People and roles

People & Access has three tabs: People, Roles, and Activity.

Inviting someone

Under People → Invite someone, enter a Name and Email, tick one or more Roles, and choose Send invitation. They get an email with a link to choose a password. The link works for 7 days.

Note

If someone’s invitation expired or got lost, open them and choose Resend invitation. They get a new link that works for 7 days, and earlier links stop working.

Invitations need outgoing email to be set up on the server. Until then, invitation links are only written to the server log.

Changing or removing someone

Open a person to change their name or roles. You have two ways to take away access:

• Suspend (reversible): set Status to Suspended. They’re signed out at once and can’t sign in. Their work stays credited to them, and you can reactivate them later.
• Remove (permanent): Remove name at the bottom of their page. They lose access to this site at once. If they don’t belong to any other site, their account is deleted: name, email address, password, and sign-in settings. Pages, posts, and comments they wrote stay, credited to “a removed person”.

Use Remove for privacy requests (“please delete my data”). Also delete anything they sent through forms: in Extensions → Forms → Form submissions, use Delete someone’s submissions. Backups still hold the old data until they age out (about a year by default), and the activity log keeps its records for security.

Some safety rules apply:

• You can only give or take away permissions you have yourself.
• You can’t suspend yourself, or anyone with permissions you don’t have.
• The site always keeps at least one active Administrator.

Two-step sign-in

The Two-step column shows who has two-step sign-in turned on. To require it for all staff, use Settings → Security.

If someone loses their phone and their recovery codes, open them and choose Reset two-step sign-in. They’re signed out and set it up again at their next sign-in. Check that the request really comes from them first, for example by phone or in person. The same safety rules apply as for suspending someone.

Built-in roles

Role	Can
Administrator	Everything, including people, extensions, and settings.
Editor	Create, edit, and publish all content; upload and manage all media.
Author	Write and edit their own content and upload media. An editor publishes it.
Designer	Change styles, templates, and menus; manage media.
Developer	Everything a Designer can, plus custom CSS and developer mode.
Member	No admin access. Signs in on the public site to read members-only pages. See Memberships.

Custom roles

Under Roles → Create a role, give it a name and description and tick its permissions. Built-in roles (except Administrator) can be edited too. A role can only be deleted when nobody has it. The full list of permissions is in Roles and permissions.

Activity log

Activity (for people with View the activity log) records security-relevant events: sign-ins and failed attempts, two-step sign-in changes, password resets, invitations, changes to people and roles, settings changes, publishing, extensions, backups, and AI requests.

Each entry shows when it happened (in UTC), who did it, what happened, details, and the IP address it came from. “Not signed in” marks attempts by someone who wasn’t signed in, such as a failed sign-in; “System” marks scheduled work.

Narrow the list with the filters at the top: a Person, an Area (such as Sign-in, Content, or Extensions), and a From and To date. Click a name in the list to see everything that person did.