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How to Create and Manage Team Members

Invite team members to your Romulus account, assign roles, and manage user access and extensions.

Quick Start — Add a Team Member in 3 Minutes

🚀 Adding a new user? Team → Create User → fill in name, email, password, phone → assign role → Create

Takes about 3 minutes. They can log in immediately.

The Team Section

From the side menu, click Team. This lists all users with access to your Romulus account. As an Administrator or Owner, you can add users, change roles, and configure extensions.

Creating a New User

Before you begin

Decide whether this person needs User or Administrator access before creating their account.

How to create

  1. Click Create User.

  2. Enter First Name and Last Name.

  3. Enter their Email Address — this is their login email.

  4. Set a Password for their account.

  5. Enter their Phone Number with country code.

  6. Select their preferred Language.

  7. Assign a Role: User or Administrator.

  8. Click Create.

Once created, the user can log in immediately with the email and password you set.

Understanding Roles

User

Standard access. Can work with agents, view call logs, and use features. Cannot manage other team members, billing, or account settings.

Administrator

Full access. Can do everything a User can, plus manage team members, billing, and account-level settings.

Owner

The account owner has all Administrator permissions. There is one Owner per account — it cannot be changed by other admins.

💡 Assign Administrator only to people who genuinely need to manage the account. For most team members, the User role is appropriate.

Editing a User

  1. Find the user in the Team table.

  2. Click the three-dot menu in the Actions column.

  3. Select Edit.

  4. Update the fields you want to change.

  5. Click Save Changes.

Changing a User's Role

  1. Find the user in the Team table.

  2. Click the three-dot menu → Edit Role.

  3. Select the new role from the dropdown.

  4. Click Save Changes.

Configuring an Extension

Extensions are internal phone numbers within your Romulus phone system.

  1. Find the user.

  2. Click the three-dot menu → Configure Extension.

  3. Enter the extension number (e.g. 101, 102).

  4. Click Save Changes.

Common Issues

The new user cannot log in

Verify the email address was entered correctly. The user can use Forgot your Password on the login page to reset if needed.

I need to remove a user's access immediately

Go to the Team table, click the three-dot menu on their row, and select Delete. Their access is revoked immediately.

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