WPsigner adds four team roles on top of a user’s normal WordPress role. Use them to separate document creation, organization-wide visibility, management, and administration.
Assign access
Section titled “Assign access”- Sign in as a WordPress Administrator.
- Go to WPsigner → More → Users.
- Find the WordPress user.
- Choose Sender, Viewer, Manager, Admin, or No Access.
- Save the change.
WordPress Administrators are not listed because they already receive full WPsigner access through manage_options.
Role matrix
Section titled “Role matrix”| Ability | Sender | Viewer | Manager | WPsigner Admin | WordPress Administrator |
|---|---|---|---|---|---|
| Open WPsigner | Yes | Yes | Yes | Yes | Yes |
| Create and send documents | Yes | No | Yes | Yes | Yes |
| Create campaigns | Yes | No | Yes | Yes | Yes |
| View own documents | Yes | Yes | Yes | Yes | Yes |
| View all users’ documents | No | Yes | Yes | Yes | Yes |
| Edit/delete other users’ documents | No | No | Yes | Yes | Yes |
| View audit trails | Own | All | All | All | All |
| View sensitive signer details on other users’ documents | No | No | Yes | Yes | Yes |
| Manage WPsigner users | No | No | No | Yes | Yes |
| Manage settings and integrations | No | No | No | See note below | Yes |
Roles explained
Section titled “Roles explained”Sender
Section titled “Sender”For team members who prepare and send their own documents and campaigns. Senders cannot browse or manage documents created by other users.
Viewer
Section titled “Viewer”Provides organization-wide read-only visibility. Viewers can see all documents and audit trails, but cannot create documents or modify another user’s records. Sensitive signer details remain restricted unless the document belongs to that Viewer.
Manager
Section titled “Manager”For operational leads who need to create documents and manage documents from the whole organization. Managers do not receive access to administrative settings or user-role management.
WPsigner Admin
Section titled “WPsigner Admin”Receives WPsigner’s administrative capabilities, including users and settings at the role level.
WordPress Administrator
Section titled “WordPress Administrator”WordPress Administrators receive full WPsigner access automatically, even without a separate WPsigner role.
Document ownership rules
Section titled “Document ownership rules”- The WordPress user who creates a document is its owner.
- Senders are filtered to their own documents and campaigns.
- Viewers, Managers, WPsigner Admins, and WordPress Administrators can list all documents.
- Only Managers and administrators can modify another user’s document.
- A Viewer’s own legacy document may still pass the ownership check for modification, but the Viewer role does not expose the create workflow.
Client Portal behavior
Section titled “Client Portal behavior”The [insigner_admin_portal] shortcode follows the same visibility rules:
- Sender: own documents.
- Viewer: all documents, read-only for other owners.
- Manager: all documents, with management permissions.
- WPsigner Admin / WordPress Administrator: all documents.
The signer portal, [insigner_client_portal], is different: any logged-in WordPress user can use it, and documents are matched by email instead of WPsigner role.
Capability reference
Section titled “Capability reference”For custom code and role-management plugins, WPsigner uses these capabilities:
| Capability | Purpose |
|---|---|
wps_access | Open WPsigner |
wps_create_documents | Create documents |
wps_send_documents | Send signing requests |
wps_create_campaigns | Create public campaigns |
wps_view_all | View all users’ documents |
wps_manage_all | Modify all users’ documents |
wps_manage_settings | Manage WPsigner settings |
wps_manage_users | Assign WPsigner roles |
wps_manage_templates | Manage templates |
wps_manage_webhooks | Manage webhooks |
wps_manage_digital_id | Manage certificate settings |
view_wps_audit | Read document audit trails |
Do not grant individual capabilities without testing the related screen: some administrative pages also require manage_options.
Troubleshooting
Section titled “Troubleshooting”A team member cannot see WPsigner
Section titled “A team member cannot see WPsigner”Assign one of the four WPsigner roles, confirm the account can log in to WordPress, then sign out and back in.
A Sender cannot find another user’s document
Section titled “A Sender cannot find another user’s document”This is expected. Use Viewer for organization-wide read-only access or Manager for organization-wide management.
A Viewer can see a document but not signer details
Section titled “A Viewer can see a document but not signer details”Viewer access intentionally limits sensitive details on documents created by another user.
A WPsigner Admin sees a blank settings page
Section titled “A WPsigner Admin sees a blank settings page”The current screen also requires manage_options. Complete the configuration with a WordPress Administrator.
Related guides
Section titled “Related guides”- Client Portal
- Bulk Send — Senders, Managers, and Admins
- Appearance — WordPress Administrator
- Audit Trails
- Security & Compliance