About

Every person who signs in to your ControlMap account is a user, and every user has a role. The role decides which part of ControlMap the person lands in and what they can do there. Use the Users page to invite people, choose their role, and switch their access off when they no longer need it.

The five roles

You can give a user one of five roles. Each role opens its own home screen after sign-in.

Super Admin

• Lands on the dashboard and can use the whole app.
• Can do everything a Compliance Manager can, plus a few administration-only tasks:
  • Add or change other Super Admins
  • Reset a user's password
  • Turn off multi-factor authentication (MFA) for a user
  • Turn Enforce MFA for all users on or off
  • Open the Activity and AI usage pages in Account Settings

Compliance Manager

• Lands on the dashboard and uses the same working screens as a Super Admin: documents, evidence, frameworks and people actions.
• Can't use the administration-only tasks listed under Super Admin.

Contributor

• Lands on My Work, a list of the work assigned to them. The sidebar is titled "Contributor workspace" and has My Work and My Compliance.
• What a Contributor can change is set user by user, with the User permissions checkboxes you see when you choose this role.

Auditor

• Lands on Audits. The sidebar is titled "Auditor workspace" and has only that one page.
• Sees only the audits they are part of, and can't create an audit.
• Opening an audit shows its requests. An Auditor can't open the linked evidence items from there.

Compliance Portal User

• Lands on My Compliance. The sidebar is titled "Compliance portal" and has Home.
• Sees two tabs, Tasks and Mandatory Documents, and can acknowledge each item in them.

Find the Users page

Open the account menu (your company logo and name, top left), select Account Settings, then select Users in the left menu. The Users page opens with a list of everyone on your account.

On this page you can:

• Find a person with the Search users box.
• Narrow the list to one or more roles with the role filter, which starts on All roles.
• Switch between the Active, Inactive and Pending tabs. Each tab shows a count. Pending means the person has been invited but hasn't signed in yet. Inactive means the user has been deactivated.
• Check how each person signs in and whether they have finished setting up MFA. The list shows Name, Sign in, MFA, Role and Actions for each user.

Add a user

1. Go to the account menu › Account Settings › Users, then select Add user.
2. In the Add user panel, enter the person's Email and Full name. Both are required.
3. Choose a role in the Role field. The options are Compliance Manager, Contributor, Auditor, Super Admin and Compliance Portal User.
4. If you chose Contributor, tick the checkboxes under User permissions for the work the person needs to change.
5. Optionally, fill in Job title, Department and Sign-in preference. Sign-in preference starts on your company's default sign-in method.
6. Select Invite. The button stays disabled until the email is valid and the full name and role are filled in.

ControlMap shows "User invited successfully", and the person appears on the Pending tab until they sign in. Only a Super Admin can add a Super Admin.

You can also give people from your People list a portal login. In People, select one or more people, select Invite, then confirm "Confirm employee invitations?". Each person gets an email invitation to My Compliance Portal with the role Compliance Portal User.

Resend an invitation

1. Open the Pending tab.
2. Select the three-dot button in the user's row to open the actions menu, then select Re-invite.

Change a user's role or details

1. On the Users page, select the three-dot button in the user's row, then select Edit.
2. In the Edit user panel, change the role, department, sign-in preference or Contributor permissions.
3. Select Update user. ControlMap shows "User updated successfully".

You can't change your own role. The Role field is disabled on your own row.

Deactivate or reactivate a user

Deactivating a user switches off their access and keeps their record, so you can bring them back later.

1. On the Active tab, select the three-dot button in the user's row, then select Deactivate. The user moves to the Inactive tab.
2. To bring them back, open the Inactive tab, select the three-dot button in their row, then select Activate.

The three-dot button opens the row's actions menu.

Deactivate, Activate and Delete are greyed out on your own row.

Delete a user

You can delete a user only when they are on the Inactive or Pending tab. To delete an active user, deactivate them first.

1. Select the three-dot button in the user's row, then select Delete.
2. Confirm with Delete user. The message says "This action cannot be undone."
3. If the person owns work, the "Reassign work before deleting" window opens. Choose a user in Assign work to, then select Reassign and delete.

Other actions in the row menu

The actions menu changes with the tab and your role:

• Edit: always shown.
• Deactivate: shown on the Active tab.
• Activate: shown on the Inactive tab.
• Re-invite: shown on the Pending tab.
• Reset password: Super Admins only, for users who sign in with Username/Password.
• Disable MFA: Super Admins only, for a user who has set up MFA, and only while MFA isn't enforced for everyone.
• Delete: shown on the Inactive and Pending tabs.