Romulus lets you add and manage the members of your phone system directly from the dashboard. Each user you create gets their own phone extension and can make and receive calls immediately. This guide covers everything you need: adding users, editing their settings, and organizing them into groups.
Where to Find This Section
From the side menu, click Team. You will find two tabs: Users and Groups.
Adding a New User
Go to the Users tab.
Click the + Add User button in the top-right corner. A screen will appear with the fields to fill in.
Enter the following details:
First name and Last name
Email — used to log in to the Romulus app
Password
Phone number — the user's personal contact number (not the phone system number)
Language — the language the user will see in the app (e.g. English, Italian)
Role — choose between User or Administrator (see below)
Click to confirm. The new user will receive an invitation email automatically.
💡 Each user you create is automatically assigned a phone extension they can use to make and receive internal and external calls.
Roles
Role | What they can do |
User | Standard access — can make and receive calls |
Administrator | Full access to the dashboard and all settings |
⚠️ Note: The maximum number of users depends on your subscription plan. Contact the Romulus team if you need to add more users than your current plan allows.
Managing an Existing User
To edit or configure a user, click the ... menu next to their name in the Users list. The following options are available:
Edit — update the user's name, surname, email, and other personal details
Configure extension — set the user's internal phone extension number
Enabled numbers — choose which phone system numbers the user can use for outgoing calls
Change role — switch the user between User and Administrator
Delete — permanently remove the user from the phone system
Groups
Groups let you organize users so that incoming calls are distributed across multiple people. You can create a group by going to the Groups tab and clicking + Create Group in the top-right corner.
There are three types of groups:
Type | How it works |
Standard | All users in the group ring at the same time |
Cascade | Users ring one after the other in sequence |
Queue | Calls are queued and distributed to available users |
Each group is assigned its own internal extension, just like individual users.
Frequently Asked Questions
How many users can I add?
The maximum number of users depends on your subscription plan. Contact the Romulus support team to find out what your plan includes or to upgrade.
Does a new user receive any notification?
Yes. When you create a new user, Romulus automatically sends them an invitation email with their login credentials.
What is a phone extension?
An extension is the internal number assigned to each user. It allows team members to call each other directly within the phone system without using an external number.
What is the difference between User and Administrator?
A User can make and receive calls but cannot access dashboard settings. An Administrator has full access to the platform, including all configuration options.