Adding and Removing SITE123 Users | OpsBlu Docs

Adding and Removing SITE123 Users

How to add and remove team members in Site123. Covers invitation workflows, role assignment, access revocation, and user lifecycle management for.

Comprehensive guide for adding, managing, and removing user access to SITE123 websites, including all plan types and collaboration features.

Prerequisites

To manage users, you must have:

  • Admin/Owner access to the SITE123 website
  • Active SITE123 subscription (varies by plan)
  • Understanding of SITE123 plan limitations

Plan Considerations:

  • Free Plan: No multi-user support (owner only)
  • Basic Plan: No contributor access
  • Advanced Plan: Up to 5 contributors
  • Professional Plan: Up to 10 contributors
  • Premium/Business Plans: More contributors

Understanding SITE123 User Access

Owner vs. Contributors

Owner:

  • Primary account holder
  • Full website control
  • Billing and subscription access
  • Can add/remove contributors
  • One owner per website

Contributors:

  • Invited team members
  • Limited editing access
  • Cannot access billing
  • Cannot manage other users
  • Permissions set by owner
SITE123 Website
├── Owner (You)
│   ├── Full access
│   ├── Billing control
│   └── User management
└── Contributors
    ├── Contributor 1 (Editor access)
    ├── Contributor 2 (Blog only)
    └── Contributor 3 (Limited sections)

Adding Contributors to SITE123

Method 1: Via Dashboard

Best for: Adding individual team members

Step 1: Access User Management

Dashboard → Settings → Contributors

Or:

My Sites → Select Website → Settings → Contributors

Step 2: Invite Contributor

  1. Click "Add Contributor" or "+ Invite Contributor"
  2. Enter contributor details:

Required information:

  • Email address: Contributor's email
    • Example: contributor@example.com
    • Must be unique (not already added)
    • Doesn't need existing SITE123 account
  • Name: Contributor's full name (optional but recommended)
    • Example: John Doe

  1. Set access level (if available):

    • Full Editor
    • Blog Editor
    • Limited Sections
    • Custom access

  2. Click "Send Invitation"

Step 3: Contributor Accepts Invitation

Invitation email sent:

Subject: [Your Name] invited you to collaborate on [Website Name]

You've been invited to help manage [Website Name] on SITE123.

Click the link below to get started:
[Accept Invitation]

If you don't have a SITE123 account, you'll need to create one.

Acceptance process:

  1. Click "Accept Invitation" in email
  2. Sign up for SITE123 account (if new user)
    • Or log in to existing account
  3. Complete account setup
  4. Website appears in their "My Sites"
  5. Can now access website editor

Invitation expires: 7-30 days (varies by plan)

Method 2: Direct Access Sharing

Some SITE123 plans allow password-protected access:

Share editor access:

  1. Settings → Password Protection
  2. Enable "Protect Editor"
  3. Set password
  4. Share password with team members

Note: Less secure than individual contributor accounts. Not recommended for permanent access.

Managing Contributors

View Current Contributors

Dashboard → Settings → Contributors

Displays:

  • Contributor name
  • Email address
  • Access level
  • Status (Active/Pending/Inactive)
  • Date added
  • Last activity (some plans)

Pending Invitations

Check invitation status:

  • Pending: Not yet accepted
  • Active: Accepted and can access
  • Expired: Invitation expired

Resend invitation:

  1. Find pending contributor
  2. Click "Resend Invitation"
  3. New email sent
  4. Previous link invalidated

Cancel invitation:

  1. Find pending contributor
  2. Click "Cancel" or trash icon
  3. Invitation becomes invalid
  4. Email link won't work

Change Contributor Access Level

If supported by your plan:

  1. Settings → Contributors
  2. Click contributor name
  3. Change access level:
    • Full access
    • Limited sections (select which pages)
    • Blog only
    • Store only (for e-commerce)
  4. Save changes

Access levels vary by plan: Higher plans offer more granular control.

Removing Contributors

Pre-Removal Checklist

Before removing contributor access:

  • Review their contributions: Check what they edited
  • Export important content: Save their work if needed
  • Transfer ownership: Reassign critical content
  • Notify stakeholders: Inform team of access removal
  • Document reason: Keep record of removal
  • Plan communication: How to inform contributor

Method 1: Remove Contributor

Step 1: Access Contributors

Dashboard → Settings → Contributors

Step 2: Remove Access

  1. Find contributor in list
  2. Click "Remove" or trash icon
  3. Confirmation dialog:
    Remove [Contributor Name]?
They will immediately lose access to this website.
All content they created will remain.
This action cannot be undone.
  4. Click "Remove" to confirm

What happens:

  • Contributor loses access immediately
  • Website removed from their dashboard
  • Cannot log into editor
  • All content preserved
  • Change history maintained
  • No notification sent to contributor

Method 2: Deactivate Temporarily

Some plans support temporary deactivation:

  1. Settings → Contributors
  2. Click contributor
  3. Toggle "Active" switch to off
  4. Save

Effect:

  • Contributor cannot access website
  • Can be reactivated later
  • Easier than full removal + re-adding

Special Scenarios

Removing the Owner

Cannot remove owner directly:

  • Owner is primary account holder
  • Tied to billing and subscription

To change ownership:

  1. Transfer website to new owner
    • Settings → Website Settings → Transfer Website
  2. Enter new owner's email
  3. New owner accepts transfer
  4. Ownership transfers
  5. Billing responsibility transfers

Previous owner:

  • Becomes regular user (if kept on)
  • Loses admin access
  • No longer billed

Emergency Access Revocation

Security incident or immediate removal:

Immediate steps:

  1. Remove contributor (Settings → Contributors → Remove)
  2. Change admin password (if account compromised)
  3. Review recent changes:
    • Check edited pages
    • Verify content integrity
    • Review published changes
  4. Restore from backup if needed (if available)
  5. Change editor password (if enabled)

Post-incident:

  • Review all contributor access
  • Document incident
  • Update access policies
  • Consider more restrictive permissions

Contractor/Freelancer Offboarding

End of project:

During project:

  • Grant minimum necessary access
  • Monitor changes regularly
  • Set clear scope and timeline
  • Document access in contract

Upon completion:

  1. Request final review
  2. Export/document their work
  3. Review all changes
  4. Remove access immediately after approval
  5. Send final invoice/payment
  6. Archive project documentation

Best practices:

  • Set expected end date upfront
  • Calendar reminder for removal
  • Written agreement about access
  • No billing information access
  • Monitor during engagement

Plan-Specific Limitations

Free Plan

Contributor access:

  • ✗ No contributor support
  • Single user only (owner)
  • No team collaboration

Workaround:

  • Upgrade to paid plan
  • Share login (not recommended - security risk)

Basic Plan

Contributor access:

  • ✗ Limited or no contributor support (varies)
  • Check current plan features
  • May need to upgrade

Advanced Plan

Contributor limits:

  • ✓ Up to 5 contributors
  • ✓ Basic access control
  • ✓ Invitation system

Reaching limit:

  • Remove inactive contributors
  • Upgrade to Professional
  • Prioritize active team members

Professional/Premium Plans

Contributor limits:

  • ✓ Up to 10+ contributors
  • ✓ Advanced access control
  • ✓ Section-specific permissions
  • ✓ Better collaboration features

Best Practices

Adding Contributors

Security-first approach:

  • ✓ Use work email addresses
  • ✓ Grant minimum access needed
  • ✓ Document why access granted
  • ✓ Set review date for temporary access
  • ✓ Use contributor accounts (not shared login)
  • ✗ Don't share owner credentials
  • ✗ Don't add contributors "just in case"

Onboarding checklist:

  • Send invitation
  • Provide welcome/training materials
  • Set expectations for their role
  • Show them their editing scope
  • Provide content guidelines
  • Document responsibilities
  • Set review date (if temporary)

Removing Contributors

Clean offboarding:

  • ✓ Remove access on last day
  • ✓ Review their contributions first
  • ✓ Export important work
  • ✓ Document removal date and reason
  • ✓ Notify team
  • ✓ Keep audit trail
  • ✗ Don't delay removal
  • ✗ Don't leave inactive accounts

Communication:

  • Inform contributor before removal (if appropriate)
  • Thank them for contributions
  • Explain access will be removed
  • Provide timeline
  • Answer questions

Regular Maintenance

Monthly review:

  • List all contributors
  • Verify each still needs access
  • Check for pending invitations
  • Remove inactive contributors (90+ days)
  • Review access levels
  • Update documentation

Quarterly audit:

  • Full access review
  • Verify compliance with policies
  • Update team documentation
  • Test invitation process

Troubleshooting

Contributor Can't Accept Invitation

Common issues:

1. Email not received:

  • Check spam/junk folder
  • Verify email address correct
  • Resend invitation
  • Try different email address
  • Check email filters

2. Invitation expired:

  • SITE123 invitations expire after period
  • Cancel old invitation
  • Send new invitation

3. Link doesn't work:

  • Invitation may have been canceled
  • Link might be broken
  • Copy full URL manually
  • Request new invitation

4. "Already a member" error:

  • Email already added to site
  • Check contributors list
  • May need to remove and re-add

Contributor Can't Access Website

Diagnosis:

  1. Verify invitation accepted
  2. Check contributor is logged into SITE123
  3. Confirm using correct email address
  4. Verify website appears in their dashboard
  5. Check access not removed

Solutions:

  • Log out and back in
  • Clear browser cache
  • Try different browser
  • Check invitation status
  • Contact SITE123 support

Can't Add More Contributors

Cause: Plan limit reached

Solutions:

  • Remove inactive contributors
  • Upgrade to higher plan
  • Prioritize essential team members
  • Use time-limited access (rotate contributors)

Removed Contributor Still Has Access

Check:

  1. Verify removed from contributors list
  2. Contributor logged out and back in?
  3. Browser cache cleared?
  4. Multiple SITE123 accounts?

Immediate fix:

  1. Verify removal in settings
  2. Ask contributor to log out completely
  3. Wait 5-10 minutes for sync
  4. Change editor password (if enabled)
  5. Contact SITE123 support if persists

SITE123 Mobile App Contributor Access

Mobile Contributor Management

SITE123 mobile app (if available):

View contributors:

  • Mobile Dashboard → Settings → Contributors
  • View contributor list
  • Check status

Limited management:

  • May not allow adding contributors
  • May not allow removal
  • Use desktop for full management

Recommendation: Manage contributors from desktop for full features.

Multi-Website Management

Same Contributor, Multiple Sites

Scenario: Contributor needs access to multiple SITE123 sites

Setup:

  1. Invite to each website separately
  2. Contributor uses same SITE123 account
  3. All sites appear in their dashboard
  4. Separate access levels per site

Benefits:

  • Centralized login
  • Easy site switching
  • Individual site permissions

Collaboration Features

Comments and Notifications

Some SITE123 plans include:

  • In-editor comments
  • Change notifications
  • Activity feeds
  • Contributor alerts

Enable notifications:

Settings → Notifications → Contributor Activity

Get alerts for:

  • New contributor added
  • Content published
  • Major changes made
  • Pages deleted

Next Steps

Quick Reference

When to Add Contributors

Add when:

  • Team member needs regular access
  • Long-term collaboration
  • Specific content responsibility
  • Multiple people managing site

Don't add for:

  • One-time consultation
  • External review (use preview link)
  • Temporary feedback
  • Non-editing stakeholders

Contributor Lifecycle

1. Identify need for contributor
   ↓
2. Send invitation
   ↓
3. Contributor accepts
   ↓
4. Provide training/guidelines
   ↓
5. Monitor activity (ongoing)
   ↓
6. Review access quarterly
   ↓
7. Remove when no longer needed
   ↓
8. Document removal
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