Invite and Add Users

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This guide describes the available options for adding users to your workspace. You can:

  • send an email invitation

  • manually create a user account

You can also share your workspace URL so users can register themselves. For details, see Access Your Workspace.

To view and manage users as an administrator, go to Manage → Workspace → Users. The Users screen lists all workspace users, including app and bot accounts.

Inviting a new user via email

If your SMTP server is not configured, a warning will appear asking you to set it up. Follow the steps in Configure Email to complete the setup.

You can invite users to your workspace by sending email invitations directly from Manage → Workspace → Users.

To invite users:

  1. Go to Manage → Workspace → Users.

  2. Click Invite in the top-right corner. The Invite Members panel appears.

  3. In the Send invitation email field, enter one or more email addresses. You can paste multiple emails separated by commas or line breaks.

  4. Click Send. A confirmation message indicates that the invitations are being sent.

  5. Each invited user receives an email titled “Welcome to <Workspace Name>” containing a Join Chat button.

The email invitation includes:

  • the workspace name

  • a link to join using the Join Chat button

  • a brief message inviting the user to access the workspace

If third-party authentication services (such as GitHub or Google) are enabled, users can register using those services. After a user accepts the invitation and logs in, their account appears on the Users screen.

Add a new user manually

To manually create a user account:

  1. Click New user in the upper-right corner. The form to add a user appears.

  2. Complete the user information form with the required details:

Field

Description

Email*

Enter the email address for the user. This email is used for login notifications and workspace communication. If email is required for login in your workspace, this field is mandatory.

Mark email as verified

Marks the email address as already verified. This prevents the user from needing to verify it themselves. Use this if email verification is required in your workspace settings.

Name*

The full name of the user as it will appear in the workspace.

Username*

A unique identifier used for mentions and login.

  • Usernames can include letters, numbers, hyphens, underscores, and periods.

  • Spaces and other special characters are not allowed.

Voice call extension

Enter the voice call extension for the user, if required for Rocket.Chat Voice.

Password

  1. Set randomly and send by email: Generates a random password automatically and emails it to the user.

  • This option requires SMTP email to be configured.

  • The user receives a temporary password and will be prompted to change it after the first login.

  1. Set manually: Manually enter and confirm a password for the user. If password policies are enabled, password strength validation appears during entry.

Require password change

Forces the user to change their password the first time they log in. This option applies only when a manual password is set.

Roles*

Assign one or more roles to the user. Roles define permissions and the level of access the user has in the workspace.

Join default channels

Automatically adds the user to the workspace’s default channels on first login.

For example, #general is commonly configured as a default channel.

Send welcome email

Sends an email inviting the user to join the workspace. This feature requires SMTP email configuration.

Status message

Optional status text shown next to the user's name in the workspace.

Bio

A short description or introduction that appears in the user’s profile.

Nickname

An alternate display name the user can use instead of their full name.

Phone number and Label

Optional phone numbers for the user, in the Phone Numbers section. The form starts with one empty row. If you leave it empty, the user is created without a phone number.

  • In Phone number, enter the number, for example +15550100101.

  • In Label, you can name the number, for example Home. A label can have up to 50 characters. In the user's details, each label appears above its number.

  • To add another number, click Add number. A user can have up to 10 phone numbers.

  • To remove a number, click the Remove icon next to it.

  • If a number is invalid or a label is longer than 50 characters, an error appears under that field when you save, and nothing is saved until you correct it.

  1. Click Add user.

The account is created immediately. Manually created users are shown as Pending until they log in for the first time, after which they appear as Active.

To modify any user details, select the user and edit the information in the User Info panel. You can also update the user’s profile picture from the same panel. For more information, see Manage Workspace Users.

About the rocket.cat bot

The rocket.cat bot is included by default in Rocket.Chat workspaces. It provides administrators with updates, alerts, and notifications about version changes and other important events. Like any other workspace user, the bot account can be customized, deactivated, or deleted if required.

Rocket.Chat supports REST API endpoints that enable you to manage users. In the REST API, a user's phone numbers are a phones list. Each entry has a number and an optional label. A users.update request that sends the single phone field fails with a 400 error. Send phones instead. See Users API for details.

Rocket.Chat versions receive support for six months after release. End-of-life for any version is the last day of the month when support ends.