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Account Preferences

A guide for Admins on how to configure various settings for your company's Motivosity account.

Updated over a week ago

The Preferences Setup page has A LOT of parts to it. We hope most of them are self-explanatory, but just in case you have a question about a specific part, use these links to jump to the section you need, or scroll to your heart's content.

Company Name

This shows how your company will be displayed within Motivosity and in emails that go out to your employees from Motivosity. It is also how the Motivosity Reps will see your Company Name on their side of the system.

Motivosity Point of Contact

This is for whoever is responsible for and maintaining Motivosity in your company. Go to Setup > Preferences and type their (or your) name into the box titled 'Motivosity Point of Contact and when it comes up click their (or your) profile. The MV Point of Contact will get the updates on file uploads, low balance warnings, and will be our main contact when we need to reach out.

Important Note: You can only change this to a user who already exists in the system. So if you are trying to change this to a person who hasn't been added yet, add the user first, then you can come back and change the contact here.

Company Domain

You will likely need a specialized company domain. Your domain needs to be maximum 63 character long. It can only contain alphanumeric characters and hypens (-). It should NOT start or end with a hypen. Leaving this blank defaults to

Company Category

You can select a category that best describes your company. This can really help us understand what your company does and how you might be using Motivosity within your company.

User Profiles

This feature allows you to decide how much control users at your company has over their own profiles. You can choose if you want to allow users to be able to change their own department name, if they should be able to change their job title, or if they should be able to change their own profile picture and background.

Also, for companies who are using personal email addresses (or for whatever reason) you can uncheck the "Show user email addresses on profiles" button to keep those email addresses private.


The Feeds section will allow you to add a custom note that users will see when they go to send someone an appreciation.

The Appreciation Disclaimer allows the administrator to set up a disclaimer to be shown under the appreciation box any time a user appreciates a co-worker. This could be to encourage employees to try to be genuine and specific with their appreciations or a reminder of guidelines for compliance. If you decide that you want to use this, do your best to let the message lend itself to the culture and values you are trying to strengthen.

Just so you can see how this message shows up in in Motivosity, Leslie added the text "Gratitude is my Favorite" in the Appreciation Disclaimer box and you can see how that shows up for a user who wants to give an appreciation above.


Keeping user information safe and secure is very important to us. This Security section will help you learn about MFA Passwords, and options for securing your user's passwords.

MFA Verification Methods

Anytime an admin attempts to make any financial change in Motivosity, they will be prompted to verify that they are authorized to make that change. There are two different types of MFA Verification Methods for you to choose from. You will want to make sure that you choose the method that best fits your situation.

  • MFA Verification Code: This method is great if you want any admin to be able to make financial changes in Motivosity. When this method is selected, we will email you a unique 6-digit code anytime a finance change is attempted. Entering that code in Motivosity will allow the financial change to take effect.

  • MFA Password: This method is great if you want some admins to be able to make financial changes, but you also want to restrict other admins from being able to make those changes. This verification method will require you setting an MFA Password and that set password will be requested anytime a financial change is attempted.

MFA-Required Actions

There are several actions in the software that will require typing in your MFA Password. Those actions are listed below:

MFA Verification Code

Using an MFA Verification Code is great if you want any admin to be able to make financial changes in Motivosity. When this method is selected, we will email the admin attempting a financial change in Motivosity a unique 6-digit code. Entering that code in Motivosity will allow the financial change to take effect.

MFA Password

Choosing an MFA Password as your MFA Verification Method will allow you to have "helper admins" in Motivosity without giving them the ability to make any financial changes in the software. By using an MFA Password you will be able to set an MFA Password, then only share it with the admins who you would like to be able to make financial changes. To clarify, if you set an MFA Password, it should be DIFFERENT from your Login password because it is one that may be shared with other people. So write it down, keep it somewhere safe, and only share it with people who will be making financial decisions inside of Motivosity.

  • Changing MFA Password

To change your MFA password you will need to type in your current MFA password before setting a new one. Please head to Setup > Account Preferences > Security section. This password is very important, so make sure to remember it!

If you have lost or forgotten your MFA Password and need it to be reset, please reach out to Motivosity's Support Team for assistance in getting that resolved!

Finance Admin Approval

When enabled, The Require Finance Admin Approval function will require a second approver (who is a finance admin) for any monetary change made to the following items found in Admin Tools:

The MFA Video above has a section about the Finance Admin Approval. Look to the chapter markers to find it quickly!

How to Enable Finance Admin Approval

To enable Finance Admin Approval you must have at least one user who is a Finance Admin in the system (other than the primary admin) and an MFA Finance Password set. Go to Setup > Account Preferences and switch this toggle on:

How Finance Admin Approvals Work

When taking any of the actions listed above you will be required to type in your MFA Finance Password. If Finance Admin Approval is enabled, you will then be prompted to select from an approver from a list of Finance Admins that are configured in your system. An email notification will be sent to that Finance Admin (along with an action item on their Motivosity homepage) with information about what change is being made for them to review. The finance admin will then have need to approve or decline the update within 10 minutes of the request being made. Approving the update will then allow for the financial transaction to occur and the requesting admin will see the response in real-time. If declined, the requesting admin will also see the rejection in real-time and can resubmit once the concerns have been addressed.

Enforce Password Expiration

One way to keep your users logins secure is by setting their passwords to expire. You can change adjust the setting here so that your users passwords expire every 3, 6 or 12 months. You can also leave it so that they never expire.

Allow sign in with regular credentials

If you have integrated with a SSO (Single-Sign On) Service, you can decide if you want to force users to sign in that way (toggled "Off") or if you will also let them sign in using their email address and a password they've created (toggled "On")

Data Retention

Users will come and go. When they go, you can choose to save their data or not.

If a user leaves and comes back (and you have saved their data) you can "Reactivate" them. To do this click on "Insights" at the top of the page, click on "See All" in the Community and Team Box. Select "Deactivated Users" then you can "Activate" the user you would like to come back.

Application Interface

Here you can add your company's logo so it shows up on the top of the screen for all of your users.


Please Note: This customization is only available for users with the Recognition & Rewards Add-On.

You can customize the appearance of currency in Motivosity. As you can see in the warning below, money is considered to be in USD as it is exchanged within Motivosity. To help with that understanding, we strongly recommend you keep the $ as the symbol.

You CAN change what these "Motivosity Bucks" are called to be unique for your company. Because naming schemes can be complicated, you can change the singular version and the plural version of your unique currency name.

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