ActivTrak's enhanced Users page streamlines user management and makes it more intuitive. These updates replace technical configuration options with clear, action-oriented workflows that match how you actually work. Admins can access the Users page by navigating to Settings > Users & Groups > Users.
Tip: Add the Users page to your Favorites for quick access.
Note: Computer Agent Management is still performed in Settings > Users & Groups > Computer Agents and in Settings > Users & Groups > Computer Aliases. Agent assignment in this guide refers strictly to Agents; Computer Agents cannot be assigned to Users.
Contents
- User management at a glance
- Navigate the Users page
- Filter & find users
- Export user information
- Understand user identifiers
- User Settings
- Learn more
User management at a glance
The Users page provides several administrative actions to manage user data and configuration. Understanding how each action affects historical data and license allocation helps you make informed decisions about user management.
Create a user record to manage identifiers, display names, and Agent assignments for tracking
When to use this
- Proactively create a clean record before a new employee starts
- Correct misassigned Agent data by creating the proper user record
What happens
A new user will have an Unlicensed status. When an assigned Agent captures productivity data and begins consuming a license, the user status will change to Active.
Update how a user appears in reports and dashboards
When to use this
- Correct misspellings or formatting inconsistencies
- Update names after marriage or legal name changes
- Standardize naming conventions across your organization
- Improve report readability with preferred names
Available for
All users
What happens
Display name changes across all reports and dashboards; must be unique within the account.
Add, edit, or remove UPNs, emails, employee IDs, or device logins associated with a user
When to use this
- Update identifiers after email address changes
- Add new identifiers when users gain access to additional systems
- Add new device logins before the device starts recording data for improved matching
- Ensure integration data (from HRIS, SSO, etc.) matches correctly
- Remove outdated identifiers to prevent incorrect Agent/integration associations
Available for
All users
What happens
Accurate identifiers help ActivTrak recognize associated Agents (to track or block) and associated integration data.
Set or update the time zone used to localize a user's activity data in dashboards
When to use this
- Ensure accurate timestamps for users in different geographic locations
- Correct time zone mismatches after a user relocates or changes work location
- Align activity data with local business hours for accurate productivity reporting
Available for
All users
What happens
User's activity data is localized to the selected time zone for accurate reporting and insights.
Change which group determines a user's productivity goals and reporting hierarchy
*Available in select ActivTrak subscription plans
When to use this
- Reflect organizational changes when users move to new teams or departments
- Align users with appropriate productivity goals after role changes
- Correct Primary Group assignments when users belong to multiple groups
Available for
Active users, Inactive users
What happens
User's Primary Group designation updates for goal tracking and reporting hierarchy.
Add device credentials or configure domain settings to associate Agents with the correct user
When to use this
- Enable tracking for users who work across multiple devices
- Set "Any" domain for users who frequently change domains or work remotely
- Add specific device logins when automatic detection doesn't capture all credentials
- Prepare for users transitioning to new devices
Available for
All users
What happens
Ensures Agent data from newly detected logins is associated with the correct user across devices and domains.
Enable activity data collection for users who are currently untracked
When to use this
- Resume tracking after a privacy hold or investigation period
- Begin monitoring new employees after onboarding completes
- Re-enable tracking for returning employees (after leave, sabbatical, etc.)
- Start collecting data for users initially added as untracked
Available for
Inactive users, Unlicensed users
What happens
Allows tracking to resume from the device login(s). The user status changes to Active, and one license is consumed for each actively reporting Agent.
Stop collecting activity data while preserving all historical records
When to use this
- Maintain compliance during workplace investigations
- Preserve records for employees on extended leave
- Stop tracking executives or employees with privacy concerns while keeping historical context
- Retain data for departed employees per company retention policies
Available for
All users
What happens
User identifiers move to the Do Not Track tab; historical data is retained, and license usage is maintained.
Transfer an Agent from one user to another
When to use this
- Correct initial misassignment when the Agent was associated with the wrong user
- Transfer device tracking when hardware is reassigned between employees
- Consolidate tracking when a new user record was incorrectly created for an existing employee
- Move Agents to the correct user before merging multiple Agent instances
- Preserve historical data by reassigning inactive device Agents to untracked user records
Available for
All users
What happens
The Agent begins tracking under the correct user. If the Agent was previously assigned to another user, license usage is preserved.
Consolidate multiple Agent instances into a single Agent record for one user
This action cannot be undone. Agent data will be permanently merged.
When to use this
- Unify reporting when a user works across multiple devices (laptop, desktop, etc.)
- Reduce license consumption by consolidating redundant Agent instances
- Clean up duplicate Agents created due to login variations or domain changes
- Create a complete activity picture for users who frequently switch devices
Available for
Active users, Inactive users
What happens
All activity unified under one Agent; additional licenses freed.
Consolidate multiple user records that represent the same person into a single, unified record, combining all identifiers, group memberships, and Agent assignments; merging Agents is optional
This action cannot be undone. Secondary user records will be permanently deleted after merging. If Agent merging is selected, Agent data will be permanently merged.
When to use this
- Consolidate duplicate records when the same employee appears as multiple users due to different login credentials or device detection
- Resolve "zero Agent" user shells left behind from previous manual Agent reassignment and merge workflows
- Free up licenses by merging user records and optionally merging their Agents into a single record
- Simplify user cleanup that previously required multiple manual steps — reassigning Agents, re-entering identifiers, and deleting leftover records
Available for
All users (minimum 2, maximum 10 at a time)
What happens
All identifiers, group memberships, and Agents from selected user records are consolidated into a designated primary user. Secondary user records are deleted. If Agent merging is selected, all activity data is unified under a single Agent, freeing additional licenses.
Permanently delete all historical activity data while maintaining the user record and Agent assignment
This action cannot be undone. All historical data will be permanently deleted.
When to use this
- Start fresh after completing a trial period
- Clear test or training data before production use
- Reset tracking when an employee transitions to a significantly different role
- Remove data collected during setup and configuration phases
Available for
Active users, Inactive users
What happens
The user status will change to Unlicensed, and the license will be released until the Agent captures new data. When the Agent begins capturing data again, the user status will become Active, and it will consume a license.
Permanently remove the user record and all historical activity data
This action cannot be undone. The user record and all historical data will be permanently deleted.
When to use this
- Complete offboarding for departed employees when no data retention is required
- Fulfill data deletion requests (GDPR, CCPA, employee requests)
- Remove duplicate or erroneous user records
- Clean up test accounts created during trial periods
- Maintain data hygiene by removing accounts that will never be used again
Available for
Active users, Inactive users
What happens
User record and all data deleted; identifiers retained on Do Not Track list; associated license(s) are freed.
Navigate the Users page
The Users page organizes your workforce into dedicated tabs, making it easier to focus on specific user management tasks:
Active users are licensed users with Agents installed and actively collecting productivity data.
Inactive users are licensed users with Agents installed but no recent activity, or users who were manually set to untracked. Their historical data remains available. This category helps you identify users who may have left the organization, are on extended leave, or have devices that might be consuming licenses unnecessarily. You can customize how many days without activity trigger this status in the Activity Threshold setting (User Settings tab).
Unlicensed users are user records without license allocation. They have no historical data, but can be assigned Agents to begin tracking. These might be placeholders created by integrations, former employees whose Agents have been uninstalled, or new users waiting for Agent assignment.
Filter & find users
Use filters to quickly locate specific users or identifiers based on attributes and status. You can apply multiple filters simultaneously to narrow your results. Available filters vary by tab, with only the options relevant to users in that view.
Select from available filter options:
- User status: All, Active users, Inactive users, Unlicensed users
- Tracking status: All, Tracked, Untracked
- Group status: All, Users in a group, Users not in a group
- Display name status: All, Users with a display name, Users without a display name
To clear a filter, click the X next to each active filter, or click Reset Filters.
Export User information
ActivTrak Academy
Prefer to watch? Check out the Export User Information course in ActivTrak Academy (available with paid plans and free trials).
The Users page includes an export option that lets you download all user data as a CSV file for analysis and bulk management.
- Locate the Export button at the top right of the page
- Click the symbol
- Choose your export scope:
- Export current view: Export only the users in view, taking into account applied filters
- Export all users: Export all users regardless of filters; same as clicking the main Export button
- A CSV file named "Users.csv" will download to your computer
Understanding the export
The exported CSV file contains detailed information about all users and their associated Agents:
- Each row represents one Agent - If a user has multiple Agents, they will appear in multiple rows
- Rows are sorted by user - All Agents for a single user appear consecutively
- User information remains consistent - The user ID and display name are the same across all rows for a given user
Key columns in the export
| ID | A numerical identifier for each user that remains consistent across all their Agents |
| User |
A representation of the user across reports If a user has a display name, that is shown as the User value; if there is no display name, an identifier is used instead |
| Display Name | A configurable name for simplified reporting |
| User Principal Name | One of the primary identifiers used by ActivTrak to recognize users when they log into a computer with the ActivTrak Agent installed |
| A user's email address(es); one of the key identifiers for users in ActivTrak | |
| Employee ID | An optional identifier that can be used to identify users |
| Tracking | Whether the user is being tracked or not |
| Groups | Number of Groups the user is associated with |
| Licenses | Number of licenses consumed (equivalent to number of Agents) |
| Primary Group | A user's main team affiliation in ActivTrak |
| Agent Username | Unique username that the Agent detects when someone logs into a computer |
| Agent Logon Domain | Domain that a user belongs to when logging into their device |
| First Log | Initial timestamp when an Agent first reports activity data for a user |
| Last Log | Most recent time the Agent reported activity data for a user |
| Status | A user's current account state in ActivTrak (e.g., Active or Inactive) |
| User Time Zone | The time zone used to localize a user's activity data in dashboards |
Note: If a user has multiple identifiers (such as multiple email addresses) but only one Agent, all identifiers will appear in a single row. Multiple rows only appear when a user has multiple Agents.
Common use cases for export
The export feature helps administrators:
- Audit user licenses: Identify users with multiple Agents who might benefit from merging two or more Agents
- Verify user identifiers: Ensure the correct email addresses and IDs are associated with each user
- Compare with other systems: Cross-reference ActivTrak users with Azure AD, HR systems, or other directories
- Perform bulk analysis: Identify patterns in user configuration, tracking status, or group membership
- Plan cleanup activities: Create lists of users who need updates, merging, or removal
- Document compliance: Maintain records of user configurations for audit purposes
Best practices
- Open the CSV file in Excel, Google Sheets, or your preferred spreadsheet application
- Use the unique User ID (Column A) to group or filter all agents belonging to the same user
- Sort by different columns to identify users needing attention (e.g., high agent counts, untracked users)
- Create pivot tables to analyze license usage patterns across your organization
Important: The export feature is read-only. Any changes you make to the CSV file cannot be imported back into ActivTrak. To modify user configurations, return to the Users page and update them there.
Understand user identifiers
Types of identifiers
Each user can have multiple identifiers:
- Email-formatted identifier
- Commonly used with Azure AD integrations
- Example: username@company.com
- Standard email format
- Can have multiple email addresses per user
- Example: firstname.lastname@company.com
- In addition to email addresses entered on the Users page or by integrations / API, email addresses are auto-detected through the agent’s username or activity data.
- Important: To adjust Email Auto-Detection settings located on the User Settings tab
- Organization-specific identifier
- Often used to match HRIS systems
- Example: EMP123456
- Username and domain from tracked devices
- Can be marked as "Any" domain
- Example: username@workstation123
Identifier selection
If a user has multiple identifiers, the system automatically selects one identifier to represent the user using this priority order:
- UPN (if available)
Email (if available)
Employee ID (if available)
Device Login
Note: When a user has multiple values for the same identifier type, the most recently updated value appears at the top of that section and may be used as the identifier.
For more information on modifying and managing user identifiers, see this article: Manage User Information.
Users & licenses
Licensing is based on the number of Agents, not the number of users. You can learn more about how ActivTrak licensing works here.
During the transition to our new and improved User Management system, the legacy User Aliases, Do Not Track, and User Agents pages are available in read-only mode to verify the changes initiated on the Users page.
User Settings
The User Settings tab provides account-wide configurations that control how ActivTrak manages user data, agent assignments, and user status. These settings apply to all users in your account and help automate routine user management tasks.
Email Auto-Detection
Email auto-detection extracts business email addresses from Activity Logs and associates them with corresponding users. These emails may be critical in identifying users or linking their accounts with integration data. Common personal email domains are excluded from detection.
Note: ActivTrak automatically detects emails and UPNs from login usernames. Any additional emails must be added manually by an Admin or through an integration. When this setting is enabled, emails auto-detected from activity data are also included. When disabled, only those auto-detected emails are removed — emails added manually or via integration remain unaffected.
Activity Threshold
The Activity Threshold determines how many days of inactivity must pass before a user is automatically moved from Active to Inactive status. Users moved to Inactive users remain tracked, and one license is still consumed for each of their associated Agents. This setting helps you identify users who may have left the organization or are on extended leave, without requiring manual monitoring of user activity.
Expanded Agent-User Association
By default, ActivTrak matches Agents to users using email-formatted values and device login usernames. This setting extends matching to include display names, increasing the possible Agent-user associations for newly detected Agents only. Existing Agents with incorrect associations will need to be manually adjusted on the Users page. This setting is recommended for organizations with unique usernames; non-unique usernames may create incorrect associations that require manual correction.
Learn more
- ActivTrak Plans and Support Overview
- Add a New User
- Manage User Information
- Manage Tracking Status
- Assigning Agents
- Merge Agents
- Merge User Records
- Reset User Data
- Delete User & Data
- Manage Do Not Track Rules