Administrator (WordPress) / Site Owner (Squarespace): Full access. Can add users, change site settings, and edit everything.

Editor / Contributor (WordPress) / Website Editor (Squarespace): Can create and update content but may have limited access to design or global settings.

Author (WordPress only): Can publish and manage only their own posts.

Best practice: Only keep as many full-access accounts as absolutely necessary. For team members who only need to add blog posts, give them editor-level permissions. This keeps the site secure while allowing collaboration.

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Edit Pages & Posts

Making changes should feel manageable if you follow step sequences.

Updating a Page (WordPress & Squarespace)

1. Log in to your dashboard.
   
2. Navigate to Pages.
   
3. Select the page you want to edit.
   
4. Place your cursor in the content area and make your text updates.
   
5. Review the formatting with the preview function.
   
6. Save or publish changes.
   

Creating or Editing a Blog Post

1. From the dashboard, go to Posts (WordPress) or Blog (Squarespace).
   
2. Click Add New (WordPress) or + New Post (Squarespace).
   
3. Add your title and write or paste your content.
   
4. Assign categories or tags for organization (keep them simple and consistent).
   
5. Add a featured image (if applicable).
   
6. Preview, then publish.
   

Tip: For consistency, match headings, fonts, and spacing to existing pages. Small style mismatches can cause your site to feel disjointed.

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Media Hygiene

Images and files bring a site to life, but they need care.

• Alt Text: Always write a short description of the image in plain words. Example: “Woman holding coffee cup at a desk” instead of “IMG_345.” Alt text helps with accessibility and search engines.
  
• File Naming: Rename before uploading. Use short, descriptive names with hyphens. Example: summer-camp-registration.jpg instead of finalversion2.jpg.
  
• Compression: Think of it as “lightening the load.” Smaller file sizes keep your site fast. A compressed image still looks good but doesn’t slow the page.
  

Golden rule: If you wouldn’t recognize a file name six months later, rename it before you upload.

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Menus & Navigation

Navigation is how visitors find their way around. A thoughtful menu makes a site easy to use.

• When to Add: If a new service, program, or resource becomes permanent and valuable, add it to the main menu.
  
• When to Consolidate: If you notice your menu has more than 6–7 top-level items, consider combining similar pages under one dropdown. Too many choices create confusion.
  

Example: Instead of listing “Workshops,” “Webinars,” and “Courses” separately, consolidate under “Learning.”

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SEO Basics for Humans

Search engines reward clarity and consistency. Keep it simple and human-friendly.

• Titles: Each page needs a unique title, ideally 50–60 characters. It should clearly say what the page is about.
  
• Meta Descriptions: Write a one-sentence summary of the page (up to 155 characters). Think of it as your site’s “elevator pitch” in search results.
  
• Readable Slugs: A slug is the text after the domain name. Example: /about-us instead of /page?id=23. Short, clear slugs help people and search engines alike.
  

Pro tip: Write for people first. If a phrase sounds awkward when spoken aloud, refine it.

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Common Fixes

If the Layout Breaks

• Check if you accidentally deleted a section or dragged an element out of place.
  
• Use “Undo” or “Revert to Draft” if available.
  
• Compare with another page for reference.
  

Rolling Back Content

• WordPress: Look for the “Revisions” tab to restore a previous version.
  
• Squarespace: Use “Undo” or revert to a backup draft if one exists.
  
• If all else fails, re-paste the original text from your last saved version.
  

Mindset: Mistakes happen. Almost every change can be reversed or rebuilt. Don’t panic.

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Care Calendar

Monthly

• Review pages for outdated text or broken links.
  
• Check blog posts for formatting consistency.
  
• Replace any seasonal or time-limited images.
  

Quarterly

• Audit navigation: is the menu still clear and simple?
  
• Test your contact form to confirm messages are being received.
  
• Read your site on mobile to check for readability.
  
• Refresh SEO basics: titles, meta descriptions, and slugs.
  

Remember: A website is never “done.” Care is ongoing, like tending a garden.

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FAQ

Q1: Can I edit without breaking the design?
Yes—stick to the content areas (text and images). Avoid deleting structural elements like columns or banners unless you’re confident.

Q2: What if I forget my password?
Both WordPress and Squarespace have secure password reset links on the login page. Keep recovery emails up to date.

Q3: Do I need to add alt text for decorative images?
If an image is purely decorative (like a background shape), you can leave alt text blank. For photos or graphics with meaning, always include it.

Q4: Should I use lots of categories and tags?
No. A few consistent categories are better than many scattered ones. Tags should add clarity, not clutter.

Q5: How often should I update content?
Aim for monthly reviews, even if no major updates are needed. This keeps your site accurate and trustworthy.

Q6: Can I test edits without making them live?
Yes. Use “Preview” before publishing to see how changes look without affecting the live site.

Q7: What if my site looks different in another browser?
Check the main browsers (Chrome, Safari, Edge). Minor differences are normal, but if something is broken, review formatting or ask for developer support.