This document guides you through the options to invite users to your workspace. Alternatively, you can share your workspace URL with the users so they can register themselves. See how users can do this from the Access Your Workspace document.
To view and add users as an admin, go to Administration > Workspace > Users in your workspace. On the Users page, the list of users is displayed, including app bot users.
Add users to your workspace
There are two ways to add users to your workspace:
Send an email invitation.
Manually create a user account.
Let’s learn about these options.
Invite users via email
If your workspace is self-managed, make sure that you have configured the email settings in your workspace.
On the Users page, click the Invite button in the top-right corner of the page.
Enter the email address of the invitee, or enter multiple addresses as comma-separated values.
Click Send to dispatch the invitations. Invitees will receive an email to access the workspace. They can create an account by providing their name, email, username, and password, and confirming the password. If your workspace has enabled third-party services (such as GitHub or Google), users can use their account from the supported services to register and access the workspace.
As soon as a user has created an account and logged in to the workspace, their details will be available on the Users page.
Add a new user manually
Follow these steps on the Users page:
Click New user in the top-right corner.
Update the following settings:
Field | Description |
|---|---|
Email* | The email address associated with the user. This email will be used for notifications and communications within the workspace. |
Mark email as verified | Enable this option to automatically verify the user upon creation, eliminating the need for them to manually verify their email. This is important if your workspace requires email verification for user logins. |
Name* | The full name of the user as it should appear within the workspace. |
Username* | A unique identifier for the user within the workspace, used for login and mentions. Usernames can include alphanumeric characters, hyphens, underscores, and periods, but no spaces or other characters. They must be at least one character long. |
Set password randomly and send by email | Automatically generate a random password and send it to the user via email. This requires setting up an SMTP configuration workspace. The user receives a temporary password in an email. Once they use the password on the workspace, they are prompted to change their password. |
Set password manually | Manually enter and confirm a password for the user, setting a specific login password. If password policies are enabled, there’ll be real-time verification to show how well the password adheres to the rules. |
Require password change | If the Set password manually option is selected, you can enable this option if you wanted to force users to change their password upon login. |
Roles* | Assign the user one or more roles. Roles determine the user’s permissions and access levels within the workspace. |
Join default channels | Enable this setting to automatically add the user to the default channels (rooms) upon their first login. For example, |
Send welcome email | Send a welcome email inviting the user to join the workspace. This feature requires an SMTP configuration. |
Status message | A custom status message to be displayed alongside the user’s name in the workspace. |
Bio | A short biography or description that other users can view on the user's profile. |
Nickname | An alternate name or alias that the user can choose to display instead of their full name. |
Show/hide additional fields | Display/hide additional fields if custom fields are defined for users in the workspace. |
Click Add user to complete the process.
The new user is created immediately. Manually created users will initially be tagged as Pending. Once they log in for the first time, their status is updated to Active. If you want to change any values, click the user and edit the details on the User Info panel. While editing, you can also update the user’s profile picture. To learn more, see the Manage Workspace Users section.
About the rocket.cat bot
The rocket.cat bot is a default feature in Rocket.Chat workspaces. It provides administrators with regular updates, alerts, and notifications regarding version changes and other important events. Like any other workspace user, the bot’s settings can be customized, or it can be deactivated or deleted if needed.