ActivTrak provides a comprehensive view of your team's workday by combining digital activity data with calendar events. When employees step away from their computers, their calendars fill in the gaps with Offline Meeting data.
You can connect ActivTrak with Outlook Calendar or Google Calendar to pull this information into your account. Just follow the setup instructions:
Offline Meetings are available in select plans. If you'd like to learn more, request a demo here.
Contents
- What counts as an Offline Meeting
- Where to find Offline Meeting data
- Frequently asked questions
- Learn more
What counts as an Offline Meeting
Offline Meetings help complete the picture of your team's workday by accounting for time when employees are away from their computers. When digital activity shows a user is inactive, ActivTrak checks their calendar for events that meet these criteria:
- At least two participants haven't declined the invitation (meaning at least two people accepted, haven't responded, or responded "Maybe"). Note: The minimum number of participants can be adjusted through the Account Configuration page (Settings > Account Configuration > Offline Meeting Settings). Learn more here.
- The user hasn't declined or deleted the meeting.
- The meeting lasts no longer than 8 hours (this prevents all-day events, such as PTO, from skewing your data). Note: The maximum meeting duration can be customized through the Account Configuration page (Settings > Account Configuration > Offline Meeting Settings). Learn more here.
Important: Digital activity always takes precedence over calendar data.
Example
Let's say four team members are invited to a meeting from 1:00-2:00 p.m.
User A has no digital activity during the meeting
- 1:00-2:00 p.m. = Offline Meeting Time
User B has no digital activity from 1:00-1:45 p.m., then logs in
- 1:00-1:45 p.m. = Offline Meeting Time
- 1:46-2:00 p.m. = Digital Activity (classified by activity type)
User C has no digital activity from 1:00-2:15 p.m.
- 1:00-2:00 p.m. = Offline Meeting Time
- 2:01-2:15 p.m. = Break Time
User D joins the meeting but doesn't touch their mouse or keyboard
- 1:00-1:04 p.m. = Digital Activity (based on default Passive Time settings)
- 1:05-2:00 p.m. = Offline Meeting Time
Where to find Offline Meeting data
Offline Meeting data appears in several dashboards and in the Offline Meetings Log (available in select plans).
Note: If you haven't connected a calendar to your account, you'll see "Offline Meetings" in chart legends and tables, but the values will be empty.
Productivity by User
Offline Meetings data appears in:
- Offline Meetings column
- Daily breakdown view
Daily Work Metrics
Offline Meeting data appears in the Offline Meetings column.
Note: Make sure 'Offline Meetings' is selected as a viewable column. Learn more here.
Productivity Trends
Offline Meeting data appears in:
- Bar chart view
- Single-day report
Productivity Achievement - Team
Offline Meeting data appears in:
- Activity Type vs. Goal (Hrs/Day)
- Activity Type Trend (Hrs/Day)
Productivity Achievement - Users
Offline Meeting data appears in Activity Type vs. Goal (Hrs/Day).
Productivity by Location - Team
Offline Meeting data appears in Productivity by Location.
Productivity by Location - Users
Offline Meeting data appears in:
- User Details
- User Stats
Offline Meetings Log
Navigate to Productivity Optimization > Productivity Achievement > Offline Meetings tab.
Note: This tab only appears if you've enabled a calendar integration for your account.
View detailed information about calendar events categorized as Offline Meetings. Use the User and Activity Date filters at the top to adjust what you see in the log.
Note: The User dropdown only shows users who have recorded offline meeting activity at some point.
Offline Meeting Breakdown (by Day and Start Time)
Each cell shows the number of minutes spent in Offline Meetings during that hour. The darker the color, the more time spent in meetings.
Note: Hour blocks with less than 30 seconds of Offline Meeting time won't appear in the table.
Click one or more cells to filter the Offline Meeting Logs table on the right.
Offline Meeting Logs
This section displays information for each meeting during the selected time period in chronological order.
Click one or more cells in the Offline Meeting Breakdown table on the left to focus on a specific day and time.
Privacy note: To protect sensitive information, private calendar events show as "Private Meeting" in the log. Privacy settings are determined by the meeting host:
- Outlook Calendar: If the event is marked private on the host's calendar, the meeting title is hidden
- Google Calendar: Meeting titles only show if the host sets the meeting's visibility to "Public." Default or Private visibility settings hide the meeting title
Frequently asked questions
Is the Offline Meeting time included in Productive Time?
No, Offline Meeting time is separate from Productive Time. For example, 5 hours of Productive Time + 2 hours of Offline Meeting Time = 7 hours of Total Time. This means Offline Meetings don't count toward Productive Time Goals and don't affect utilization metrics.
How are Offline Meeting Hrs/Day calculated?
To calculate Offline Meeting Hrs/Day, the number of hours spent in Offline Meetings during a given time period is divided by the number of Active Days in that time period (e.g., 6 hours of Offline Meetings in a 3-day time period equals 2 Offline Meeting Hrs/Day).
For accounts without HRIS Integration
Offline Meetings are not subject to the Active Day Threshold used to calculate other averages in Insights (e.g., Productive Hrs/Day). This means that any Offline Meeting time in a given day is counted toward the average, regardless of whether the user meets the Active Day Threshold.
Example: A user attends an all-day offsite meeting, spending 6 hours in an Offline Meeting and only 1 hour of Productive Time on their computer. If the account's Active Day Threshold is set to the default of 2 hours, the user's averages for the day will be:
- Productive Hrs/Day: 0 (because user did not meet Active Day Threshold)
- Offline Meeting Hrs/Day: 6
For accounts with HRIS Integration
Offline Meetings are calculated based on your work schedule and approved time off data. Offline Meeting time logged on scheduled workdays counts toward your average, while Offline Meeting time logged on non-scheduled workdays or approved time off days does not.
Example: A user attends an all-day offsite meeting on Monday, spending 6 hours in an Offline Meeting and 1 hour of Productive Time on their computer. Then on Saturday (a non-scheduled workday), they attend a 2-hour virtual team-building event. The user's averages will be:
- Productive Hrs/Day: 1 (based on Monday's activity; Saturday doesn't count as an Active Day)
- Offline Meeting Hrs/Day: 6 (only Monday's meeting counts; Saturday's meeting is excluded from the average)
If that same user had taken approved time off on Monday instead, neither the 6-hour offsite meeting nor the 1 hour of Productive Time would count toward their averages, since approved Time Off Days are not counted as Active Days.
How often is calendar data synced to ActivTrak?
Calendar data syncs every 24 hours. Each refresh pulls data for the prior 7 days, so Offline Meeting data may change if an event from the previous week was modified (deleted, created, participants added or removed).
On the initial data pull, ActivTrak retrieves all available offline meetings within the prior 7 days. When you add a new user, ActivTrak cross-references all meetings in which the new user was present with those of an existing ActivTrak user.
What happens if a user has concurrent or overlapping meetings on their calendar?
If a user has two or more meetings scheduled at the same time and at least one qualifies as an Offline Meeting, only one meeting counts toward their Offline Meeting time. For example, two one-hour meetings at the same time count as one hour of Offline Meeting time (not two) because a user can't attend multiple meetings simultaneously.
The Offline Meetings log displays both meeting names separated by a comma.
If the details of a calendar event are private, can ActivTrak determine whether it qualifies as an Offline Meeting?
Yes, ActivTrak can read the details of private events to determine if they meet the criteria. To protect sensitive information, private calendar event titles show as "Private Meeting" in the Offline Meetings Log.
What happens when someone sends an out-of-office calendar invite?
When an employee sends an out-of-office calendar invite, and people accept it, the data is captured as a meeting and counts toward Offline Meeting time. We recommend following these best practices instead:
- Send an email (not a calendar invite) to let team members know when you'll be out
- Use the out-of-office settings in Google Calendar and Outlook Calendar without sending an invitation
- If someone forgets and sends an out-of-office invite, decline the invitation
- Create a shared calendar where team members can add upcoming vacations and out-of-office days
Important: Don't integrate your shared team calendar with ActivTrak to prevent it from pulling out-of-office data into your reports.
Is Offline Meeting time available with the ActivConnect API?
Yes, Offline Meetings are available with the ActivConnect API. To learn more about the ActivConnect API, click here.