Users

The Users menu provides access to various account management functions for users within your Rocket.Chat workspace. This guide will help you navigate the user management settings, allowing you to view and manage your team members' accounts efficiently.

To access this menu, go to Administration > Workspace > Users. There are two basic ways for users to join your workspace:

1. Create an account for the user.

2. User registers through your workspace sign-up page.

If the “Manually approve new user" setting is enabled, the workspace admin must activate the new user’s account before they can access the workspace.

You can also add users through Identity management and authentication services.

Add new users

To add(create) new users:

• Navigate to Administration > Workspace > Users.

• Click New user on the top right.

• Enter user details.

• Hit Save.

The settings Set random password and send by email and Send welcome email will require SMTP enabled to send emails successfully

Invite users to your Rocket.Chat workspace

To invite users to sign up on your workspace,

• Navigate to Administration > Workspace > Users.

• Click Invite button on the top right.

• Enter the email of the invitees

• Hit Send, and they’ll receive an invite in their email to create an account and join the workspace.

For self-managed workspaces, you need to have SMTP enabled to send emails through the workspace. If you wish not to do so, you can still invite team members by creating their credentials.

List users

The User menu is divided into two sections: All and Pending. The All tab displays all the users in your workspace, while the Pending tab filters a list of the pending users.

From the user list, you can search and select a user to view their information.

• Click the Edit button to update any of the users' information.

• Click the kebab menu beside the Edit button to handle additional management actions for the user such as Deactivate, Delete, Make Admin, Reset E2E key, and Reset TOTP.

All

The All tab displays a list of all the users in your workspace, including bots. Each user's name, username, and registration status are displayed. To get more details about a user, select the user to view their user info.

A user’s registration status can be one of the following:

• Pending: The user has registered and their account is pending activation by an admin, or the admin created the user and they have not logged in for the first time.

• Active: The user account has been activated by an admin, or the user has logged in for the first time.

• Deactivated: The user has been deactivated by an admin.

Pending

The pending tab displays users whose accounts are not activated (if required) and who have not logged in for the first time. When an admin creates a user, the user account is pending until they click the login button from their welcome mail or log in through the login page and activate their account. Workspace admins have the option to resend this welcome email and remind the user to login in case they have forgotten.

If the “Manually approve new user" setting is enabled, the workspace admin must activate the new user’s account before they can access the workspace. During registration, users are also requested to state their reason for joining the workspace.

Each user's name, username, and pending action are displayed. The "Pending Action" column shows whether the user needs to be activated or complete their first-time login. Workspace admins can select the appropriate action button next to each user to either activate the user or resend the welcome email.