User Settings: Register, Edit, and Delete Individually
Register
This article explains the steps for registering users who will respond using their email addresses.
Users without email addresses can respond using ID responses or LINE WORKS notifications. Please refer to the links below for registration steps.
Set up an Engagement Survey of respondents who use IDs
1. Click "Admin Panel" ▶ "User Settings" ▶ "User Registration"
2. Enter the required fields and click "Save".
3. Select the timing for account issuance for newly registered users: "Send Now" or "Send at a Specified Date and Time" and click "Save".
- When the role is set to "System Owner", "Administrator", or "Action Plan Manager", an account issuance email will be sent. Set the email sending date and time.
- Users set to Service Availability is "Not Available" or those who have already received an account issuance email will not be included.
For details about notification emails: Account Activation Email
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Details of Each Item
| Item | Content | |
Basic Information |
Display Name (Required) | Enter the user's full name. |
| Last Name | Please register as needed. | |
| First Name | ||
| Last Name Kana | ||
| First Name Kana | ||
| Email Address (Required) | The email address you can register must contain only alphanumeric characters and the symbols (@, . , _). | |
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If the email address has consecutive periods or a period immediately before the @ symbol, a sending error may occur, and the email may not be delivered properly. Example: motibe..123@example.com / motibe123.@example.com | ||
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Even if registered with uppercase letters, email addresses will be displayed in lowercase on the screen. Both uppercase and lowercase email addresses can be entered as "Login ID" when logging into Motivation Cloud Engagement. | ||
| ID (Only Answer by ID) | Set this for users responding to surveys via ID. It is not required for responses via email or LINE WORKS. Reference: "Set up an Engagement Survey of respondents who use IDs". |
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| Language (Required) | Select the user’s language ※2 | |
| Service Information※1 | Service Availability (Required) | 1: Available Set this for users who will log in to Motivation Cloud Engagement or respond to surveys. Users with the role of "Survey Respondent" can only respond to surveys. |
| 0:Not Available Users set to "Not Available" are not counted toward the maximum number of registered users. Additionally, they will not be able to: ・Log in to Motivation Cloud Engagement ・Respond to Engagement Surveys ・Respond to Focus Surveys | ||
| Role (Required) | Select from the following four roles. 3:System Owner 4:Administrator 5:Action Plan Manager 6:Survey Respondent |
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| Survey Response Method (Required) | Answer by Email or Message ※3 Answer by ID No Answer ・Survey Response Method：Answer by Email or Message ・Service Availability : 1. Available |
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| Email Sending (Required) |
Set whether to send various emails from Motivation Cloud Engagement. Even if "Do not send" is selected, some emails, such as survey invitation emails, will still be sent. |
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| Employee ID | Register this if you want to manage user information along with employee information in Motivation Cloud Engagement. Duplicate registration of the same "Employee ID" is not allowed. There are no restrictions on character types such as alphabet, hiragana, or half-width/full-width characters. | |
| Date of Birth (yyyy/mm/dd) | Enter the user's "Date of Birth" and "Joining Date", and if linked to the Automatic Association Settings for attribute settings, this information will automatically update attribute items such as "Age", "Joining Period", and "Years of Service". Even if the contents of the user list file are changed after the linkage, the automatic association settings will take precedence. Please refer to the manual below for the operation procedure of automatic association settings. Operation Manual : Attribute Settings: Automatic Association Settings with User Settings |
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| Joining Date (yyyy/mm/dd) | ||
| Department |
Registering Department and Attribute Items ※4 Whether this field is required depends on whether respondents are allowed to select their own departments or attribute items during survey responses. |
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| Position | If there is a position you want to associate with the user, please register it. | |
| Concurrent Department 1 | If the user holds concurrent positions, please register the additional department(s) and position(s). | |
| Concurrent Position 1 | ||
| Attribute Items (Gender etc.) | Input fields for the attributes registered in “Attribute Settings” will be displayed. Please select the information you want to associate with the user. | |
| Memo (Optional) | This field can be used to leave notes. |
※1 Difference between Basic Information and Service Information
- Basic Information: If you are using multiple Motivation Cloud services, this information is registered as common items across all services.
- Service Information: This information is registered only for Motivation Cloud Engagement.
※2 List of languages available on the response screen
- ja: Japanese
- en: English
- cs: Czech
- de: German
- es: Spanish
- fr: French
- hi: Hindi
- hu: Hungarian
- id: Indonesian
- km: Khmer
- ko: Korean
- lo: Lao
- ms: Malay
- my: Myanmar
- pt: Portuguese
- th: Thai
- tl: Tagalog
- vi: Vietnamese
- zh_chs: Chinese (Simplified)
- zh_cht: Chinese (Traditional)
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※3 Survey Response Method If set to "No Answer", the following emails will not be sent.
- Engagement Survey Invitation Email
- Engagement Survey Reminder Email
- Focus Survey Invitation Email
- Focus Survey Reminder Email
- Focus Survey Re-invitation Email
※4 Registering Departments and Attribute Items
Whether this field is required depends on whether respondents are allowed to select their own departments or attribute items during survey responses. For details, please refer to "Set Up Attribute Selection for Survey Answers".
When allowing respondents to select departments and attributes (Optional)
Registration is optional.
The organization and attribute information selected by respondents on the response screen is not automatically reflected in user settings.
To reflect this information, refer to the section "Correct the result data" and review "If you want to reflect the organization/attribute selected by respondents in the Engagement Survey in the User Settings"
When not allowing respondents to select departments and attributes (Required)
Registration is required.
Please enter the user's department and attribute items.
In columns P and Q, enter the “Department Name” (optional) of the lowest-level department to which the user belongs.
By registering the lowest-level department, the user is automatically assigned to higher-level organizations.
The lowest-level department may differ depending on the user’s position.
Examples
・Sales Department / Administration Section / Team A: If the user is a Department Manager, “Sales Department” is the lowest level.
・Sales Department / Administration Section / Team A: If the user is a Section Manager, “Section” is the lowest level.
・Sales Department / Administration Section / Team A: If the user is a team member, “Team” is the lowest level.
・Only one primary department can be set per user.
For users who belong to multiple departments, please set the main organization.
Edit
1. Click "Admin Panel" ▶ "User Settings" and select the user you want to edit.
2. Click "Edit".
3. Edit the user details and click "Save".
You cannot change the "email address" or "role" of the account you are logged into.
When setting a user role
An account activation email will be sent to users newly assigned the roles of "System Owner," "Administrator," or "Action Plan Manager." Select either "Send Now" or "Schedule Send," and click "Save."
When changing an email address
Even if you change the email address, an account activation email will not be sent if it has already been issued. If resending is necessary, please resend it from "User Settings".
Operation Manual : Confirm the login status and resend the account activation email
When changing department/attribute items
If the survey is configured to allow respondents to select department/attribute items themselves when answering, even if you modify the department/attribute items, respondents may change them themselves on the response screen.
When editing during an Engagement Survey
Before making changes, please review "(Engagement Survey in progress) Add, edit, or delete survey respondents".
If you change the following items, existing response data will be reset. If responses are required, please resend the response request email.
・Survey response method
・Service Availability set to "Not Available"
If the survey is configured to allow respondents to select their own department or attribute items, they may change these on their own response screen, even if you update these settings.
When editing during a Focus Survey
If you wish to send a survey invitation after changing the email address, please resend it from the "Focus Survey Implementation Settings" section in the "Admin" screen.
Changes to the following items will reset the submitted responses. If further responses are required, resend the survey invitation email.
・Survey response method
・Service Availability set to "Not Available"
・Department/attribute items
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If you are using "View Permission Rule Settings"
If you are using multiple services or company accounts with the same registered email address |
Delete
1. Click "Admin Panel" ▶ "User Settings" and select the user you want to delete.
2. Click "Delete".
3. Check "I have confirmed the above content." and click "Delete".
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If you delete user information or change Service Availability to "Not Available" while a survey is in progress, the user's responses will be deleted. |
Handling Leave of Absence and Retirements
Retired
Delete the user. Deleting the user does not remove past result data.
Leave of Absence
If you want to temporarily disable a user, change their Service Availability to "Not Available" in User Settings. This will prevent login to Motivation Cloud Engagement and participation in surveys without deleting their user information. Their Action Plan Manager and View Permission settings will be removed, and will need to be reconfigured when Service Availability is set back to "Available"
Change the Scheduled Sending Date and Time of the Account Activation Email
Notification Email Details: Account Activation Email
You can change the scheduled sending date and time of an already configured Account Activation Email using either of the following methods:
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Once the email sending schedule has been set, it cannot be changed to "Do not send." If you want to cancel the sending, please change the user's role to "Respondent" on the "User Settings" screen. |
Change by Selecting Users
① Click "Admin" ▶ "User Settings" ▶ "List of Sent Emails".
② In "Scheduled", select the user you want to change, then click "Email Send Settings" ▶ "Configure Selected Send Schedules".
- Scheduled : Displays all emails scheduled to be sent.
- Sent : Displays all sent emails.
③ Select either "Send Now" or "Send at a Specified Date and Time", then click "Save".
Change by Specifying Conditions
① Click "Admin" ▶ "User Settings" ▶ "List of Sent Emails".
② In "Scheduled", select the user you want to change, then click "Email Send Settings" ▶ "Configure in Bulk with Specified Conditions".
- Scheduled : Displays all emails scheduled to be sent.
- Sent : Displays all sent emails.
③ Select the "Target Group" and either "Send Now" or "Send at a Specified Date and Time", then click "Save".