Your Users

Edition: All Editions

Plan: All Plans

The Your Users tool is where you manage your users; including adding new ones, editing existing ones, and archiving user accounts.

Step 1: Go into the Admin area, find the Your Users tool and click it.

Page Overview

The initial page shows:
- How many user accounts you have used from your CMAP license limit.
- A search bar for locating users by name.
- A list of all users in alphabetical order (by surname) across all offices – with a filter to break it down by office (where applicable).
- An option to add a new user.

Each user’s name is a link. Click their name to go to the user’s details page.

NOTE: The Edit pencil icon also takes you to the user’s details page to view and make edits.

The 'X' icon button allows you to archive that user.

NOTE: Archiving a user keeps all their historical data e.g. time recordings, intact. However they will no longer be able to access CMAP and they will no longer be able to be resourced to projects.

 Adding a New User

NOTE: Not all fields are mandatory. Mandatory fields are denoted with a green asterisk.

Step 1: Go into the Admin tab, find the Your Users tool and click it.

Step 2: Click the Add New User button on the right-hand side of the screen.

Step 3: The Add a New User page is opened where you define details for that user:

• First Name – The first name of the user.
• Last Name – The last name of the user.
• Email Address – The email address of the user (This will also be their log in username).
• Start Date – The start date for the user to appear in the system.
•  End Date – An end date for the user (only if the user is temporary) e.g., for situations where the user is fixed term or a contractor.
• Status – Whether the user is an employee or a contractor.
• Office – Which office the user belongs to (this only shows if you have more than one office).
• Team – Which team the user belongs to (this only shows if you have more than one team).
• Time Zone – The default time zone for the user.
• Job Title – The Actual Job Title the User has (This will display in the colleagues area of CMAP Go)
• Default Role – The default budget role of the user, either “Non-chargeable Admin” or one of the other budget roles you have added to the system, such as Director or Associate.
• User Currency – The Currency the User submits Expense claims in. This defaults to the Users default office.
• Working Hours Per Week – The standard working hours per week for that user (which will be enforced in the timesheet if you have the “Working Hours Enforcement” configuration switched on).
• Auto Populate Timesheet with Time Off – If want this users time off to automatically populate in their timesheets, enable this setting.
• Timesheet Approver – Who is responsible for approving submitted internal time (only applicable if Timesheet Approval feature enabled)
• 2^nd Timesheet Approver – An additional approver who can approve internal time.
• Productivity Target – The percentage of time a user should be booking to projects e.g., 75%. If you set a target here you can see how they are performing against it on the Personal Performance Report.
• Sales Target – This is for people who have a sales target. If you set their target here you can then see how they are performing against it on the Personal Performance Report.
• Actual Cost Rate – The hourly cost rate of the user i.e., their salary, NI and share of overhead calculated as an hourly cost. This rate will be applied to calculate “true” profitability figures.
• Line Manager – The Users Line Manager.

Note: Any additional User Details Custom Fields will display in this section.

Time Off Settings

• Time Off Approver – The User who is responsible for approving Time Off Requests (Typically their Line Manager)
• Optional 2nd Approver – This adds in another stage to holiday approvals. This user would have the final say on holiday approval, once the first approver has approved e.g., a Resource Manager verifying a Line Manager’s approval
• Approver CC (optional) – Setting another approver will mean that they too can approve holidays and expenses, in parallel to the 1st approver.
  • Clash Group – This lists all the people in that users’ office. To select who is part of that users clash group, you will need to click the user names, holding down CTRL if you wish to select more than one. If the user tries to book time off at the same time as a user in their clash group, CMAP will warn the approver(s) that there is a possible issue.
• Exclude Public Holidays – Check this box if you do not want Public Holidays to display on the Time Off Calendar.

Time Off Allowances

• Set Holiday Allowance for – A dropdown which allows you to select the year you are setting the holiday allowance for.
• Holiday Allowance – The number of days holiday that user has for the year e.g. 25.
• Carried Forward – Any extra days off the user has been allowed to carry forward in addition to their holiday allowance
• Days in Lieu – Any days in lieu that the user has available.

NOTE: Any additional Time Off Types such as Parental Leave will display in this section. Additional Time Off Types can be added by the CMAP Support Team

 Expenses

• Expense Approver – The User who is responsible for approving expense claims
• Expense Delegates – Any Users that are authorised to create and submit expense claims on behalf of the User (e.g. a PA to a Director)

Security Access

Step 4: Select the relevant Security Group (An article on Security Groups can be found here: - ) Click Save at the bottom of the page and CMAP will add in your new user.

NOTE: The user will receive a welcome email from CMAP, inviting them to log in and set their own password.

Editing a User’s Details

Step 1: Go into the Admin area, find the Your Users tool and click it.

Step 2: Either click the user’s name link or the Edit pencil icon to enter the user’s details page, where you can begin editing.

Step 3: Make the appropriate edits to the record.

Step 4: Click Save at the bottom of the page.

Archiving Users

Step 1: Go into the Admin tab, find the Your Users tool and click it.

Step 2: Click the 'X' next to the appropriate user.

Step 3: You will see the message 'Are you sure you wish to archive this user?' click either Yes or Cancel.

NOTE: If you click Yes the user will then be archived, if you click Cancel you will be returned back to the user list and the user will stay intact.

Restoring Users

Step 1: Go into the Admin tab, find the Your Users tool and click it.

Step 2: Click the Show Archived Users link.

Step 3: Click the 'Restore' text next to the user you wish to unarchive. Unarchiving a user will then restore their account, giving them the ability to log in, record time, be resourced onto projects, etc.