Workspace FAQ

To access your workspace:

1. Open your browser and enter the URL provided by your workspace administrator. It typically follows this format:
   https://your-workspace-address.rocket.chat

2. Log in using your username and password.

For step-by-step guidance, see the Access Your Workspace guide.

Yes. Rocket.Chat provides mobile apps for both iOS and Android, available on the App Store and Google Play.

After installing the app, enter your workspace URL and your login credentials to sign in.

Need help? See the Install Desktop and Mobile App guide for installation steps.

If you're unable to log in:

1. Double-check your workspace URL, username, and password for accuracy.

2. If you’ve forgotten your password, click the “Forgot your password?” link on the login screen to reset it.

3. If you still can’t log in, reach out to your workspace administrator for assistance.

Yes, both the desktop and mobile apps allow you to switch between workspaces by adding a new server.

• Desktop app: Click the plus (+) icon below the workspace list in the left sidebar to connect to a new workspace.

• Mobile app: Tap the workspace title, select Add workspace, and enter the new workspace URL and your login credentials.

Rocket.Chat requires an internet connection for real-time messaging. However, previously loaded messages might still be accessible offline due to local caching, depending on your browser or app settings.

To enforce email-based two-factor authentication (2FA) for a specific role in Rocket.Chat:

1. Ensure that SMTP is configured and functional in your workspace.

2. Go to Administration > Workspace > Settings > Accounts and:

   • Enable Two Factor Authentication.

   • Enable Two Factor Authentication via Email.

3. In the same section, go to Registration, and:

   • Enable Require email verification to login.

4. Go to Administration > Workspace > Permissions and:

   • For the desired role, click the pen icon to edit the role and enable Users must use Two Factor Authentication.

Note: Role-based enforcement is only available on the Enterprise plan.

When users with the specified role log into the workspace, they will receive an authentication code via email and will be required to enter it before gaining access.

To update the logo shown in the server list of the desktop app:

1. Go to Administration > Workspace > Settings > Assets.

2. Upload an SVG format of your logo in the favicon (svg) field.

To update the logo shown in the server list of the mobile app:

1. Go to Administration > Workspace > Settings > Assets.

2. Upload a 512x512 PNG version of your logo in the android-chrome 512x512 (png) field.

To disable a new user registration:

1. Log in to Rocket.Chat account that has administrative privileges.

2. Go to Administration > Workspace > Settings > Accounts.

3. Scroll to the Registration section.

4. You’ll see the Registration Form option, which is set to Public by default. Change it to Disabled , then save your changes.

By setting the registration form to Disabled, no new user registrations will be accepted. Existing users can still log in and use the platform as usual.

Use a Secret Registration URL (optional)

Instead of disabling registration completely, you can limit it to only users who have a secret link:

1. Set Registration Form to Secret.

2. Enter a random string in the Registration Form Secret URL field (e.g., my-secret-code) and save your changes.

This will make your workspace registration page accessible only at:
https://yourdomain.com/register/my-secret-code

Admins can share this link manually with users who are allowed to register.

Email verification ensures that only users with verified email addresses can log in to your workspace.

To require email verification during registration:

1. Go to Administration > Workspace > Settings > Accounts

2. Under the Registration section, enable Require email verification to login.

Once enabled, users must verify their email before logging in.

Workspace admins can also verify a user's email manually:

1. Go to Administration > Workspace >Users.

2. Find and edit the user and enable the Mark email as verified toggle.

Make sure your SMTP settings are properly configured so Rocket.Chat can send verification emails.

Messages in public channels are visible to all workspace users, including administrators. However, private channels and direct messages are only accessible to their members, unless the workspace has Message Auditor roles enabled.

Users with the Message Auditor role can access all messages (public or private) via the audit panel. Their actions are recorded in Audit Logs, which can be reviewed by other auditors.

For maximum privacy, use end-to-end encrypted (E2EE) or off-the-record messaging, these prevent even auditors from accessing the messages.

Workspace notifications can be customized at different levels:

• Default workspace settings: Workspace admins can adjust Accounts settings to define default notification behavior, including email, room, message alerts, and sound volume. Users can later manage their own preferences in their account settings.

• Global notification behavior: Users can adjust how notifications work across the workspace in the Notifications setting under General settings.

• Per-room notifications: Users can customize notifications for individual rooms, such as muting alerts or changing mentions.

• Mobile push notifications: Users can configure mobile push notifications to stay connected when using the Rocket.Chat mobile apps.