SITE123 Roles and Permissions | OpsBlu Docs

SITE123 Roles and Permissions

How to manage user roles, permissions, and team access controls in SITE123. Covers available role types, permission boundaries, and access management best.

Guide to SITE123's contributor permission system, access levels, and collaboration features for effective team management.

Understanding SITE123's Permission Model

Simplified Access System

SITE123 uses a straightforward permission model designed for ease of use:

Two primary user types:

  1. Owner - Full control and billing access
  2. Contributors - Various levels of editing access

Key characteristics:

  • Simple, not complex
  • Plan-based features
  • Easy to understand
  • Limited customization (by design)
Access Hierarchy
└── Owner (Account holder)
    └── Contributors
        ├── Full Editor
        ├── Section Editor
        ├── Blog Editor
        └── Store Manager (e-commerce)

User Types Explained

Owner

The primary account holder:

Full permissions:

  • ✓ All website editing capabilities
  • ✓ Add/remove pages
  • ✓ Design and layout control
  • ✓ Settings and SEO
  • ✓ Domain management
  • ✓ Billing and subscription
  • ✓ Add/remove contributors
  • ✓ Manage contributor permissions
  • ✓ Website transfer
  • ✓ Delete website
  • ✓ Export website data
  • ✓ Analytics access

Unique to owner:

  • Billing responsibility
  • Subscription management
  • Website ownership
  • Cannot be removed (must transfer)

Best practices:

  • Only one owner per site
  • Keep credentials secure
  • Don't share owner login
  • Use 2FA if available
  • Regular password changes

Contributors

Team members with editing access:

Basic capabilities:

  • ✓ Edit assigned sections
  • ✓ Update content
  • ✓ Upload images
  • ✓ Manage blog posts (if granted)
  • ✗ Access billing
  • ✗ Change subscription
  • ✗ Add/remove contributors
  • ✗ Transfer website
  • ✗ Delete website

Access controlled by:

  • Owner settings
  • Plan limitations
  • Specific permissions granted

Contributor Access Levels

Full Editor

Comprehensive editing access:

Permissions:

  • ✓ Edit all website pages
  • ✓ Add new pages
  • ✓ Delete pages
  • ✓ Modify navigation
  • ✓ Upload images
  • ✓ Edit blog posts
  • ✓ Manage store products (if e-commerce enabled)
  • ✓ Update SEO settings (limited)
  • ✓ Change design elements
  • ✗ Access billing
  • ✗ Manage domain
  • ✗ Add/remove users
  • ✗ Change subscription

Use cases:

  • Website manager
  • Marketing director
  • Content manager
  • Agency partner
  • Co-administrator

Best for: Trusted team members needing comprehensive editing capabilities.

Security note: Can make significant changes; grant carefully.

Section/Page Editor

Limited to specific sections:

Permissions:

  • ✓ Edit assigned pages only
  • ✓ Update content on permitted pages
  • ✓ Upload images for their sections
  • ✗ Add/remove pages
  • ✗ Change navigation
  • ✗ Access other sections
  • ✗ Modify design
  • ✗ Access settings

Configuration:

Owner selects specific pages:
☑ About Us page
☑ Services page
☐ Home page (restricted)
☐ Contact page (restricted)

Use cases:

  • Department content managers
  • Regional managers
  • Specialized content editors
  • Limited access contractors

Best for: Team members responsible for specific content areas.

Blog Editor

Blog-focused access:

Permissions:

  • ✓ Create blog posts
  • ✓ Edit blog posts
  • ✓ Delete blog posts
  • ✓ Manage blog categories
  • ✓ Upload blog images
  • ✓ Publish/unpublish posts
  • ✗ Edit website pages
  • ✗ Change blog design
  • ✗ Access settings

Use cases:

  • Content writers
  • Bloggers
  • Marketing team (content only)
  • Guest contributors

Best for: Content creators focused solely on blog management.

Workflow: Create drafts, owner can review before publication (if workflow enabled).

Store Manager (E-commerce)

Online store management:

Permissions:

  • ✓ Add/edit products
  • ✓ Manage product categories
  • ✓ Update pricing
  • ✓ Upload product images
  • ✓ Manage inventory
  • ✓ View orders
  • ✓ Process orders
  • ✗ Change payment settings
  • ✗ Modify shipping settings
  • ✗ Access payout information
  • ✗ Edit website pages

Use cases:

  • Store manager
  • Inventory coordinator
  • Product manager
  • Customer service (order management)

Best for: E-commerce operations without full site access.

Note: Available only with e-commerce enabled plans.

Permission Matrix

Detailed Permission Comparison

Feature/Action Owner Full Editor Section Editor Blog Editor Store Manager
Content Editing
Edit all pages ✓ ✓ Limited ✗ ✗
Add/remove pages ✓ ✓ ✗ ✗ ✗
Edit navigation ✓ ✓ ✗ ✗ ✗
Upload images ✓ ✓ Limited Blog only Products only
Blog
Create posts ✓ ✓ ✗ ✓ ✗
Edit posts ✓ ✓ ✗ ✓ ✗
Delete posts ✓ ✓ ✗ ✓ ✗
Blog settings ✓ Limited ✗ ✗ ✗
E-commerce
Add products ✓ ✓ ✗ ✗ ✓
Edit products ✓ ✓ ✗ ✗ ✓
Manage orders ✓ ✓ ✗ ✗ ✓
Payment settings ✓ ✗ ✗ ✗ ✗
Design & Settings
Change design ✓ Limited ✗ ✗ ✗
SEO settings ✓ Limited ✗ ✗ ✗
Website settings ✓ ✗ ✗ ✗ ✗
Domain settings ✓ ✗ ✗ ✗ ✗
Administration
Add contributors ✓ ✗ ✗ ✗ ✗
Remove contributors ✓ ✗ ✗ ✗ ✗
View analytics ✓ Limited ✗ ✗ Limited
Billing access ✓ ✗ ✗ ✗ ✗

Note: SITE123 offers two contributor permission levels across all plans: Admin (full access, same as site owner) and Custom (per-module access where you choose which modules the contributor can manage). The Custom role lets you grant or restrict access to individual modules and their activities.

Permission Scenarios

Small Business (2-3 people)

Setup:

Owner: Business owner
├── Full Editor: Marketing manager
└── Blog Editor: Content writer

Rationale:

  • Owner maintains control
  • Marketing manager handles site updates
  • Writer focuses on content

Marketing Agency

Setup:

Owner: Client
├── Full Editor: Agency lead
├── Section Editor: Copywriter (Services page only)
└── Blog Editor: Content team

Rationale:

  • Client retains ownership
  • Agency manages development
  • Limited access for specific tasks
  • Clear boundaries

E-commerce Store

Setup:

Owner: Store owner
├── Full Editor: Store manager
├── Store Manager: Inventory coordinator
└── Store Manager: Customer service

Rationale:

  • Owner oversees business
  • Manager handles site operations
  • Inventory team manages products
  • Support team processes orders

Content Team (Blog/Magazine)

Setup:

Owner: Publisher/Editor-in-chief
├── Full Editor: Managing editor
├── Blog Editor: Writer 1
├── Blog Editor: Writer 2
└── Blog Editor: Writer 3

Rationale:

  • Publisher controls platform
  • Managing editor reviews and publishes
  • Writers create content
  • Editorial workflow

Plan-Based Limitations

Free Plan

Contributor access:

  • ✗ No contributor support
  • Owner only
  • No collaboration features

Upgrade to: Basic or higher for contributor access

Basic Plan

Contributor limitations:

  • Limited or no contributor access (varies)
  • Check current plan details
  • Supports 1-2 contributors on the free plan

Advanced Plan

Contributor capabilities:

  • ✓ Up to 5 contributors
  • ✓ Basic permission types
  • ✓ Invitation system
  • Limited permission customization

Professional/Premium Plans

Enhanced capabilities:

  • ✓ More contributors (10+)
  • ✓ Advanced permission control
  • ✓ Section-specific access
  • ✓ Better collaboration tools
  • ✓ Activity tracking

Best Practices

Assigning Access Levels

Principle of least privilege:

  • ✓ Start with minimum access
  • ✓ Grant only what's needed
  • ✓ Blog editor before full editor
  • ✓ Section-specific before full site
  • ✗ Don't default to full editor

Questions to ask:

  1. What does user need to edit? → Specific sections or full site?
  2. Do they need to add pages? → Full editor or limited?
  3. Only blog? → Blog editor
  4. Only products? → Store manager
  5. Temporary access? → Set review date

Security Practices

Account security:

  • ✓ Use strong passwords
  • ✓ Don't share owner credentials
  • ✓ Individual contributor accounts
  • ✓ Regular access reviews
  • ✓ Remove inactive users
  • ✗ Don't share logins
  • ✗ Don't use generic accounts

Access management:

  • Document who has access
  • Regular quarterly reviews
  • Remove departing team members same day
  • Monitor activity
  • Set expiration for temporary access

Communication

When adding contributors:

  • Explain their access level
  • Set clear expectations
  • Provide training/guidelines
  • Document responsibilities
  • Give content guidelines

When removing:

  • Inform in advance (if appropriate)
  • Thank for contributions
  • Explain removal timeline
  • Answer questions

Limitations and Workarounds

No Granular Content Permissions

Limitation: Cannot set permissions per content type or field.

Example: Can't grant "edit text but not images" or "view but not publish."

Workarounds:

  • Use section editors for page-level control
  • Editorial guidelines and training
  • Regular review of changes
  • Trust-based collaboration

No Approval Workflow

Limitation: No built-in content approval process.

Workarounds:

  • Manual review process
  • Communication before publishing
  • Regular content audits
  • External approval tools
  • Team protocols

No Custom Roles

Limitation: Cannot create custom permission sets.

Workarounds:

  • Choose closest role
  • Document specific responsibilities
  • Clear training on limitations
  • Communication about boundaries

Limited Analytics Access

Limitation: Contributors may have limited analytics access.

Workarounds:

  • Owner exports reports
  • Regular analytics meetings
  • Share relevant data
  • Use external analytics (Google Analytics)

Troubleshooting

Contributor Cannot Edit Page They Should Access

Check:

  1. Verify contributor accepted invitation
  2. Confirm access level includes that page
  3. Page not locked by owner
  4. Contributor logged in correctly
  5. Browser cache cleared

Solutions:

  • Verify section access settings
  • Log out and back in
  • Clear browser cache
  • Check access level assignment

Contributor Has Too Much Access

Fix:

  1. Settings → Contributors
  2. Edit contributor
  3. Change access level to more restrictive
  4. Save

Immediate: Takes effect next login.

Need More Granular Control

Options:

  1. Upgrade plan for more features
  2. Use section editors for page-level control
  3. Communication and training for clear boundaries
  4. Regular reviews to verify appropriate use

Migrating from Other Platforms

Translating Roles to SITE123

WordPress:

  • Administrator → Owner
  • Editor → Full Editor
  • Author → Blog Editor
  • Contributor → Blog Editor (limited)

Shopify:

  • Owner → Owner
  • Staff (full) → Full Editor
  • Staff (orders) → Store Manager
  • Staff (blog) → Blog Editor

Other platforms:

  • Start with restrictive permissions
  • Test access levels
  • Adjust based on needs
  • Document differences for team

Next Steps

Quick Reference

Permission Decision Tree

What does user need?

Blog only?
├─ YES → Blog Editor
└─ NO → Continue

Specific pages only?
├─ YES → Section Editor
└─ NO → Continue

E-commerce products/orders only?
├─ YES → Store Manager
└─ NO → Continue

Full site editing?
├─ YES → Full Editor
└─ NO → Re-evaluate needs

Billing and settings?
└─ YES → Must be Owner (transfer if needed)

Access Level Quick Comparison

Need Recommended Role
Billing access Owner only
Full site editing Full Editor
Specific pages Section Editor
Blog management Blog Editor
Product management Store Manager
View only Not supported*

*For view-only, share preview link instead of granting access.

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