The Top Users & Group report, available in all ActivTrak plans*, identifies top performers and helps understand whether teams and individuals are working as expected. It provides real-time visibility into productivity data and a detailed breakdown of time spent in productive and unproductive activities throughout the workday.
To access the Top Users and Groups Report, navigate to Live Reports > Top Users and Groups.
Tip: Add The Top Users and Groups Report to your Favorites for quick access.
*The Offline Meetings column options are only available with select plans. Contact sales@activtrak.com to try this feature, get a demo or upgrade your plan.
The Top Users and Groups Report
Contents
- When to use the Top Users & Groups report
- Navigating the Top Users & Groups report
- Practical applications
- Learn more
When to use the Top Users & Groups report
The Top Users & Groups report provides a comprehensive view of how your teams and individual users spend their time. This data helps you:
- Identify top performers and productivity trends across your organization
- Understand if teams and individuals are working as expected
- Monitor work patterns and ensure alignment with company policies
- Make data-driven decisions about resource allocation and training
Navigating the Top Users & Groups report
Filter Settings
Like other Live Reports in ActivTrak, the Top Users & Groups report can be filtered by user, group, and time range using the drop-down filter menu options at the top of the report. Click the Refresh button after making your selections to ensure they are applied.
Search Functionality
The new search bar at the top of the report lets you quickly find specific users or groups without scrolling through the entire list. Simply type a name or partial name into the search field, and the report will instantly filter to show only matching results.
Column Selector
The column selector dropdown in the top-right corner of the report provides flexible customization of the displayed data:
- Click the dropdown to view all available columns
- Check or uncheck boxes to show or hide specific metrics
- Customize your view based on the data most relevant to your analysis needs
- Save screen space by removing columns you don't need to reference
This feature is especially useful when you need to focus on specific productivity metrics or when you want to compare particular data points across multiple users or groups.
Using the Top Users & Groups report
The report is displayed in two sections:
The top panel provides a high-level overview of each user’s or group’s time allocation during the selected time range. Use the toggle in the top left to switch between Users and Group. Use the search bar at the top to quickly find specific team members.
In the Summary View, you will see the Productivity Ratio (hover over for more details) and time worked broken out into Productive, Unproductive, Undefined, Offline Meetings*, and Total Work Time. Click any of the column headings to sort the table.
Note: The Offline Meetings column (if enabled) will not show data for the current day.
*The Offline Meetings column options are only available with select plans. Contact sales@activtrak.com to try this feature, get a demo or upgrade your plan.
Users: Summary View
Groups: Summary View
Switch to Detailed View for a further breakdown by Active and Passive time. Specific columns can be added or removed from this panel using the Columns dropdown menu in the top right.
Note: The Offline Meetings column (if enabled) will not show data for the current day.
*The Offline Meetings column options are only available with select plans. Contact sales@activtrak.com to try this feature, get a demo or upgrade your plan.
Users: Detailed View
Groups: Detailed View
When you select an individual user from the top panel, the bottom panel displays a timeline visualization for the specified time range. Each time interval is color-coded based on the productivity category of the activity where the user spent the most time during that period. Note that the bottom panel is only available when the toggle is set to Users and won’t appear when set to Groups.
Note: Due to the interval aggregation method, the chart represents a high-level view of the day and will not precisely match the calculations at the report's top. The Offline Meetings and Location data (if enabled) will not show for the current day.
The Interval selection dropdown allows you to adjust the timeline's granularity (5 minutes, 15 minutes, 30 minutes, 1 hour, or 2 hours). However, larger intervals provide less detailed accuracy.
When you enable Strict Mode, any time interval that includes unproductive activity will be marked as Unproductive. In addition, any time interval that includes passive activity will be marked as Passive Time when Detailed View is selected.
To optimize your view when looking at multiple days, use the Rows per page dropdown in the bottom right to view 5, 7, 10 or 14 days simultaneously. Use the pagination arrows to navigate through longer timeframes. Remember to use the Hide Empty Days toggle to remove unworked days, like weekends.
User Timeline
User Timeline: Strict Mode
Schedule Adherence features (EA)
The Top Users & Groups report now includes Schedule Adherence capabilities that allow you to define when employees are expected to work and compare this with their actual working hours.
Simply enter your team's Schedule Start and Schedule End times to see scheduled hours overlaid on the bottom panel. This visual representation makes identifying adherence issues easy and ensures proper coverage during core business hours. This feature supports structured schedules and flexible working arrangements while maintaining accountability.
Schedule Adherence Features
Exporting data
Use our Export feature to seamlessly integrate ActivTrak data with additional metrics to uncover correlations between user productivity and key performance indicators.
To export data from the Top Users & Groups report:
- Set your desired filters for user, group, and time period
- Click the Export button in the upper right corner
- Choose to Download the data directly to your device or Save to Google
Practical applications
Schedule adherence monitoring
For organizations with defined working hours, the Top Users & Groups report helps you:
- Compare actual working hours against expected schedules
- Ensure adequate coverage during core business hours
- Support flexible working arrangements while maintaining accountability
Identifying productivity patterns
The Top Users & Groups report helps you understand when your team members are most productive:
- Identify peak productivity hours for individuals and teams
- Spot patterns in unproductive time that may indicate workflow obstacles
- Track productivity changes over time to measure the impact of new processes or tools
- Variations in working patterns across different departments or roles
Monitoring workload balance
The Top Users & Groups report helps you spot potential workload imbalances before they impact performance.
- Identify team members who consistently work outside standard hours or unusual shifts in work schedules
- Recognize when team members may be experiencing burnout or disengagement
This report is a helpful starting point for organizations making strategic decisions about workload balance. However, for a more comprehensive workload analysis, ActivTrak offers a specialized solution:
- Workload Balance Dashboard (available in select plans) - Provides deeper insights into team utilization levels, helping identify individuals at risk of burnout (overutilized) or disengagement (underutilized) with detailed work habit metrics and trend analysis.
Pro Tip: Use the Team tab in the Workload Balance Dashboard to understand how team utilization changes over time, identify coaching opportunities, and create a healthier balance through more effective work distribution.
Learn More:
- Live Reports Overview
- Guide to Activity Classification in ActivTrak
- Location Insights
- Offline Meetings
- Schedule Adherence (EA)