Add a User

The Your Users Tool in CMap is where Admin Users can manage their CMap users, including adding new ones, editing existing ones, and archiving user accounts. This article will guide you through adding a new User, so that they can utilise CMap's functionality.

In this article, we'll look at: 

  • Adding a new User
  • Time Off Settings
  • Time Off Allowances
  • Expenses
  • Security Access

Adding a new User

      1. From your Dashboard, head to the Admin area by clicking on the  icon. Under the heading USERS & SECURITY, click Your Users
      2. Click  and the Add a New User page will open. 

      3. Complete the New User fields.

        Mandatory fields are marked with a green asterisk (*). Any additional Custom Fields will also display in this section. Here are a few fields you may wish to take a look at:




        Whether the user is an employee or a contractor.

        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.

        Auto Populate Timesheet with Time Off

        If want this users time off to automatically populate in their timesheets, enable this setting.

        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.

      4. Now you're ready to fill in the Time Off Settings.

        Time Off Settings



        Time Off Approver

        The User who is responsible for approving Time Off Requests (Typically their Line Manager).

        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 user's clash group, you will need to click the Users’ Names. 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.

      5. Next, complete the Time Off Allowances.

        Time Off Allowances

        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.



        Set Holiday Allowance for

         A drop-down 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.

      6. Now you can complete the Expenses settings.




        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).

      7. Finally, you're ready to grant Security Access

        Security Access

      8. Select the relevant Security Group from the drop-down menu.

        Learn More: Want to learn more... here's the full article on the Your Users Tool.


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