session can help troubleshoot this.

Best Practices for Managing Multisite Network Users

Proper user management within a multisite network ensures security, maintains organization, and reduces the chance of accidental changes.

• Limit Super Admins: Super Admin access should be limited to trusted individuals as they have full control over the network. Excessive Super Admin access increases the risk of accidental or unauthorized changes.
• Review User Roles Regularly: Regularly audit user roles and permissions to ensure they match each user’s needs. If someone’s role changes within your organization, adjust their permissions accordingly.
• Enable Two-Factor Authentication (2FA): For an added layer of security, consider enabling 2FA for users with high-level access. Many plugins, like WP 2FA, offer this feature and improve account security.
• Educate Users on Best Practices: Educate your users on best practices, such as strong password policies and secure login practices. This can help reduce the risk of security breaches in your network.

Removing or Adjusting User Access

When the user is no longer requiring access to a certain site or the network, you can either remove them or change their role:

• Removing a User from the Network:
  • Choose the user in Network Admin > Users and click Delete to delete them from the network. This will revoke their access to every site on the network.
• Removing a User from a Specific Site:
  • Navigate to the new individual site dashboard: Users > All Users. Locate the user, hit Remove and they will lose access to that site only.
• Adjusting User Role:
  • To change a user roleGo to Users >All Users within either the network or site admin dashboard, select the user, and choose Edit to modify their role as needed.

Conclusion: How to Give Someone Multisite Network Access

Customizing permissions and duties when you set up user access in a WordPress multisite network, increases the security level as well as organization. These steps are designed in a way that you can bring on new team members, collaborators, or site administrators and give them the ability to do things they need to without compromising the security of the network even if you allow them access.

A periodic review of user roles is important, and role management modules should be used as needed to have a more granular approach over the target to the users. Following these best practices will keep your WordPress multisite network secured, open to access, and properly structured.

How to Give Someone Multisite Network Access FAQs

What is Multi-Site Access?

Multi site allows you to manage multiple WordPress sites in one WordPress install. Perfect for agencies, networks or businesses with multiple sites under one dashboard.

How to Activate Multisite?

To enable WordPress Multisite edit the wp-config.php file. Add define( ‘WP_ALLOW_MULTISITE’, true );, then navigate to Tools > Network Setup in the admin dashboard to configure your network.

How Do I Change the User Role in WordPress Multisite?

To change a user’s role, go to Network Admin > Sites. Select the site, go to Users and edit their role. Choose roles like Administrator, Editor or Subscriber based on permissions needed.

What is Multisite Support?

Multisite means features and tools that work across all sites in a network, shared themes, plugins and centralised user management. It makes maintenance and scaling easier.