Your Users Tool

The Your Users Tool is where Admin Users can manage all 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.



First Name

The first name of the user.

Last Name

The last name of the user.

Email Address

The email address of the user.

Note: 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.


Whether the user is an employee or a contractor.


Which office the user belongs to.

Note: this only shows if you have more than one office.


Which team the user belongs to.

Note: 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.

Note: 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.

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.

Note: This is only applicable if Timesheet Approval feature enabled.

2nd 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.

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).

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.

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 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.

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

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

You can learn more about Security Groups here.

Click Save at the bottom of the page and CMap will add in your new User. They will receive a welcome email from CMap, inviting them to log in and set their own password.


Was this article helpful?

Have more questions? Submit a request