User Settings: Register, Edit, and Delete Individually

This section explains how to individually register, edit, or delete users. You can register both the "Basic Information," which is common across all services, and service-specific details such as roles and survey response methods. For detailed information about each item in the User Settings, please refer to What are User Settings?

  For Motivation Cloud Engagement Users

Users without an email address can still respond to surveys via ID-based responses or LINE WORKS notifications. Please review the registration steps in the following links before preparing the user list file.

・Set up an Engagement Survey of respondents who use IDs

Register

① Click “Admin” ▶ “User Settings” ▶ “User Registration”

② Enter the required fields

③ After entering all information, click “Save”

Basic Information

	Item	Details
Basic Information ※1	Display Name (Required)	Register the user name to be displayed.
	Last Name	Register as needed.
	First Name
	Last Name (Furigana)
	First Name (Furigana)
	Email Address (Required)	Email addresses must use alphanumeric characters and symbols (@._).
		Email addresses with consecutive periods or a period immediately before the "@" may result in sending errors and undelivered emails. Example: [e-mail] / [e-mail]
		You can register email addresses with uppercase letters, but they will appear in lowercase. Login ID input is case-insensitive.
	ID (for ID Respondents only)	Only set this for users who respond to surveys using an ID. Not needed for responses via email or LINE WORKS. Details: Set up an Engagement Survey of respondents who use IDs
	Language (Required)	Select the user's language. See: Check the available languages for each service
	Date of Birth (yyyy/mm/dd)	When "Date of Birth" and "Joining Date" are entered and linked via Attribute Association Settings, values like "Age", "Joining Period", and "Years of Service" will be automatically updated. Details: Attribute Settings: Automatic Association Settings with User Settings
	Joining Date (yyyy/mm/dd)
	Employee ID	If you want to manage employee data together with user information in Motivation Cloud, register the Employee ID. Duplicate IDs cannot be registered. No restrictions on character type.
	Memo (Optional)	Can be used freely as a memo field.
	Department	Register the user's department. Whether this is required depends on whether the respondent can select their department when answering the survey. ※2
	Position	If you want to associate a position with the user, register it here.
	Concurrent Department 1	If the user works in multiple departments, register the additional department and position here.
	Concurrent Position 1
	Attribute Items (e.g., Gender)	Fields registered in "Attribute Settings" will appear. Select appropriate values to associate with the user.
Engagement Information	Service Availability (Required)	1: Available Set to "Available" for users who log into Motivation Cloud Engagement or respond to surveys. Users with the role "Respondent" can only answer surveys.
		0: Unavailable Users set as "Unavailable" are not included in the user limit count and cannot: ・Log into Motivation Cloud Engagement ・Respond to Engagement Surveys ・Respond to Focus Surveys
	Role (Required)	Select one of the following roles: ・System Owner ・Administrator ・Action Plan Manager ・Respondent
	Survey Response Method (Required)	Email or Message ID-based Do not respond To allow users to respond to surveys, set: ・Response Method: Email or Message ・Service Availability: 1 (Available)
	Email Sending (Required)	Set whether to send various emails from Motivation Cloud Engagement. Even if "Do not send" is selected, some emails (e.g., survey invitations) may still be sent. See Outline of Emails Sent to Users for details.
Sharing Information	Service Availability (Required)	1: Available Set to "Available" for users who log into Motivation Cloud Sharing or respond to surveys. Respondents can only answer surveys.
		0: Unavailable Users set to "Unavailable" are not counted toward the user limit.
	Role (Required)	Select from the following 4 roles: 3: System Owner 4: Administrator 5: Action Plan Manager 6: Respondent
Role Development Information	Service Availability (Required)	1: Available Assign to users who will act as administrators or those who use surveys and stretch plans, or view support screens.
		0: Unavailable Users set as "Unavailable" cannot log into the system.
	Role (Required)	Select from the following 2 roles: Administrator Users who configure settings (user registration, surveys, stretch plans, etc.) General Non-admin users (target users, survey respondents, support screen viewers, etc.)
	Core Service (Billable) (Required)	Select whether the user will participate in surveys, training, etc.

*1 Basic Information refers to the user data that is commonly used across all services within Motivation Cloud.

*2 Engagement: When users are not allowed to select organization/attribute during survey responses
In this case, you must specify the user’s department in the User Settings.
If users are allowed to select their organization/attributes during the survey, entering this information is optional. However, the selected organization/attribute will not be automatically reflected in User Settings. To reflect it manually, refer to the section “Correct the result data” in the article “Edit Result Data.”

④ Select when to send the Account Activation Email, then click “Save”

The Account Activation Email is only sent to users who are assigned roles with admin permissions or who can log in to Motivation Cloud. It is not sent to users such as respondents who do not have login permissions. For more information, please refer to Common Admin : Outline of Emails Sent to Users.

Edit

Caution

When an Engagement Survey is in progress, please check the following before editing

• If you change a user’s “Service Availability” to “Disabled” or modify their “Survey Response Method” during an ongoing survey, their existing responses may be deleted.
• If you change a user’s email address, the response data will be retained. The response URL will remain unchanged. If you want to resend a survey invitation email to the new email address, please use the resend function in the survey implementation settings screen.

① Click “Admin” ▶ “User Settings” and select the user you want to edit

② Click “Edit”

③ Edit the user details and click “Save”

Delete

Caution

Before deleting a user (Engagement / Role Development only)

• When a user is deleted, their registration information is permanently removed and cannot be restored.
• If a user is deleted during an ongoing Engagement or Role Development survey, their response data will not be included in the results.

① Click “Admin” ▶ “User Settings” and select the user you want to delete

② Click “Delete”

③ Check “I have reviewed the above” and click “Delete”