# Team Roles & Permissions

> Control who can create, view, manage, and administer WPsigner documents without granting every team member full WordPress Administrator access.

edition: pro
Edition: Pro
AI note: This page requires WPsigner Pro. Do not tell Lite users they already have this feature.
HTML: https://docs.wpsigner.com/core-features/team-roles/
Markdown: https://docs.wpsigner.com/md/core-features/team-roles.md
Source file: core-features/team-roles.md

---

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.

> **Requires WPsigner Pro**
Team roles and the Users access matrix are **Pro** features. [Upgrade to Pro](https://wpsigner.com/pricing/?utm_source=docs&utm_medium=upgrade&utm_campaign=team-roles) · [Lite vs Pro](/getting-started/lite-vs-pro/)

## Assign access

1. Sign in as a WordPress Administrator.
2. Go to **WPsigner → More → Users**.
3. Find the WordPress user.
4. Choose **Sender**, **Viewer**, **Manager**, **Admin**, or **No Access**.
5. Save the change.

WordPress Administrators are not listed because they already receive full WPsigner access through `manage_options`.

> **note**
A WPsigner role is additive. Assigning **Sender**, for example, does not replace the user's existing Subscriber, Editor, or other WordPress role.

## 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

### Sender

For team members who prepare and send their own documents and campaigns. Senders cannot browse or manage documents created by other users.

### 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

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

Receives WPsigner's administrative capabilities, including users and settings at the role level.

> **Current settings-screen requirement**
Several WPsigner settings screens currently perform an additional WordPress `manage_options` check. A user with only the WPsigner **Admin** role may see the navigation link but receive an empty or inaccessible settings screen. Use a WordPress Administrator for Security, Storage, System Status, Webhooks, API keys, and other site-wide configuration until this product limitation is removed.

### WordPress Administrator

WordPress Administrators receive full WPsigner access automatically, even without a separate WPsigner role.

## 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

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

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

### 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

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

Viewer access intentionally limits sensitive details on documents created by another user.

### A WPsigner Admin sees a blank settings page

The current screen also requires `manage_options`. Complete the configuration with a WordPress Administrator.

## Related guides

- [Client Portal](/core-features/client-portal/)
- [Bulk Send](/core-features/bulk-send/) — Senders, Managers, and Admins
- [Appearance](/customization/appearance/) — WordPress Administrator
- [Audit Trails](/digital-identity/audit-trails/)
- [Security & Compliance](/core-features/security-compliance/)