Create and Manage Users via the Users Page (EA)

Now in Early Access (EA), ActivTrak has introduced a new user management feature to simplify user administration and offer several other benefits requested by account administrators. Admins can access the Users page by navigating to Settings > Users & Groups > Users.

Users page in the Users & Groups section of Settings

Note: Computer Agent Management is still executed from Settings > Users & Groups > Computer Agents and Settings > Users & Groups > Computer Aliases. Agent assignment in this guide refers strictly to User Agents; Computer Agents cannot be assigned to Users. 

Contents

• Understand user identifiers
  • Types of identifiers
  • Display ID selection
  • Users & licenses
• Add a new User
• Assign & reassign User Agents
  • Assign a User Agent to a new user
  • Assign a User Agent to an existing user
  • Reassign a User Agent to a different user
• Manage tracking status
  • Bulk manage tracking status
  • Using "Any" domain setting
• Delete User historical data
  • Bulk delete User historical data
• Remove User record
  • Bulk remove user record
• Manage User Primary Group
• Learn more

Understand user identifiers

Types of identifiers

Each user can have multiple identifiers:

Display ID selection

The system automatically selects one identifier as the Display ID using this priority order:

1. UPN (if available)

2. Email (if available)

3. Employee ID (if available)

4. Device Login

Users & licenses

Licensing is based on the number of User Agents, not the number of User records. You can learn more about how ActivTrak licensing works here.

As capabilities are gradually migrated to the Users page, legacy pages such as User Aliases and Do Not Track will be deprecated to provide Admins with a simplified and centralized user management experience.

During the transition, legacy pages are available in read-only mode to verify the changes initiated on the Users page.

Add a new User

Creating a User establishes a framework for administering an individual user’s display name, identifiers, agent assignments and historical data deletions. User creation does not affect the license count since licensing is based on the number of User Agents, not the number of Users.

Important: Both display names and identifiers must be unique within the account. Users can have multiple identifiers of each type but only one display name, which is how they appear in reports.

Note: When an Agent comes online, if no email is detected and cannot be automatically assigned to an existing user, a new user record is created with a placeholder email (i.e., username@logon_domain). The placeholder can be deleted once other identifiers (i.e., UPN, email, employee ID) are provided.

1. Navigate to Settings > Users & Groups > Users
2. Click the 'Add user' button, which will generate a pop-up window

Add a new user

3. Enter the required information:

• • At least one identifier (email, UPN, or employee ID)
  • Display name (recommended for clearer reporting)
  • Additional identifiers (optional)
  • User agent assignments (optional)
  • Tracking preferences (optional)

Assign & reassign User Agents

User Agents may be assigned to a specific user in instances where:

• A new User is created for a User Agent that is already in ActivTrak
• A User Agent is incorrectly assigned and needs to be reassigned to a different user
• Multiple User Agents (each for a different device) need to be assigned to a single User
• Reassigning the User Agent for an inactive device to an untracked user account to preserve historical data and maintain an organized active device tracking record

When a User Agent starts reporting activity data, ActivTrak attempts to assign it to the correct user automatically. A new User is created for that agent if no user is found.

Important: When transferring a User Agent to another User, please ensure all associated email addresses are correctly updated and moved to the new User.

Assign a User Agent to a new user

1. Navigate to Settings > Users & Groups > Users and click the Add user button in the top left corner
2. Enter the available identifiers for the user, including Display name and at least one of the following: User principal name, Email, or Employee ID
3. Select for the user to be either Tracked or Untracked in the top right corner
4. Click the + Assign agent button at the bottom to select a User Agent

Assign a User Agent to a new user

Assign a User Agent to an existing user

1. Navigate to Settings > Users & Groups > Users and click on a specific User line from the table to view the User Details page
2. Click the + Assign agent button below the Agents associated with user section and select a User Agent

Assign a User Agent to an existing user

Reassign a User Agent to a different user

1. Navigate to Settings > Users & Groups > Users and click on a specific User line from the table to view the User Details page
2. Click on the three-dot menu to the right of the User Agent of choice in the Agents associated with user list and select Reassign to existing user or Reassign to new user (you will be taken through the steps to create a new user)

Reassign a User Agent to a different user

Manage tracking status

It is important to note that when setting a user to Untracked, all activity data collection stops immediately and tracking rules are created based on all user identifiers:

• • UPN/Email: Blocked by username across all domains
  • Device Logins: Blocked by username and specific domain
  • Device Logins with "Any" domain: Blocked by username across all domains

1. Navigate to Settings > Users & Groups > Users
2. Find the User of choice, click the three-dot menu to the far right and select Manage User

Select Manage User from the three-dot menu

Alternatively, click on a specific User line from the table to view the User Details page and click the Manager User button in the left panel.

Manage User from User Details page

3. Within the pop-up window, navigate to Tracking options, Data Delete, and Remove User tab, then select the desired tracking status
4. Click either the Track user or Untrack user button in the bottom left corner to save this configuration

Tracking - Manage user window

Bulk manage tracking status

1. Navigate to Settings > Users & Groups > Users
2. Select multiple Users using the boxes to the left of the table
3. Click the Manage users button

Bulk manage users from the Users page

4. Select the desired tracking status and click either the Track user or Untrack user button in the bottom left corner to save this configuration.

Using "Any" domain setting

The "Any" domain setting is useful when:

• Users work across multiple company domains
• Your organization manages multiple brands
• Device domains may change due to IT updates
• You want to ensure consistent tracking rules across all company domains

Note: When an Agent comes online, if no email is detected and cannot be automatically assigned to an existing user, a new user record is created with a placeholder email in the form of username@logon_domain. The placeholder can be deleted once other identifiers (i.e., UPN, email, employee ID) are provided.

Important: To exclude default system users on each device from tracking (e.g., "System Administrator," "IT_admin," "default user," etc.), add these non-employee usernames to the Global Tracking Exclusions and the Account Configuration page. 

1. Navigate to Settings > Users & Groups > Users
2. Find the user of choice, click the three-dot menu to the far right and select Manage User

Alternatively, click on a specific User line from the table to view the User Details page and click on the Manager User button in the left panel

3. You will land on the Identifiers and Device Logins tab within the pop-up window; scroll down to the Device logins section
4. Select or deselect the Any box on the right side of the devices

Device logins - Manage user window

Delete User historical data

Deleting historical data at the User level is typically done to:

• Wipe user data and "start fresh" when an ActivTrak trial is completed
• Remove data when an employee is terminated/de-provisioned
• Free up user license(s)

1. Navigate to Settings > Users & Groups > Users
2. Find the user of choice, click the three-dot menu to the far right and select Manage User

Select Manage User from the three-dot menu

3. Within the pop-up window, navigate to Tracking options, Data Delete, and Remove User tab and check the box to the left of Delete historical data

4. Acknowledge that the data will be permanently deleted and that the action cannot be undone

5. Click the Delete historical data button at the bottom

Delete historical data - Manage user window

Bulk delete User historical data

1. Navigate to Settings > Users & Groups > Users
2. Select multiple Users using the boxes to the left of the table
3. Click the Manage users button

Bulk manage users from the Users page

4. Check the box to the left of Delete historical data
5. Acknowledge that the data will be permanently deleted and that the action cannot be undone
6. Click the Delete historical data button at the bottom

Delete historical data - Manage user(s) window

Remove User record

Deleting a User record is typically done to:

• Have a more accurate view of Users in the ActivTrak system, including their identifiers and settings
• Remove duplicate user records

1. Navigate to Settings > Users & Groups > Users
2. Find the user of choice, click the three-dot menu to the far right and select Manage User

Select Manage User from the three-dot menu

3. Within the pop-up window, navigate to Tracking options, Data Delete, and Remove User tab and check the box to the left of Remove user(s)

4. Acknowledge that the data will be permanently deleted and that the action cannot be undone

5. Click the Delete user button at the bottom

Remove user(s) - Manage user window

Bulk remove User record

1. Navigate to Settings > Users & Groups > Users
2. Select multiple Users using the boxes to the left of the table
3. Click the Manage users button

Bulk manage users from the Users page

4. Check the box to the left of Remove user(s)
5. Acknowledge that the data will be permanently deleted and that the action cannot be undone
6. Click the Delete user button at the bottom

Remove user(s) - Manage user(s) window

Manage User Primary Group

Note: The Primary Group is visible in select ActivTrak subscription plans.

The Users page contains a list of all the Groups a User belongs to, including their Primary Group.

By default, the Group with the highest Productive Hours/Day goal determines a user's Primary Group. Select a different radio button on the User Details page to change a user's Primary Group.

1. Navigate to Settings > Users & Groups > Users
2. Click on a specific User line from the table to view the User Details page
3. Refer to the Groups associated with the User panel for a list of Groups the User belongs to and the radio buttons that allow you to reconfigure the Primary Group designation.

Groups associated with User panel

Learn more

• Managing User Agents
• Computer Agents
• ActivTrak's Subscription and Support Plans
• Create and Change Aliases or Display Names
• The Do Not Track (DNT) List
• Global Tracking Exclusions