Your Users

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 tab, 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.
• 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.
• 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).
• 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.
• Approver – The approver for the user, typically their Line Manager. This will be their holiday approver (and expenses approver, if you have the two stage expenses approval configuration switched on).
• Approver CC (optional) – Setting another approver will mean that they too can approve holidays and expenses, in parallel to the 1st approver.

Time Off

• 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.
• 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.
• 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.

Security Access

• Access Groups – Allows you to set Access Permissions for each user. The Access Permission Groups need to be set first. To do this, go to the section called “User Access Groups” to find out more.
• Access to Contacts tab – Gives the user access to the Contacts tab so they can browse, add, edit and delete contacts.
• Access to Pipeline tab – Gives the user access to the Pipeline tab so they can view and update potential projects in the pipeline (this is not applicable for AEC).
• Access to Projects tab – Gives the user access to the projects tab and therefore the ability to view all your projects, including their performance.
• Access to Time tab – Gives the user access to the Time tab where they can access their timesheet and process time off requests.
• Access to Expenses tab – Gives the user access to the Expenses tab where they can record personal expense claims.
• Access to Admin tab – Gives the user access to the Admin tab and all the admin tools there. Giving access to the Admin tab automatically assigns admin rights e.g. the ability to enter other people’s timesheets and view Private Projects. It is recommended that you keep access to the Admin tab extremely limited as it contains sensitive information e.g., Hourly Cost Rates.
• Access to Reports tab – Access to the Reports tab in general. Then access to individual reports can be given on a report-by-report basis.
• Team Picker/Resource Schedule Access – This provides access to the Team Picker/Resource Schedule area (depending on your chosen version of resourcing functionality).
• Scheduler Access – This provides access to the Scheduler area if you have Resourcing Advanced.
• Save Fee Estimator Templates – The ability to save a Fee Estimate as a template to reuse in the future.
• Project Conversion – The ability to convert a project from a potential to a live project.
• Invoice Admin – This gives the user the ability to Create approved invoices.
• Financial Approval of Expenses – This enables the user to approve or reject expense claims and mark them as paid.
• Purchases Admin – This gives the user the ability to create purchase orders (if you have Purchases Advanced).
• Fee Estimator Approval – If you have Fee Estimator Approvals switched on, this assigns the user the ability to sign-off Fee Estimates to be converted to live projects.
• Finance Admin – If you have Two Stage Fee Estimator Approvals switched on, this assigns the user the ability to sign-off Fee Estimates that require an additional step for validation from the finance department.

Step 4: 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 tab, 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 'X' 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.