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Use Settings > Users to control who can access your Roomote deployment. Users are deployment-level. Roomote does not make each deployment manage separate organizations or workspaces inside the app. Instead, admins choose who can sign in, invite new people, assign roles, remove access, and create password reset links for email/password accounts.

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Roles

Roomote has two user roles: The first user in a deployment becomes the founding admin. After that, admins can invite people as either Admin or Member, and can change another user’s role from the user list. Roomote protects the deployment from losing all admins:
  • you cannot change your own role
  • you cannot demote the last active admin
  • you cannot remove yourself
  • you cannot remove the last active admin
If you need to step down as admin, promote another user first.

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Who can sign in

Roomote supports several sign-in paths. Which ones appear depends on how the deployment is configured. An invite link can be used with email/password or with any configured sign-in provider. This is useful when you want to invite someone who is outside your Slack workspace or Microsoft tenant, or when you want to grant a specific role at join time. When someone opens a valid invite, Roomote identifies the invited role before they sign in and lets them continue with a configured provider or create an email/password account. New Members then link any eligible personal accounts and see the ways they can invoke Roomote. Existing users can still sign in when an invite has expired, been revoked, or been used up. Operators can also configure an email allowlist for a self-hosted deployment. When that allowlist is active, a user still needs to pass the normal sign-in rules and have an allowed email address.

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License and seats

A Roomote deployment is free for up to 10 users. Every registered user account in the deployment counts toward the limit, whichever sign-in path or surface they use. Removed users free their seat. To add more than 10 users, buy a self-hosted license on Roomote Cloud, then apply its key in either of these ways:
  • enter it in Settings > Users > License as an admin, or
  • set R_LICENSE_KEY on the deployment (for example in Compose / .env.production); when that env var is set, it takes precedence over any key stored in Settings
The License section shows the current seat usage, license status, licensee, and expiry date. Purchased keys are issued annually and can be refreshed from the Roomote Cloud portal while the subscription is active. Replace the key in Settings or R_LICENSE_KEY after refreshing it. Keys are signature-verified locally. On self-hosted deployments, they are then activated with Roomote Cloud for the deployment’s stable installation ID. A paid seat limit remains active while the Cloud activation lease is current (up to 72 hours); without it, the deployment uses the free-seat limit. Roomote Cloud deployments use their provisioned valid license directly. Roomote Cloud records the current user count and short-lived peaks for subscription billing, independently of anonymous analytics. License usage is not sent to the Ping analytics service. Each license may be active on one deployment at a time. If you move a deployment, contact Roomote support to reset the existing activation before using its license key on the replacement. When all seats are in use, existing users keep working normally — only new sign-ups are blocked until a seat is freed by removing a user or a license key with more seats is added.

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Create invites

Admins create invites from Settings > Users. Each invite has:
  • a label, such as the person or team it is for
  • a role, either Admin or Member
  • a maximum number of uses
  • a 14-day expiration
When an invite is created, Roomote copies the link to your clipboard when the browser allows it. The full invite URL is only shown at creation time, so copy it before leaving the page. You can revoke an invite before it is used. Revoking an invite does not affect people who already joined with it.

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Customize account linking help

Admins can add deployment-specific guidance under Settings > Users > Account linking help. Roomote appends this text when an unlinked user tries to start work from a source-control comment, Discord, or Telegram. Use it to explain how someone can request an invite or whom to contact. Markdown links are supported, but plain text with a full URL works across every supported surface. Leave the field blank to use Roomote’s built-in account linking message without extra guidance. Slack and Microsoft Teams prompts do not use this setting because users enter through their configured workspace or tenant rather than an invite.

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Manage existing users

The user list shows active users, their email address, join date, and current role. Admins can:
  • promote a member to admin
  • demote an admin to member, as long as another admin remains
  • remove a user from the deployment
  • create a password reset link for users with an email/password credential
Removing a user signs them out immediately and removes their linked auth accounts. Their task history stays in Roomote so old work still has useful attribution. A removed person can join again later through a new invite or through an allowed organization sign-in path.

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Password reset flow

Roomote uses admin-created password reset links for email/password accounts. There is no public self-serve “forgot password” email flow. To reset a user’s password:
  1. Open Settings > Users.
  2. Find the user.
  3. Click the reset password action.
  4. Create the reset link.
  5. Send the link to the user through your preferred secure channel.
Reset links expire after one hour. When the user opens the link, they choose a new password on the Roomote reset page and then sign in again. Existing sessions are revoked after the password is reset. The reset action is only available for users who have an email/password credential. If a user signs in only through Slack, Microsoft, or another OAuth provider, reset their password in that provider instead.

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Common issues

  • A new teammate cannot create an account. Send them an invite link, or confirm they belong to the configured Slack workspace or Microsoft tenant. If they see a message about the licensed user limit, the deployment is out of seats — free one up or add a license key under Settings > Users.
  • The invite link no longer works. It may be expired, revoked, or used up. Create a new invite from Settings > Users.
  • The password reset action is disabled. The user is OAuth-only. Reset their password in Slack, Microsoft, or the identity provider they use.
  • An admin cannot be demoted or removed. Promote another active admin first.