Create and Manage Users via the Users Page (EA)

ActivTrak Product Team

March 05, 2025 15:42

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 under Settings > Users & Groups.

Overview

The Users Page enables administrators to:

Understand User Identifiers
Create a New User
Manage Tracking Status
Assign / Reassign Agents
Delete User Data
View User Groups

Understanding User Identifiers

Types of Identifiers

Each user can have multiple identifiers:

User Principal Name (UPN)

Email-formatted identifier
Commonly used with Azure AD integrations
Example: username@company.com

Email Address

Standard email format
Can have multiple email addresses per user
Example: firstname.lastname@company.com
In addition to email addresses entered in the Users page or by integrations / API, email addresses are auto-detected through the agent’s user name or the activity data.
Important: To adjust email auto-detection settings, update the Email Auto-Detection on the Account Configuration page

Employee ID

Organization-specific identifier
Often used to match HRIS systems
Example: EMP123456

Device Login

Username and domain from tracked devices
Can be marked as "Any" domain
Example: username@workstation123

Display ID Selection

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

UPN (if available)
Email (if available)
Employee ID (if available)
Device Login

Users and licenses

Licensing is based on the number of User Agents, not the number of User records. Learn more about how ActivTrak licensing works here.
As capabilities are migrated to the Users Page, related legacy pages such as User Aliases and Do Not Track will be gradually deprecated to provide Admins with a simplified and centralized user management experience.
During the transition, legacy pages are available in read-only mode to assist in verifying the changes initiated on the Users page.

Creating a New User

Go to Settings > Users & Groups > Users
Click "Add User"

Enter the required information:

At least one identifier (email, UPN, or employee ID)
Display name (recommended for clear reporting)

Optional settings:

Additional identifiers
Agent assignments
Tracking preferences

The creation of 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.

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.

Managing Tracking Status

To change a user's tracking status:

Select the user in the user list to view the User Details
Select Tracked or Untracked from the left info box

When setting a user to "Untracked:"

Activity data collection stops immediately
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 domain

Using "Any" Domain Setting

Access Device logins by clicking Edit user in the User Details page.

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 it 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", "defaultuser", etc.), add these non-employee usernames to the Global Tracking Exclusions on the Account Configuration page.

Assign / Reassign Agents

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

A new User is created for an Agent that is already in ActivTrak
An Agent is incorrectly assigned
There are multiple Agents to a user who works on multiple devices
An existing user using multiple devices needs to be split into two users with agents assigned accordingly.

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

IMPORTANT: When transferring an Agent to another User, ensure that all associated email addresses are correctly updated and moved to the new User.

There are multiple options for assigning / reassigning agents to users:

1. Assign Agent from the Add User screen: Click on the + Assign agent button at the bottom of the Add user dialog box.

2. Assign Agent using the User Details page: Click on the + Assign agent button below the list of `Agents associated with user` list

3. Reassign a user agent using the User Details page: Go to the User Details page and Click on the three-dot menu to the right of the user agent in the `Agents associated with user` list.

Deleting User Data

Deleting data at the User level is typically done to:

Wipe data and "start fresh" when an ActivTrak trial is completed
Remove data when an employee is terminated/de-provisioned

To delete data:

Find the User on the Users page
Click the three-dot menu
Select "Delete User Data"

Viewing User Groups

Follow these steps to view the groups a user belongs to:

Find the user on the Users page
Look for “Groups associated with User”

If an admin would like to change a user’s Primary Group, they can do it here by selecting a different radio button under “Primary Group.” (By default, a user's Primary Group is determined by the Group with the highest Productive Hours/Day goal.)