Managing Users

Add, edit, and organize users in hidma.

Adding a New User

To create a new user, navigate to Team in the sidebar and click the Members tab. From there, click the "+ Add a member" button in the top right corner to open the User Profile form.

Start by entering the user's Name and Surname, which are both required. You can set their Status to Active or Inactive, and optionally add an ID Number if your organization uses employee identifiers.

Enter the user's hourly Cost Rate - what an hour of their time costs your organization. This is separate from their charge-out rate (what clients are billed): the cost rate is internal and never shown to clients. As the user logs time, their cost rate is what builds up the cost of each job and project, which is what powers the Cost column on the Client WIP report and your profit-margin figures. If you leave it blank, those cost-based numbers won't be available for this user's time.

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The cost rate field is flexible. If you don't track a separate internal cost, you can enter the user's billing rate here instead and skip charge-out rates altogether - the Cost and project-cost figures will then reflect billable value rather than true cost. This is a common shortcut for a quick revenue view.

You can also add their Phone number and Address in the Contact Details section, though these are optional.

Under Account Settings, enter the user's Email address — this is required as it's used for login and sending the activation email. Select their primary Team from the dropdown (also required) and choose an appropriate Role. If your organization tracks billable hours targets, you can set a Yearly Business Hours Goal.

Assigning to Multiple Teams

Users can belong to more than one team, each with a different role. To set this up, scroll down to the Team Access section and click "+ Add New Team Access". Select a team and role for each additional assignment.

Available roles include Administrator, Director, HR Manager, Super User, Timesheet Manager, Team Manager, Team Manager (No Bill Generation), Team Member, Team Member with Project Creation, Team Project Admin, and Team Senior.

Once you've filled in the form, click "Save Changes". The user will receive an activation email with a link to set up their password.

Activation Emails

When you add a new user, they automatically receive an email containing an activation link. They simply click the link, set their password, and can then log in to hidma.

If someone didn't receive their activation email, you can resend it by finding them in your user list and clicking "Resend Activation".

Editing Users

To edit an existing user, go to Team > Members and click on their name to open their profile. From here you can update any of their details including their name, status, cost rate, contact information, email address, team assignments, or yearly hours goal. Click "Save Changes" when you're done.

Deactivating Users

When someone leaves your organization, open their profile from Team > Members and change the Status dropdown to "Inactive", then click "Save Changes". Inactive users cannot log in, but their timesheet history and data are preserved for reporting purposes.

Change History

Each user's dashboard carries a Change History panel showing the changes made to that user record - who made them, when, the action taken, and a description of what changed. This gives you an audit trail for role, team, rate, and status changes without leaving the profile. See Change History & Activity Logs.

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Assign roles carefully — they determine what each person can access and do within hidma.