--- title: How to add, move and edit an employee description: As changes occur in the organization, the administrator can log into Motivati ​​and make the necessary adjustments. --- [Skip to content](https://hjelp.motivati.no/en/how-to-create-move-and-edit-an-employee#main-content) - [English](https://hjelp.motivati.no/en/how-to-create-move-and-edit-an-employee) - [Norsk – Norge](https://hjelp.motivati.no/no-no/hvordan-opprette-ansatte) English Show submenu for translations [Contact us](https://hjelp.motivati.no/en/kb-tickets/new?hsLang=en) ![2. 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[Overview and organizational structure](https://hjelp.motivati.no/en/administrator?hsLang=en#overview-and-organizational-structure) # How to add, move and edit an employee ## As changes occur in the organization, the administrator can log into Motivati ​​and make the necessary adjustments. *Are you a leader and missing an employee? Contact the administrator in your company.*  ### To create or move an employee: 1. Go to "**organization**", as an administrator. 2. On the left, you have an list of the departments (here you can add departments, click and drag departments). 3. **Click on a department**, and the employees will appear in the table to the right.   --- ### Add a new user/employee 1. **Select the department** that the new employee/user belongs to 2. Click "**new user**" ![](https://hjelp.motivati.no/hs-fs/hubfs/image-png-Jul-29-2026-07-54-29-7588-AM.png?width=1683&height=483&name=image-png-Jul-29-2026-07-54-29-7588-AM.png) 3\. Fill in: - **Name, e-mail address, language and employee number** (required) - The rest of the fields are optional ### Is the employee a leader of a department or administrator for the system? 1. Select the employee 2. Click "edit access" 3. Select the department they should have access to 4. You can see the departments they have access to in the list to the right. ![](https://hjelp.motivati.no/hs-fs/hubfs/image-png-Jul-29-2026-07-55-15-8495-AM.png?width=1687&height=438&name=image-png-Jul-29-2026-07-55-15-8495-AM.png)   [Read more about the different roles here](http://motivati-7574424.hs-sites.com/en/knowledge/how-to) ### Adding/editing multiple users 1. Upload an Excel spreadsheet stored in csv. (comma-separated) format. ![](https://hjelp.motivati.no/hs-fs/hubfs/image-png-Jul-29-2026-07-55-50-5172-AM.png?width=1663&height=300&name=image-png-Jul-29-2026-07-55-50-5172-AM.png) 1. The spreadsheet must contain: 1. Column 1: "ExternalEmployeeRef" (Ansattnummer) 2. Column 2: "Department" 3. Column 3: "Email" 4. Column 4: "FirstName" 5. Column 5: "MiddleName" 6. Column 6: "LastName" 7. Column 7: "PhoneNumber" (voluntary, but if you are going to use two-factor you need to have this) 8. Column 8: LanguageCodeIdentifier (NO/ EN) ![Skjermbilde 2025-03-08 kl. 14.22.08](https://hjelp.motivati.no/hs-fs/hubfs/Motivati%20system%202025/Admin/Skjermbilde%202025-03-08%20kl.%2014.22.08.png?width=670&height=62&name=Skjermbilde%202025-03-08%20kl.%2014.22.08.png) **Important!**  The import is not reversible, if the import is wrong, you must delete manually. We are pleased to help if needed! Send us an e-mail at [support@motivati.no](mailto:support@motivati.no) --- ### Move employees 1\. **Select those you want to move, one or multiple employees**. You can do this from the department list or the "all employees"-list. 2\. Click "**move employee(s)**"  ![](https://hjelp.motivati.no/hs-fs/hubfs/image-png-Jul-29-2026-07-56-32-2290-AM.png?width=1683&height=482&name=image-png-Jul-29-2026-07-56-32-2290-AM.png) 3\. Select a department ![how to add, move, edit employee 5](https://hjelp.motivati.no/hs-fs/hubfs/Motivati%20system%202025/Admin/how%20to%20add%2c%20move%2c%20edit%20employee%205.png?width=670&height=373&name=how%20to%20add%2c%20move%2c%20edit%20employee%205.png) *What happens if a survey is distributed and I move an employee before they have answered? [Read more](https://hjelp.motivati.no/en/what-happens-to-the-response-to-an-employee-if-the-person-leaves-or-changes-department?hsLang=en).* --- ### Edit and delete employee - **Edit employee:** Click the three dots under **"Actions"** on the right side of the employee row, then select **"Edit"**. If you want to delete an employee, click **"Delete"** next to "move employee". **Note:** All history associated with the employee will be deleted. However, deleted users can be restored. An administrator can restore a user who was deleted by mistake. There is a 30-day grace period before a deleted user is permanently anonymized. If you create a new user with the same email address as a recently deleted user, you will be notified that the user is still within the grace period. You can then choose either to restore the original user, including all historical data, or to anonymize the original user and create a completely new one. A restored user retains all of their original information exactly as it was before deletion. - **Dimensions:** to enable more advanced filtering when generating reports. These must be created under “Categories” in the administrator menu. Dimensions make it possible to categorize users and departments across the organizational structure—for example by area of expertise, location, or other relevant groupings. ![](https://hjelp.motivati.no/hs-fs/hubfs/image-png-Apr-13-2026-10-51-46-1720-AM.png?width=555&height=759&name=image-png-Apr-13-2026-10-51-46-1720-AM.png) **Caution!** If an employee is placed in the **wrong department**. **Do not** delete the employee and create a new one. 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