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.

Adding users to your workspace

Users can join your workspace through the following methods:

1. Create an account for the user: Administrators can manually create user accounts.

2. Invite users or self-registration: Users can be invited by an admin or register themselves through the workspace's sign-up page.

Additionally, users can be added via Identity management and authentication services integrated with your Rocket.Chat workspace.

Add a new user

To manually add a new user:

1. Navigate to Administration > Workspace > Users.

2. Click New User in the top right corner.

3. Enter the values for the following fields:

   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.
   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.
   Role*	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.
   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.

4. Click Save to complete the process.

• Manually created users will initially be tagged as pending. Once they log in for the first time, their status is updated to active.

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

Invite users to your Rocket.Chat workspace

To invite users to join your workspace:

1. Go to Administration > Workspace > Users.

2. Click the Invite button in the top right corner.

3. Enter the email addresses of the invitees.

4. Click Send to dispatch the invitations. Invitees will receive an email to create an account and access the workspace.

For self-managed workspaces, SMTP is required for your workspace to send invitations.

Manage users

The User menu is divided into four sections: All, Pending, Active, and Deactivated. You can search for and select a user from the user list to view their details. To update a user’s information, click the Edit button from the User Info tab. Click the kebab menu next to the Edit button for additional management actions. To filter users by roles, select the roles from the filter input next to the search bar.

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.

Workspace admins can perform various actions by selecting the appropriate button from the kebab menu next to each user. The available actions are:

• Deactivate/activate the user

• Delete the user

• Make Admin

• Reset E2E Key

• Reset TOTP

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's account is pending until they log in from their welcome email or the login page and activate their account. Workspace admins have the option to resend this welcome email and remind the user to log in in case they have forgotten.

If the “Manually approve new user" setting is enabled, the workspace admin must activate the newly registered 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 from the actions button next to each user to either activate/deactivate the user, delete the user, or resend the welcome email.

Active

The Active tab shows users whose accounts are activated (if applicable) and who have logged in for the first time. It displays each user's name and username. Workspace admins can perform various actions by selecting the appropriate button from the kebab menu next to each user. These actions include promoting/demoting the user as an admin, resetting their E2E key, deactivating their account, or deleting the user.

Deactivated

The Deactivated tab displays users whose accounts were once active but have been deactivated. Each entry shows the user's name and username. Workspace admins can reactivate or delete the user's account using the appropriate button from the kebab menu next to each user.