This guide describes the admin options available for managing users in your Rocket.Chat workspace. To access user settings, go to Manage > Workspace > Users.
The Users page
The Users page lists all the users in your workspace and provides the controls to view, edit, and manage their accounts.
Seats indicator
The seats indicator at the top right of the page shows how many seats are currently in use against your subscription limit (for example, 38/50) and how many remain available. Use this to monitor your workspace capacity before inviting new users.
Add users
Use the buttons at the top right of the page to add new users:
Invite: Send an email invitation to one or more users.
New user: Add a user manually by entering their details.
For complete steps, see Invite and Add Users.
Tabs
The Users page is divided into four tabs:
All: Lists every user in the workspace, including bots. Each row displays the user's name, username, email, roles, and registration status. Select a user to open their User Info panel. A user's registration status can be
Pending,Active, orDeactivated.Pending: Lists users whose accounts are not yet activated and who have not logged in for the first time. When an admin creates a user, the account remains pending until the user logs in from their welcome email or the login page.
Active: Lists users whose accounts are activated and who have logged in at least once.
Deactivated: Lists users whose accounts were once active but have been deactivated. From this tab, admins can reactivate or delete accounts using the kebab menu (⋮) next to each user.
Find users
Use the following controls above the user list to locate a specific user:
Search Users: Search by name, username, or email.
All roles: Filter the list to show only users assigned a specific role.
You can also sort the list by clicking the arrows next to any column header (Name, Username, Email, or Registration status).
User info panel
View user information
To view a user's details, click their row in the user list. The User Info panel opens on the right and displays:
User avatar and status indicator
Username
Roles
Local Time
Last login
Created at
The panel also provides three actions: Direct message to start a DM with the user, Edit to update their details, and a kebab menu (⋮) for additional actions such as resetting passwords, deactivating, deleting, or promoting the user to admin.
Edit user information
To edit an existing user's information:
On the Users page, click the user you want to edit.
In the User Info panel, click Edit.
Update any of the following fields in the Edit User panel, then click Save user.
Field | Description |
|---|---|
Profile Picture | Upload an image, revert to the user's default initial avatar, or use the Use URL for avatar field to set a picture by link. |
The user's email address. | |
Mark email as verified | When enabled, the user's email is treated as verified. Email verification is not required to log in unless you enable it under Accounts > Registration. |
Name | The user's display name. |
Username | The unique handle used to mention and identify the user. |
Password | Set the user's password. See Reset user password section for the available options. |
Roles | Assign or remove roles for the user. |
Send welcome email | When enabled, sends a welcome email to the user after the account is saved. Requires email settings to be configured. |
Status message | A short message shown alongside the user's status (for example, "In a meeting"). |
Bio | A longer description shown on the user's profile. |
Nickname | An alternative display name for the user. |
If you use VoIP in your workspace, you can also assign extensions to users. For more details, see the Assign extensions to users guide.
Reset user password
To reset a user's password, open the Edit User panel and choose one of the following Password options:
Option | Description |
|---|---|
Set randomly and send by email | Generates a random temporary password and emails it to the user. Make sure your workspace email settings are configured, or the email will not be delivered. The user is prompted to change the password the first time they log in. |
Set manually | Lets you enter and confirm a specific password for the user. If password policies are enabled, the panel shows real-time feedback on whether the password meets the rules. You must share this password with the user yourself. To force the user to change it on next login, enable Require password change. |
Actions menu
Each row in the user list includes a kebab menu (⋮) under the Actions column that provides quick administrative actions for that user. The same menu is also available below the user avatar in the User Info panel. The available options depend on the user's status and your workspace configuration.
Make Admin
Promotes the user to a workspace admin. Admins have full access to workspace settings and management options.
To promote a user, open the kebab menu (⋮) next to the user and select Make Admin.
To revoke admin access later, edit the user and remove the admin role from the Roles field, or use the Remove Admin option from the kebab menu.
For a full list of roles and their permissions, see Roles in Rocket.Chat.
Reset E2EE password
Ensure the End-to-End Encryption feature is enabled in your workspace before using this action.
Resets the user's End-to-End Encryption key. Use this when the user has lost their key, cannot decrypt messages, or requires re-verification as a security measure.
Resetting a user's E2EE key logs the user out of the workspace. When they log back in, a new encryption key is generated automatically. Access to encrypted rooms is restored as soon as at least one other room member is online. If all members are offline, access is restored once someone comes online.
To reset the E2EE key:
Open the kebab menu (⋮) next to the user and select Reset E2EE password.
In the confirmation modal, click Reset.
Reset TOTP
Ensure Two-Factor Authentication is enabled in your workspace and that the user has enabled a 2FA method for their account. The Reset TOTP option is only shown when these conditions are met.
Resets the user's TOTP (Time-based One-Time Password). Use this when the user cannot access their authenticator app or as a security measure.
Resetting the TOTP logs the user out. The user can set up 2FA again after they log back in by going to their profile settings and enabling 2FA.
To reset the TOTP, open the kebab menu (⋮) next to the user and select Reset TOTP.
Deactivate
Revokes the user's access without removing their data. Deactivated users cannot log in, but their account information, settings, DM rooms, and messages remain stored. Use this option when you need to temporarily revoke access or retain the user's information.
To deactivate a user, open the kebab menu (⋮) next to the user and select Deactivate. Deactivated users appear in both the All and Deactivated tabs.
Activate
Restores access for a deactivated user. Available only for users with the Deactivated status.
To reactivate a user, open the kebab menu (⋮) next to the user and select Activate. The user regains access to their account immediately.
Delete
Removes the user's account from the workspace. You can control how a deleted user's messages are handled using the Message Erasure Type field in the Message settings.
To delete a user, open the kebab menu (⋮) next to the user and select Delete.
Rocket.Chat also provides REST API endpoints for managing users. See the Users API reference for details.