Contributor (WordPress): Understanding the Role, Permissions, and Best Practices

In WordPress, user roles are essential for managing websites, especially when multiple users contribute to the content. One such role is the Contributor. Understanding the Contributor role, its permissions, and how to effectively manage it can help streamline content creation while maintaining control over publishing and editing privileges.

This article will explore what a Contributor can and cannot do in WordPress, along with best practices for managing Contributors on your site.

What Is a Contributor in WordPress?

A Contributor in WordPress is a user role with limited capabilities, primarily focused on content creation without the ability to publish content themselves. This role is ideal for users who need to write and submit content for review but should not have full control over the site or the ability to publish without approval.

Contributors can:

• Write new posts.
• Edit their own posts.
• Submit posts for review by an Editor or Administrator.

Contributors cannot:

• Publish posts.
• Edit published posts (even their own).
• Upload media files (images, videos, etc.).
• Modify pages, settings, or other users’ posts.

This role is designed to allow contributors to focus solely on writing while leaving the final approval and publishing authority to Editors or Administrators.

Contributor Role Permissions in Detail

Here’s a breakdown of the specific permissions that a WordPress Contributor has:

1. Write and Edit Posts

Contributors can:

• Create new posts: Contributors have the ability to access the WordPress editor and write content. They can add text, format it, and prepare posts for publication.
• Edit their own drafts: Contributors can revise their drafts at any time before submitting them for review. However, once the post is submitted for review, they cannot make additional changes until an Editor or Administrator reviews it.

2. Submit for Review

Once Contributors finish writing a post, they can submit it for review. The post will be marked as “Pending Review”, waiting for an Editor or Administrator to review, modify if needed, and publish.

3. No Media Upload Permissions

Unlike other user roles (such as Authors or Editors), Contributors cannot upload images or other media files to their posts. This limitation means that an Editor or Administrator must upload any media content on their behalf.

4. Limited Access to Admin Area

Contributors have access only to the parts of the admin dashboard related to creating and managing their own posts. They do not have access to broader site management settings, pages, plugins, or themes.

Best Practices for Managing Contributors on Your WordPress Site

Managing Contributors effectively involves setting clear expectations and using tools to streamline the workflow. Here are some best practices:

1. Define a Clear Workflow for Content Submission

Establish a clear process for how content should be submitted, reviewed, and published. For example:

• Contributors should write their posts and submit them for review.
• Editors or Administrators will review, make necessary changes, and publish the posts.

Clearly communicate the workflow to all Contributors so they understand their role in the content creation process.

2. Use Editorial Plugins for Better Collaboration

Consider using editorial workflow plugins that enhance collaboration between Contributors, Editors, and Administrators. Here are a few recommended plugins:

• Edit Flow: This plugin helps manage an editorial calendar, leave comments on drafts, and track post statuses.
• PublishPress: Similar to Edit Flow, PublishPress offers editorial comments, notifications, and a content calendar to help organize and streamline content publishing.

These plugins can improve the communication between users, ensuring that Contributors know when their content is under review and when it’s published.

3. Provide Guidelines for Contributors

Offer clear writing and formatting guidelines to your Contributors, including preferred styles, image requirements, and SEO best practices. You can create a Contributor Handbook to make sure that all submissions meet the site’s quality standards.

4. Assign an Editor to Review Contributor Posts

To prevent bottlenecks in the content review process, designate one or more Editors whose primary role is to review and publish content submitted by Contributors. This ensures that posts move through the pipeline efficiently.

5. Handle Media Limitations for Contributors

Since Contributors cannot upload images or videos, provide a way for them to request media to be added to their posts. Options include:

• Having Contributors include media links or file attachments in the content submission.
• Allowing Editors to collaborate with Contributors to ensure all media requirements are met before publication.

You can also offer a shared media library where Contributors can select images that an Editor can upload on their behalf.

6. Regularly Review Contributor Access

Periodically review the list of Contributors to ensure that only active users retain their role. Removing inactive users helps keep your site secure and manageable.

When to Use the Contributor Role

The Contributor role is most useful in the following scenarios:

• Guest Writers: If you invite guest writers to contribute to your blog but don’t want to give them publishing rights, the Contributor role is ideal.
• Trainee Writers: New content creators who are still learning the ropes can be given the Contributor role until they are ready to publish content independently.
• Editorial Teams: Larger websites with a formal editorial review process benefit from using the Contributor role to keep content creation and publishing responsibilities separate.

Conclusion

The Contributor role in WordPress is an effective way to manage content submissions without sacrificing editorial control. By limiting access to publishing and media uploads, Contributors can focus on writing, while Editors or Administrators oversee the final approval and publishing process.

With the right workflows, tools, and guidelines in place, the Contributor role can significantly enhance the productivity and organization of your WordPress website, particularly when working with multiple authors or guest writers.