Romulus is built for teams. Once your number is active and the app is installed, the next step is adding the people who will use the system with you — your staff, colleagues, or anyone who needs to make or receive business calls. This article shows you how to do that.
What is a User in Romulus?
A user is anyone who has their own Romulus account login and can make or receive calls. Each user gets their own credentials (email and password) to log into the Romulus app. Once added, they can be assigned to answer calls, be part of a call group, or have specific permissions depending on their role.
There are two types of users in Romulus:
Admin — has full access to the dashboard, can manage settings, add users, configure inbound rules, and view all call history
User — can make and receive calls through the app, but has limited access to settings
As the account owner, you are the Admin. Everyone else you add will typically be a standard User, unless you want to give them administrative access too.
Step 1 — Add a New User
To add a team member to your Romulus account:
Log in to your Romulus dashboard from a browser
Go to the Settings section in the left menu
Click on Users (or Team Members)
Click Add User
Enter the person's name and email address
Choose their role — Admin or User
Click Save or Invite
The new user will receive an email invitation with instructions to set their password and log in to the Romulus app.
💡 Tip: Make sure the email address you enter is one the person actively uses — that's where their invitation will be sent.
Step 2 — What Happens After You Add a User
Once you've added a user, a few things happen:
They receive an email to activate their account and set a password
They can download the Romulus app and log in with their own credentials
They will appear in your user list and can be assigned to receive calls
At this point, the user exists in your system — but they won't automatically start receiving incoming calls. That part is controlled by your Inbound Rules, which you'll configure in Lesson 2. For now, just focus on getting everyone added.
Step 3 — Managing Your Users
Once your team is in the system, you can manage them at any time from the same Users section in your dashboard. Here's what you can do:
Edit a user — update their name, email, or role at any time.
Deactivate a user — if someone leaves the team, you can disable their account so they can no longer log in or receive calls. Their history is preserved.
Resend the invitation — if a user didn't receive or accidentally deleted their invitation email, you can resend it from the Users section.
👉 How to Add and Manage Users in Your Phone System — full step-by-step guide with screenshots
Common Questions
How many users can I add?
The number of users depends on your Romulus plan. Check with your account manager if you're unsure how many seats are included.
Does each user need their own device?
Not necessarily. Each user needs their own Romulus login, but they can use any device — computer or smartphone — that has the Romulus app installed. Two users cannot share the same login.
Can a user receive calls immediately after being added?
Not until you configure your inbound rules to route calls to them. Adding a user just creates their account — you decide who answers calls and when in Lesson 2.
What if a user forgets their password?
They can reset it themselves from the Romulus app login screen by clicking Forgot Password. They'll receive a reset link by email.
You're Ready — What's Next?
Your team is set up and everyone has access to the app. The next step is learning how to make and receive calls, and how to manage your day-to-day communication inside Romulus.