Offline Meeting Time (Beta)

ActivTrak’s workforce analytics provide valuable productivity insights by analyzing digital activities. But how can we understand employee work that doesn’t take place on a computer, for example, when they participate in an in-person meeting? 

The inclusion of offline meeting time in Insights Dashboards (available on Professional and Premium Plans), now in Beta, presents a more complete picture of individual and team productivity regardless of where work happens.

How offline meeting time is captured in ActivTrak

Periods of digital inactivity (when a user has no mouse or keyboard movement) are classified in two ways:

1. Offline Meeting Time: A user has an event on their calendar that qualifies as an Offline Meeting (see details below).
2. Break Time: A user either has no event on their calendar or has an event that does not qualify as an Offline Meeting. Note: Break Time is capped at 2 consecutive hours.

Offline meeting qualifications

To qualify as an Offline Meeting, a calendar event must meet the following criteria:

• Two or more participants have not declined the meeting invite (this includes participants who have accepted, not responded or responded Maybe / Tentative).
• The user whose calendar data is being assessed has not declined the meeting.

Example: User A, User B and User C are invited to a meeting. User A and User B accept, and User C declines. If all users are inactive during the time of the meeting, it may be considered an Offline Meeting for User A and User B, but not for User C.

• The meeting was created in the prior 7 days

Digital activity always takes precedence over calendar data.

Let’s say User A, User B, User C and User D are invited to an offline meeting from 9:00-10:00 am, for example:

User A has no digital activity during the time of the meeting

• 9:00-10:00 a.m. = Offline Meeting Time

User B has no digital activity from 9:00-9:45 a.m. and then logs into their computer

• 9:00-9:45 a.m. = Offline Meeting Time
• 9:46-10:00 a.m. = Digital Activity (labeled according to activity classification)

User C has no digital activity from 9:00-10:15 a.m.

• 9:00-10:00 a.m. = Offline Meeting Time
• 10:01-10:15 a.m. = Break Time

User D joins the meeting from their computer, but does not touch their mouse or keyboard for the duration of the meeting

• 9:00-9:04 a.m. = Digital Activity (based on default Passive Time settings)
• 9:05-10:00 a.m. = Offline Meeting Time

Where to see offline meeting time in ActivTrak

Offline meeting time is reflected in four (4) Insights dashboards. The first three dashboards are duplicates of existing Insights Dashboards with the addition of Offline Meeting Time.

1) Activity Breakdown - Activity Type

Offline Meetings Time is displayed in:

1. Team Activity Type vs Goal (Hrs/Day)
2. User Activity Type vs Goal (Hrs/Day)

Note: During the Beta, goal setting for Offline Meeting time is disabled.

2) Activity Breakdown - Activity Trends

Offline Meetings Time is displayed in:

• Activity Type Trend (Hrs/Day)
• Avg Offline Meetings Hrs/Day vs Date Range Avg
• Avg Offline Hrs by Day of Week

3) Location Insights

Offline Meetings Time is displayed in:

1. Productivity by Location
2. User Activity

4) Offline Meetings Log (NEW):

Get detailed information about the calendar events that have been categorized as Offline Meetings. 

Note: You can reference this data during the beta program to validate that your calendar information is being imported and categorized correctly. If you notice a discrepancy, please report it to integrations-feedback@activtrak.com.

Select a User and Activity Date from the filters at the top of the dashboard to adjust the data shown in the log.

1. Offline Meeting Breakdown (by Day and Start Time): Each cell displays the number of minutes spent in Offline Meetings during that hour and is color-coded according to meeting duration (the darker the color, the greater the time). 

Note: Any hour blocks with < 30 seconds of Offline Meeting time will not be displayed in the table.

To view information on the meeting(s) that took place during a specific time, click one or more cells to filter the Offline Meeting Logs table to the right.

2. Offline Meeting Logs: Displays information for each meeting that took place during the selected time period in chronological order. To zero in on a specific day and time, click one or more cells in the Offline Meeting Breakdown table to the left.

As you review these dashboards, please note the following:

• During the Beta, time spent in Offline Meetings:
  • Is not included in Productive Time (e.g. 5 hours of Productive Time + 2 hours of Offline Meeting Time = 7 hours of Total Time)
  • Does not count toward Productive Time or Collaboration Time goals
  • Does not affect utilization metrics (which are based on Productive Time)
• Offline Meetings data is available 7 days prior to the date the calendar integration was enabled for your account. If you select an Activity Date prior to this date, the Offline Meetings category will display null values.

Offline meeting time FAQ

How often is calendar data synced to ActivTrak?

Once per day, and that includes pulling in the past seven days’ worth of calendar data. This means that Offline Meetings data may change retroactively if an event that took place in the previous week was modified (deleted, created, participants added/remoted, etc.)

How are overlapping calendar meetings categorized?

If more than one concurrent or overlapping meeting is detected in a user’s calendar and the user does not have any digital activity that overlaps with these meetings, the user will only get offline meeting time for one of the meetings (counting the overlapped time once instead of multiple times).

Learn more:

• Insights Overview
• ActivTrak’s Subscription Differences
• Contact Support