User roles should reflect the tasks people need to perform. A writer, a content approver and a technical administrator have different responsibilities. Map those tasks before granting access, and revisit access when people change roles or leave the organisation.

A practical approach

Prefer named accounts and a clear ownership record. Shared access makes it harder to understand who changed something and complicates offboarding. The exact permissions depend on the platform, so verify what each role can actually do rather than relying only on its label.

Your checklist

  • List tasks for each type of user.
  • Grant access appropriate to those tasks.
  • Keep a process for reviewing and removing unused access.

For example

A freelance writer may need to create drafts without publishing or changing site settings. A role tailored to that work lets the business review content while keeping unrelated administration separate.

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