Bulk User Settings: Create a User List File
What Is the User List File?
The user list file is a CSV file used to register, update, or delete users in bulk. Uploading this file allows you to manage user information all at once.
You can register both basic user information shared across all services, as well as service-specific settings such as roles and survey response methods. For details on each item that can be registered, please refer to What Are User Settings?
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Users who do not have an email address can respond to surveys using ID-based responses or LINE WORKS notifications. Please check the setup procedures in the links below before creating your user list file. Set up an Engagement Survey of respondents who use IDs |
How to Create a User List File
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Do not edit or delete the column headers in rows 1 and 2 of the CSV file. Doing so will result in errors during upload. |
Basic Information
① Enter “Employee Code” in column A (optional)
・Use this if you want to manage both user and employee information together.
・“Employee Code” must be unique. There are no restrictions on character types (e.g., alphabet, hiragana, full-width, half-width).
・If the employee code starts with a zero (e.g., “0001”), it may cause upload errors. Please see How to deal with leading "0" being deleted when downloading CSV files for more information.
② Enter “Display Name” in column B (required)
This name will be shown on various screens and in emails sent to users.
The maximum number of characters allowed is 255.
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Recommended Settings When Using Motivation Cloud Role Development To display names in both Japanese and English, enter the full name in Japanese followed by Roman characters (e.g., 山田太郎/Taro Yamada). This is recommended when the user is a Japanese speaker and the survey respondents are English speakers. |
③ Enter “Last Name” in column C, “First Name” in D, “Last Name (Furigana)” in E, and “First Name (Furigana)” in F (optional)
The character limit for each field is 255 characters.
④ Enter “Email Address” in column G (required)
・Only half-width alphanumeric characters and symbols (@ . _) can be used in email addresses.
Emails with consecutive dots or a dot before the “@” may cause delivery issues.
Examples: motibe..123@example.com / motibe123.@example.com
・Maximum length is 255 characters.
・You may register emails in uppercase, but they will be displayed in lowercase on the interface.
・You can log in using either lowercase or uppercase for the login ID.
・Email addresses cannot be changed in bulk for already registered users. To change an email, go to User Settings > Individual Settings.
See User Settings: Register, Edit, and Delete Individually for more details.
⑤ Enter “ID” in column H (optional)
Use this only if you plan to collect survey responses using IDs via Motivation Cloud Engagement.
This is not needed for users responding via email or LINE WORKS.
For setup instructions, see Set up an Engagement Survey of respondents who use IDs
⑥ Enter “Language” in column I (required)
For the list of supported languages for each service, see Check the available languages for each service.
⑦ Enter “Date of Birth” in column J and “Date of Joining” in column K (optional)
・Use any of the following date formats:
Examples:
January 1, 1993 → 1993/01/01, 1993-01-01, 1993/1/1, 1993-1-1
April 1, 2018 → 2018/04/01, 2018-04-01, 2018/4/1, 2018-4-1
・If both “Date of Birth” and “Date of Joining” are entered and automatic linkage is configured in attribute settings, values like “Age,” “Joining Period,” and “Years of Service” will be updated automatically.
Even if you change the CSV after linking, the automatic linkage settings will take priority.
See Set Attribute Association Settings for instructions.
⑧ Enter “Department Code” in column L and “Department Name” in column M
When configuring the following settings for each service, be sure to register both the "Department Code" and "Department" for each user.
Engagement: When you do not allow respondents to select organization/attribute during survey response
In this case, it is necessary to specify the user's department code and department.
If respondents are allowed to select organization/attribute, registration is optional. The organization/attribute information selected on the answer screen will not be automatically reflected in the user settings. If you want to reflect it, refer to "Correct the Results Data" and see the section "When you want to reflect the organization/attribute selected by the respondent during the Engagement Survey in the User Settings."
Sharing: When you want to publish content or send messages by department
If you want to publish content or deliver messages to specific departments, registration is required.
・Specify the "Department Code" and "Department" that have already been registered in "Organization Settings".
The system always imports information based on the "Department Code". You cannot register only the "Department" without the code.
・Enter the "Department Code" and "Department Name" of the lowest-level department the user belongs to. By registering the lowest-level department, the user will automatically be associated with the higher-level organizational units. The lowest-level department may differ depending on the user's position.
Examples:
・Sales Department, Management Section, Team A: If the user is a Department Head, the lowest-level department is "Sales Department".
・Sales Department, Management Section, Team A: If the user is a Section Manager, the lowest-level department is "Section".
・Sales Department, Management Section, Team A: If the user is a Team Member, the lowest-level department is "Team".
⑨ Enter the "Position Code" in column N and the "Position Name" in column O
If you want to associate a position with the user, enter it here. These columns will not appear if "Position" is not configured in Attribute Association Settings. If the attribute name is registered as something other than "Position", that name will be displayed.
⑩ Enter the "Concurrent Department Code" in column P and the "Concurrent Department Name" in column Q
If the user belongs to a concurrent department, enter it here. The input fields will be displayed according to the number of concurrent departments specified when downloading the "Bulk User Settings File". If "0" is specified for the number of concurrent departments, these columns will not appear.
⑪ Enter the "Concurrent Position Code" in column R and the "Concurrent Position Name" in column S
If the user holds a position in a concurrent department, enter it here. These columns will not appear if "Position" is not configured in Attribute Association Settings. If the attribute name is registered as something other than "Position", that name will be displayed.
⑫ From column T onward, enter "Attribute Code" and "Attribute Name" (e.g., Gender)
Columns from N onward will only show items that have already been registered in "Attribute Settings". If no attributes are registered in the Attribute Settings, these columns will not appear. To register user attributes, first configure the attribute items in Attribute Settings, then set the user's attributes.
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・If you change a user's affiliation, be sure to update both the "Attribute Code" and "Attribute Name". ・If you are using the Motivation Cloud Engagement admin panel in English, the organization and attribute names shown in the file will still appear as they were registered in Japanese, as language switching is not supported. To display them in English, please register the English name in the Japanese input field in the Organization/Attribute Settings. |
⑬ Enter "Memo" in the last column of the basic information section (optional)
You can use this column as a memo field if needed. The character limit for "Memo" is 255 characters.
Engagement Information
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Conditions for Setting Users as Survey Respondents To send survey invitations, configure users as follows: ・Service Availability: 1 ・Survey Response Method: Email or Message |
⑭ Enter “Service Availability” (required)
This setting determines whether the user can access Motivation Cloud Engagement.
・Enabled: 1
Users can log in to Motivation Cloud Engagement and respond to surveys.
Users with the “Survey Respondent” role can only answer surveys.
・Disabled: 0
These users cannot log in or respond to surveys. They are not counted toward your licensed user count.
⑮Enter the number that indicates the user role. (required)
・System Owner: 3
・Administrator: 4
・Action Plan Manager: 5
・Survey Respondent: 6
⑯ Enter “Survey Response Method” (required)
・Email or Message
・ID
・Do Not Respond
If this is selected, survey invitations and reminders will not be sent.
⑰ Enter the number that indicates “Email Notification Setting” (required)
Enable or disable notification emails for roles such as System Owner, Administrator, and Action Plan Manager.
Note: Even if disabled, some emails (e.g., survey invitations) may still be sent.
See Outline of Emails Sent to Users for details.
・Send: 1
・Do Not Send: 0
Sharing Information
⑱ Enter the number that indicates “Service Availability” (required)
・Enabled: 1 — User can log in to Motivation Cloud Sharing
・Disabled: 0 — User cannot log in
⑲ Enter the number that indicates “User Role” (required)
・System Owner: 3
・Administrator: 4
・Action Plan Manager: 5
・Member: 6
Role Development Information
⑳ Enter the number that indicates “Login Availability” (required)
・Enabled: 1 — for users who configure settings, use surveys or stretch plans, or view support screens
・Disabled: 0 — user can still respond to surveys
㉑ Enter the number that indicates “User Role” (required)
Surveys can be answered regardless of role.
・Administrator: 1 — for configuring settings like registration, surveys, and plans
・General: 2 — e.g., respondents, initiative targets, viewers
㉒ Enter the number that indicates “Basic Service ” (required)
・Not Included: 0 — for roles like admin or viewer only
・Included: 1 — for users targeted in surveys or training
・Users marked “Login = 0” cannot be marked as “Billable = 1”
・Registration is limited to your contracted plan’s user cap. See 契約中のプランとサービス利用状況を確認する(Japanese only)
㉓ Enter “Extended Service Code” (optional)
・Used for users receiving training
・If assigning extended services, make sure “Basic Service” is set to 1
・Registrations are limited to the max user count per plan
How to Check the Extended Service Code
1. Go to “User Settings” “Bulk User Settings” Click “Open Available User Count List by Service
” under “2. Edit File”
2. Click “Role Development”
3. Check the extended service code listed for each plan
㉔ Enter “Extended Service Name” (optional)
If you enter the service code, the name will be filled automatically after upload.